No, only those categorized as staff by UPM are required to fill out the form if they plan to travel abroad. However, matters involving students should be forwarded to the UPM Student Affairs Division for further action.

Applicants must submit the overseas travel application at least 7 working days (for NON-OFFICIAL) and 4 weeks (for OFFICIAL) before the travel date. Any delay in the application must be justified as requested in the SPLN system (spln.upm.edu.my). Applications submitted do not need to be printed or sent to the Vice-Chancellor's Office for approval. However, applicants may need to print the application after receiving approval from the Vice-Chancellor/Chief Secretary (KSU) if required for insurance, travel claims, winter clothing allowance, or any other related needs.

Health insurance coverage for non-official travel can be applied for after obtaining approval from the Vice-Chancellor through the administration section of the respective PTJ. However, this facility is subject to the following conditions:

For official travel, applicants must upload complete letters/documents (in PDF format) related to the planned travel. These include:

The approval process by the Vice-Chancellor takes up to 14 days from the submission of a complete application by the applicant. This period includes the time allocated to the SPLN secretariat for review, the finance zone for budget confirmation (if applicable), the Head of PTJ for application support, and finally, the approval by the Vice-Chancellor.

For official travel using UPM funds, you can submit your expense claims to your respective PTJ financial zone within 3 months after the trip and once the application has been approved by the Vice-Chancellor.

Travel undertaken before submitting an application or before obtaining the Vice-Chancellor's approval is the responsibility of the applicant. The applicant must bear the risk of the trip. UPM will not be responsible for anything that happens to the applicant while abroad. Applicants who fail to comply may be deemed to have violated university directives, and no claims will be paid by the Bursar’s Office.