Guidelines on Staff Claims as at December 2009

1.

Mileage Claim ( Local Business Trip Claim )

1) Staff to be reminded not to accumulate the claims for not more than 2 months so that any
mistake can be alerted in time.
2) For TEACHING DUTIES in other faculties, the mileage allowance is strictly from
FACULTY TO FACULTY ONLY based on actual work assignment.
2.

Subsistence Allowance

1) All the details / calculations can be found in UTARs Staff Handbook / Web2-HR Policies
and Regulations.
2) Staff MUST fill in the Time in / out accurately.
3) Any applications for financial assistance including accommodation, transport and meal
arising from local or overseas travel must be supported by appropriate approval such as :
a) Confirmation Letter to Attend Local/Overseas Training/Conference
b) Approved Overseas/Outstation Business Travel Application Form
c) Letters / Emails with Authorizations from VP / President
The total amount of reimbursement including subsistence allowance etc. cannot exceed the
approved Budget Estimation. Please fill in the application forms completely and
appropriately. Your cooperation is much appreciated to help DHR expedite the claim process.
3.

Medical Claims

1) Staff whose residence is located more than 10 km from the nearest UTAR panel clinics
may seek medical treatment from the nearest local clinic but are advised to stick to the
same clinic and inform DHR of the situation when making claim for reimbursement. All
the reimbursement claims must send to DHR within 2 months from the visiting date.
2) Staff who fails to seek referral letters from panel clinic for specialist treatment at panel
hospital will not be able to claim for reimbursement unless it is an emergency.
3) Staff who has obtained GL to seek specialist treatment at panel hospital are advised to
stick to the same specialist at the same panel hospital for the same illness requiring
medical treatment. Any change must be supported by prior approval.

4) Panel clinics will basically issue referral letters as and when required but staff should
reconfirm with DHR before proceeding for specialist treatment even if a Guarantee letter
is not required as there is a list of ailments that are not covered in UTARs Medical
scheme such as :
a)
b)
c)
d)
e)
f)
g)
h)
i)

Pre existing conditions

Vision Correction
Mental Disorder
Injuries arising from Hazardous Sports / Illegal assembly
Preventive and investigatory procedures such as vaccination / scan etc
Health Supplements and treatment by Non MMA registered practitioners
Cosmetic treatment such as balding, acne and congenital conditions
Alternative medicine
Expenses related to pregnancy , confinement etc

The full list of expenses not covered by UTARs Medical scheme is available in Web 2s
HR Policies and Regulations.
Please do not hesitate to contact DHR staff at Perak Campus ( Ext 2230/ 2231 ) for further
clarifications as and when required.

Division of Human Resource

Perak Campus