Higher Education Commission

Indigenous 5000 PhD Fellowship Program, H-9, Islamabad (Pakistan),

Phone: (051) 90808033, E-mail: snaurin@hec.gov.pk
HIG HER SIO N
EDUC ATIO N CO M MIS

No: GEN/Guideline/HEC/IS/2014 September 18, 2014

Subject: Guidelines for disbursement/utilization of funds released against HEC Indigenous

scholars

Dear Sir/Madam,

Higher Education Commission is executing mega projects titled: Indigenous 5,000 PhD
Fellowship Program Phase-I & Phase-II. During the implementation of the schemes, HEC is recipient
of certain queries from different Universities/scholars regarding disbursement /utilization of
scholarship funds released under various budget heads against the HEC Indigenous scholars. Keeping
in view the queries raised by the quarter concerned, policy guidelines are as under:

Budget Heads Definition:

1. Stipend to Scholar: HEC Indigenous MS /MPhil /PhD scholarship is meant to financially

facilitate the scholar so that s/he can focus on his/her study. The University/Degree awarding
Institute (DAIs) is requested to fully facilitate the scholar for timely disbursement of funds. The
scholars must be paid full allocated amount without any deduction. However, academic
progress and presence of the scholar must be ensured by the university.

2. Book Allowance @ 5000 per year: The book allowance is to be paid to scholar on provision
of valid receipts and vouchers.
3. Thesis Charges to scholar @ 5000 (Phase I) & 10,000(Phase II) in final year: Thesis charges
is meant for scholars PhD thesis binding, printing and other related charges.
4. Laptop for Scholars @ Rs. 60,000/- (once): Detailed Policy guidelines have already been
issued by this office vide letter No: GEN/Laptop/HEC/IS/2014 dated January 8, 2014. Further,
it is also suggested that the provision of compatible laptops may be ensured immediately after
release of first installment of scholarship. The scholar benefited from any other laptops schemes
funded by Government of Pakistan/any other agency is not entitled to avail this opportunity.
However, Laptop facility under indigenous project can be opted by the scholar after completion
of three year of availing laptop from any other Government funded scheme. University
authority is requested to furnish audited copy of bill/invoice along with expenditure statement.

5. Support to University:
a. Tuition fee, reference books, back volumes, chemical abstracts, stationery, software,
internet etc. @ Rs. 100,000/- p.a.
Entire expense i.e. (Tuition fee, library fee, sports fee, Indoor university hostel dues ( reference
books, back volumes, chemical abstracts, stationery, software, internet, journal publication fee,
lab/workshop equip., consumables, supplies and PhD thesis freight charges etc.) incurred by
the scholar during his/her studies can be charged/ reimbursed from this budget head. The
scholar is entitled to claim funds from the date of award of scholarship.
 b. Support to University during PhD duration (03 years) for lab/workshop equipment,
consumables and supplies etc. @ Rs. 60,000/ p.a.
The budgets head is to be used for lab/workshop equipment, consumables and supplies etc.
Further in disciplines of Social Sciences, Arts & Humanities & Business Education where
there is no lab work involved this head can be utilized in workshops, seminars, conferences,
internet, journal publication fees etc.

6. Thesis evaluation charges to university from abroad on degree completion @ Rs. 20,000/-
(once): Foreign evaluation fee of university/ evaluator is to be charged from this budget head.

7. Research Grant to Supervisor Rs. 150,000/-only: Supervisor payments will be made on the
basis of following activities performed by the scholars on provision of supporting documents:
i. PhD Topic/ synopsis approval from board of advance studies & research, Rs.50, 000/-
ii. On successful submission of PhD thesis Rs. 50,000/-
iii. PhD notification Rs. 50,000/-

General Guidelines:

For HEC Indigenous scholarships, it is recommended that university may direct the scholars to
open a bank account for automatic disbursement of scholarship funds on monthly basis like
payroll system subject to satisfactory progress.
The university /DAIs can pool the unspent funds after meeting scholars expenses for
development and strengthening of departments/labs.
The supervisors are being paid to keep the track of the scholars progress and is liable to inform
HEC about the status. In case of violation of deed of agreement by the scholar, the supervisor
is duty bond to inform HEC and is equally responsible in this regard.
The scholarship period cannot be extended without approval of HEC by the university authority
beyond award letter issued.
The universities/DAIs are requested to keep inform HEC Indigenous section, if there is any
change in focal person. The Focal person must closely liaison with HEC if there are any issues
in handling the affairs of the scholar.
The HEC scholars must be encouraged to record their problems /issues with the focal person.
Please guide the scholars to behave professionally while corresponding with HEC. The Focal
person /Supervisor is requested to inform HEC- Indigenous PMU about scholar if not reporting
and absent from the university/DAIs.
 Universities/ DAIs are requested to facilitate the scholars in entire process of PhD completion
e.g. in case of any procedural delay in funds transfer from HEC, timely submission of progress
report, expenditure statement, Synopsis BASR approval meetings, arrangement of HEC
Approved Supervisor, timely foreign evaluation of PhD thesis and timely degree completion
after thesis submission.

The universities/DAIs are encouraged to provide suggestion to this office for further improvement and
transparency in the system. Thanks.

With kind regards,

Saima Naurin
Project Director

Vice Chancellors/Rectors
All University/ Degree Awarding Institute of
Pakistan