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Regulations on Support for Participation in Academic Conferences

 

Regulations on Support for Participation in Academic Conferences

According to Article 8, Paragraph 1 (6), Article 16, Paragraph 2 (8), Article 22, Paragraph 1 (18) and Article 26 (13) of the Administrative Regulation No. 12/2024 (“Macao Polytechnic University Charter”), these regulations were signed by the Rector after the regulations had been approved by the Senate upon recommendations by the Standing Committee of the Council and the Administrative Board.

Article 1

Objective

These regulations are formulated to encourage full-time academic staff of the University to participate in top-ranked academic conferences, to present their academic achievements, to utilize resources effectively, and to enhance their teaching capabilities.

Article 2

Principles of Support

  1. Applicants shall participate in academic conferences that are closely related to their research areas and present their academic papers at the conference.
  2. The applicant should only apply if it does not affect his/her teaching and work assignments. The application must be approved by the Head of the applicant’s unit.
  3. For multi-section/cross-city academic conferences, the University only supports the section/city where the applicant’s paper is presented.
  4. The specific top-ranked academic conferences that will be supported and the expense categories are to be determined by the Senate, which will be announced and updated by the Pedagogic and Research Affairs Office.

Article 3

Eligibility for Application

  1. Applicants must meet all the following conditions:
    1. Be a full-time academic staff;
    2. Be the first author or corresponding author of the academic paper to be presented;
    3. Must publish an academic paper or give a keynote speech at the academic conference with Macao Polytechnic University as the first institution of affiliation;
    4. Submit the following documents proving publication of academic papers:
      1. Documents which prove that the academic paper to be presented at the academic conference has been accepted by the organizer of the academic conference which has an academic review system; or
      2. Invitation document to give a keynote speech at the academic conference.
  2. The application will not affect the applicant’s teaching or work assignments arranged by the unit.
  3. The application must be made using the designated form, and must be approved by the Head of the applicant’s unit.

Article 4

Expenses Supported

  1. Expense categories supported include conference registration fees, bank handling fees, visa fees, cross-border transportation expenses, and allowances (accommodation, transportation, local meals). Except for allowances, all other expenses are handled on an actual expense basis.
  2. The registration fee for the conference is paid to the organizer for participating in the academic conference and presenting academic paper.
  3. Bank handling fees are local bank transfer fees incurred when paying the academic conference registration fee.
  4. Visa fees refer to the fees incurred for obtaining an entry visa to attend the conference, but does not include related handling fees.
  5. Cross-border transportation expenses refer to round-trip economy-class transportation from Macao to the conference city (including inter-city transportation). Flight details must be provided and reasonable. This transportation expenses should include mandatory insurance and taxes.
    1. Airfares: To be processed in accordance with the University’s procurement procedures.
    2. Other cross-border transportation: Expenses incurred by public transportation other than air travel. For travel between Hong Kong and Macao via the Hong Kong-Zhuhai-Macao Bridge, this refers only to the shuttle buses between the ports.
    3. Inter-city transportation: Expenses incurred if the airport is not located in the city where the academic conference is to be held. If taking a domestic flight, applicants must follow the procedures in subparagraph (i) of this paragraph.
  6. The allowance covers the applicant's accommodation, meals, and transportation expenses in the city where the conference is held (outside Macao). The amount of the allowance is subject to tax (automatically deducted from the monthly salary) in accordance with the Regulations of Professional Tax of the Macao SAR. The allowance amount is based on the University's daily allowance scheme.
  7. The days of allowance are counted according to the University’s daily allowance scheme.

Article 5

Insurance

Travel insurance is provided by the University for any applicant who has been approved to participate in an academic conference held outside Macao. The applicant should provide relevant information to the Public Relations Office for the purchase of insurance.

Article 6

Leave of Absence

  1. The leave of absence for attending the academic conference must be continuous and include public holidays, Saturdays, and Sundays.
  2. The days of the leave of absence are counted as follows:
    1. For a conference held in Macao: The maximum number of days is based on the total number of days announced by the organizer.
    2. For a conference held outside Macao: The maximum number of days is based on the total number of conference days announced by the organizer plus reasonable travel time.

Article 7

Application Procedures

  1. Applicants must submit the application form together with the following information to the Head of the respective unit:
    1. Brief introduction and programme of the conference (if any);
    2. Documents proving publication of academic papers;
    3. Abstract or full text of the paper to be published;
    4. Other application materials (such as conference registration fees, visa fees, cross-border transportation expenses, inter-city transportation expenses, etc.).
  2. The Head of the applicant’s unit must state his/her opinion on the application.
  3. Any application approved by the Head of the unit must be submitted to the Pedagogic and Research Affairs Office at least 45 days before the conference which will subsequently be submitted to the Administrative Board for approval.

Article 8

Reimbursement Procedures

  1. Applicants should submit the following reimbursement documents to their respective units within 10 working days after the conference, and the Head of the unit will comment on the application:
    1. The “Reimbursement Form for Participation in Academic Conferences” shall be submitted together with the following documents:
      1. Conference documents (e.g. conference proceedings, proof of attendance, etc.); and
      2. Original receipts for reimbursement (including receipts for supported expenses, boarding passes, train and ferry tickets, etc.).
    2. “Conference Participation Report.”
  2. If the conference takes place after 15th December of the calendar year, the applicant must submit the reimbursement documents mentioned in the above paragraph to their respective units within 3 working days after the conference.
  3. Any expense category cannot be reimbursed from more than one unit/entity.

Article 9

Obligations of Applicant

  1. Applicants must cooperate with the University and unit in promoting relevant academic achievements.
  2. The applicant’s achievements and related information of the conference can be used by the University and their units to promote its research.

Article 10

Uncertainties and Omissions

Any questions or omissions arising from the implementation of these regulations shall be resolved by the Senate.

 

(This English language version is a translation of the original regulations in Chinese. In case of any discrepancy, the Chinese version shall prevail.)

 


Updated on 21 August 2025

 

 

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