Higher Education Commission's Travel Grant Program aims at providing the opportunity to the

academic and scientific communities to boost their research activities in the public and private sector
universities and degree awarding institutes of Pakistan. Under this program, faculty and Ph.D. scholars
are extended financial assistance for presentation of their research papers at national or international
forums, which facilitates the interaction with skilled academia and researchers in the relevant field.
This grant will also facilitate scholars proceeding abroad for the purpose of pursuance of Ph.D. studies
in foreign universities, post-doctoral studies, and for the visits performed under cultural exchange
program.
The objectives of this program are;

To extend financial assistance to faculty and researchers from public and private universities
and degree awarding institutes to present their research work at national and international
events.
To share academic and research experiences and achievements at national as well as
international level.
To share scientific ideas with national and international research community and get
exposure to latest trend and techniques in research.
To explore opportunities for national and international academic collaborations.

How to Apply
To apply for the travel grant, the applicant needs to follow the steps given below.

i. Applicant needs to fill-in the Travel Grant application form with appropriate information.
ii. Following two forms are available;

a. Travel Grant Application Form for Paper Presentation (in seminar, conference and
symposium) Annex-A
b. Travel Grant Application Form for Pursuing Higher Studies Abroad (Ph.D. and Postdoc
studies abroad and visits under cultural exchange program) Annex-B

i. Endorsement by head of institution and head of department must be obtained at

appropriate section of the prescribed Travel Grant application form.
ii. Scholars studying abroad to pursue Ph.D. under HEC or any other Government of
Pakistan's scholarship programme may obtain the endorsement of foreign supervisor at
the Travel Grant application form (instead of the Vice Chancellor or Rector).
iii. Applicants intending to pursue higher degrees, who are unemployed at the time of
submission of application, may send their applications directly to HEC.
iv. Faculty members of Pakistani universities on study leave abroad may route their Travel
Grant application through their parent university in Pakistan or directly to HEC after
obtaining endorsement of supervisor from the foreign university under intimation to their
parent university.
v. A certificate regarding the Similarity Index of the publication by the Director
(Research/ORIC/QEC) or any relevant official of the institution must be obtained at
appropriate section of the prescribed Travel Grant application form.
 vi. Scholars studying abroad on HEC or any other scholarship program may send their
application without this certificate. HEC will check the Similarity Index of their
publication using TURNITIN.
vii. Supporting documentary evidences will be required with the Application Form as
mentioned in Section 4 below.
viii. The travel grant application for presentation of research paper must receive at HEC at
least 6 weeks (42 days) before the conference/seminar/workshop event date. It will be the
responsibility of the applicant to ensure timely delivery of application at HEC.
ix. The Travel Grant applications to proceed or return after completion of higher
studies must receive in HEC prior to or within three (03) months of date of travel. It will
be the responsibility of the applicant to ensure timely delivery of application at HEC.
x. Late or incomplete applications will not be processed.

Supporting Documentss Required

A. TRAVEL GRANT FOR PAPER PRESENTATION

A-1. For oral presentation of paper

i. Letter of Acceptance/Invitation or email from the organizer in which the mode of

presentation (oral/poster) has been clearly mentioned (if there is no mention in the letter
or email, please obtain such specific email from the organizer).
ii. Documentary evidence indicating that your abstract/paper has been accepted based upon
peer-review by the technical committee of the event (if there is no mention in the letter or
email, please obtain such specific email from the organizer).
iii. Documentary evidence indicating that your abstract/paper would be published in Book of
Abstracts/Proceedings/Journals for the conference etc. (if there is no mention in the letter
or email, please obtain such specific email from the organizer). Online publication is also
acceptable.
iv. Copy of conference brochure containing aims, objectives and themes, charges of
registration and accommodation etc. (website details of the conference are also
acceptable).
v. Full-text paper (both hard and soft copies).
vi. NOC from the principal author (in case the applicant is co-author).
vii. Quotation from the travel agent indicating the shortest route.
viii. CV of the applicant along with the list of recent journal and conference/seminar
publications, book chapters etc. (2-3 pages).
ix. Copy of the bond with parent university/DAI (for faculty on study leave pursuing higher
studies on scholarship other than HEC and Government of Pakistan).

A-2. Additional documents required for poster presentation

 (in addition to all the requirements as mentioned above in A-1)
List of applicant's publications indicating Impact Factor Score (IFS). The requisite IFS are 20 in
Engineering and Agriculture disciplines, and 30 in Science disciplines. The IFS should also be
verified by Director (Research/ORIC/QEC/) or Head of Department/Dean.

A-3. Additional documents required in case of Ph.D. or M.Phil. leading to Ph.D. scholars

(in addition to all the requirements as mentioned above in A-1)

i. Scholarship award letter/registration letter from the university in which applicant is

enrolled. Letter must clearly indicate the program in which the applicant is enrolled, i.e.
either Ph.D. or M.Phil. leading to Ph.D.
ii. Copy of Result Card of GAT (General)/GRE International (Subject)/GAT (Subject) as
per HEC minimum criteria for admission in Ph.D. (This is required from Ph.D. scholars
enrolled in local universities).
iii. List of courses taken at M.Phil. and/or Ph.D. levels with grades obtained. (This is
required from Ph.D. scholar enrolled in local universities).

List of Ph.D. faculty in your department.

A-4. Additional documents required in case of non-teaching staff of university/DAI

(in addition to all the requirements as mention above in A-1)

i. Copy of job certificate indicating applicant's designation, department, job description and
date of appointment/posting.
ii. Copy of MS/M.Phil. Degree (HEC reserves the right to verify the degree).
iii. Statement justifying the relevance of the conference and the research paper with
applicant's current job description.

B. TRAVEL GRANT TO SCHOLARS PROCEEDING ABROAD

B-1. To proceed for Ph.D.

i. Unconditional admission letter from Foreign University offering you admission in Ph.D.
ii. Copy of your award letter for scholarship or financial assistance or affidavit about self-
finance.
iii. Copy of your highest Degree duly attested by HEC.
iv. Brief CV (2-3 pages).
v. Quotation from the travel agent indicating the shortest route.
 vi. Surety bond of Rs.100/- by two guarantors to be purchased in the name of guarantor(s)
Specimen at Annex-C
vii. Surety Bond attested by the Oath Commissioner and countersigned by First Class
Magistrate.
viii. Copies of CNICs of both Guarantors.
ix. Application form duly signed by the applicant in Section No. 6.
x. Copy of study leave from your employer (required from applicant employed in any
organization).
xi. Copy of No Objection Certificate (NOC) from your employer (required from applicants
employed in any organization).
xii. Application form duly signed and stamped by the Head of Department in Section No. 6
(required from applicant employed in any organization).

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in
Section No. 7 (required from applicant employed in any organization).

B-2. To return after completion of Ph.D.

i. Unconditional admission letter from Foreign University offering you admission in Ph.D.
ii. Copy of your award letter for scholarship or financial assistance or affidavit about self-
finance.
iii. Copy of your Completion Certificate/Provisional Certificate/Ph.D. Degree (Translated in
English)
iv. Brief CV (2-3 pages).
v. Invoice of Travel Agent (in Original).
vi. All pages of used Air-Ticket/Electronic Ticket bearing the amount of Airfare (in
Original).
vii. All Boarding Passes (in Original).
viii. Justification for not flying with PIA (in case of any other Airline)
ix. Application form duly signed and stamped by the Head of Department in Section No. 6
(required from applicant employed in any organization).

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in
Section No. 7 (required from applicant employed in any organization).

B-3. To proceed for Post-Doctorate

i. Letter of placement in an accredited foreign university?

ii. Synopsis/ Brief description of your research proposal?
iii. Brief CV (2-3 pages).
iv. Quotation from the travel agent indicating the shortest route.
v. Are you under a bond after availing any Scholarship from HEC/Govt. of Pakistan/any
other funding agency regarding proceeding abroad?
vi. Copy of study leave from your university.
vii. Copy of No Objection Certificate (NOC) from your university.
viii. Application form duly signed by the applicant in Section No. 6.
 ix. Application form duly signed and stamped by the Head of Department in Section No. 6.

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in
Section No. 7.

B-4. To return after completion of Post-Doctorate

i. Letter of placement in an accredited foreign university?

ii. Completion certificate for Post-Doctoral studies?
iii. Brief CV (2-3 pages).
iv. Invoice of Travel Agent (in Original).
v. All pages of used Air-Ticket/Electronic Ticket bearing the amount of Airfare (in
Original).
vi. All Boarding Passes (in Original).
vii. Justification for not flying with PIA (in case of any other Airline)
viii. Copy of study leave from your university.
ix. Copy of No Objection Certificate (NOC) from your university.
x. Application form duly signed by the applicant in Section No. 6.

Application form duly signed and stamped by the Head of Department in Section No. 6.

B-5. To proceed abroad under Cultural Exchange Program

i. Letter of nomination by the Government of Pakistan.

ii. Copy of letter of acceptance from the inviting agency/ Institution.
iii. Details of training/visit program.
iv. Brief CV (2-3 pages).
v. Quotation from the travel agent indicating the shortest route.
vi. Have you attached copy of study leave from your employer (required from applicants
employed in any organization)?
vii. Have you attached copy of No Objection Certificate from your employer (required from
applicants employed in any organization)?
viii. Has application form duly signed and stamped by the Head of Department?
ix. Has application form duly signed and stamped by the Rector/Vice-Chancellor of your
university?
x. Copy of study leave from your employer (required from applicant employed in any
organization).
xi. Copy of No Objection Certificate (NOC) from your employer (required from applicants
employed in any organization).
xii. Application form duly signed by the applicant in Section No. 6.
xiii. Application form duly signed and stamped by the Head of Department in Section No. 6.

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in
Section No. 7.

B-6. Return from abroad under Cultural Exchange Program

 i. Letter of nomination by the Government of Pakistan.
ii. Copy of letter of acceptance from the inviting agency/ Institution.
iii. Details of training/visit program.
iv. Brief CV (2-3 pages).
v. Invoice of Travel Agent (in Original).
vi. All pages of used Air-Ticket/Electronic Ticket bearing the amount of Airfare (in
Original).
vii. All Boarding Passes (in Original).
viii. Justification for not flying with PIA (in case of any other Airline)
ix. Copy of study leave from your employer (required from applicant employed in any
organization).
x. Copy of No Objection Certificate (NOC) from your employer (required from applicants
employed in any organization).
xi. Application form duly signed by the applicant in Section No. 6.
xii. Application form duly signed and stamped by the Head of Department in Section No. 6.
xiii. Application form duly signed and stamped by the Rector/Vice-Chancellor of your
university in Section No. 7.

Eligibility Criteria / Who Can Apply?

A. For presentation of paper in National and International Conferences, seminars and
symposia

1. Faculty Members: Faculty members from HEC recognized universities/degree awarding

institutions in public and private sector. The faculty member includes:

a. Regular teaching faculty (BPS or TTS)

b. Distinguished and Meritorious Professors
c. Engaged through Foreign Faculty Hiring Program of HEC
d. Hired through Interim Placement of Fresh Ph.D. (IPFP) Program of HEC
e. Hired on contract for at least one year.
f. Faculty studying abroad on any scholarship who are under bond with their parent institutions
in Pakistan

2. Non-teaching University Staff: The non-teaching university staff of HEC recognized

universities/degree awarding institutions in public and private sector who are employed for research
related activities. The non-teaching staff should:

a. Be a permanent employee of the university/DAI or hired on contract who has served at least
two years in the same institution and his/her contract is being extended on annual basis
b. Hold at least a post-graduate degree (18-years, MS equivalent)

3. Ph.D. Scholars: Following Pakistani Ph.D. scholars are eligible:

a. MS/M. Phil. leading to Ph.D. scholars registered with HEC recognized local universities.
b. Ph.D. scholars registered with HEC recognized local Universities.
 c. Pakistani Ph.D. scholars studying abroad under HEC or any other Government of Pakistan's
scholarship programs.

B. To proceed for Ph.D./To return after completion of Ph.D.

a. All citizens of Pakistan.

b. Registration in a Ph.D. programme at any HEC recognized foreign university.

C. To proceed for Post-Doctorate/To return after completion of Post-Doctorate (minimum

duration 09 months)

a. Faculty members of public sector universities/degree awarding institutions.

b. Selection/nomination against an approved programme of the HEC/ Government of Pakistan
or an offer/acceptance by an International Agency.

D. To proceed under Cultural Exchange Program/To return under Cultural Exchange

Program

a. Faculty Members of public sector Universities/Degree Awarding Institutions.

b. Nomination by the Government of Pakistan against any facility under Cultural Exchange
Programme.

HEC employees are not eligible for travel grant under this programme.

Reimbursment Claims
i. Upon approval of the grant, HEC will issue award letter indicating the approved amount
against each components. The amount must be spent on specified heads.
ii. For approved cases, the sanctioned amount will be reimbursed after attending the event.
iii. For the applicants from local universities, the amount will be reimbursed upon filing the
audited expenditure statement dully signed by the Applicant, Treasurer University
Auditor and Head of Institution (see Annex-E for sample audited statement).
iv. University accounts office is advised to strictly follow the accounting procedure while
submitting the audited statement/reimbursement claim.
v. The university may acquire the following documentary evidences from the applicant:

a. used air ticket/e-ticket bearing cost of the ticket (it is mandatory that e-ticket
must indicate the airfare amount)
b. Original boarding pass counterfoil
c. Original receipt for payment of registration fee of the event bearing the grantee's
name and the actual amount
 d. Original receipt of payment for accommodation bearing the grantee's name,
duration of stay and the actual amount
e. Copy of conference programme indicating time slot for the presentation
f. Copy of the relevant abstract/paper published in the book of
abstract/proceeding/journal
g. Justification for not flying with PIA (in case the applicant used other airline)
vi. Grant will be released in favor of the head of institution (Vice Chancellor, Rector,
President or Director).
vii. For applicants pursuing higher studies in foreign universities or scholars proceeding
abroad for higher studies, the reimbursement claim on prescribed form (Annex-F) must
be submitted directly to HEC along with the documentary evidences as mentioned in v
(a-g) above.
viii. The reimbursement claims for presentation of research paper should be filed within
three (03) months after the visit (dates of conference). No claim will be entertained after
the said period.
ix. The reimbursement claims to proceed or return after completion of higher
studies should be filed within three (03) months. No claim will be entertained after the
said period.
The following terms and conditions will be applied

a. In case of proceeding for Higher Studies

i. If applied before traveling, three months will starts from the date of
departure

ii. If applied after traveling, three months will starts from the date of
approval letter
b. In case of after completion of Higher Studies

i. If applied before traveling, three months starts from the date of Arrival

ii. If applied after traveling, three months starts from the date of approval
letter
x. The HEC sanction is not subject to any change/re-appropriation whatsoever.
xi. Re-appropriation in sub-heads of the approved budget is not allowed.
xii. The HEC travel grant has been approved for this specific event and cannot be utilized for
any other purpose or for any other event.
xiii. The HEC Travel Grant is case specific; hence, cannot be used by anyone other than the
applicant, against any other event, etc.
xiv. If the applicant is unable to avail the sanctioned grant; the applicant is advised to
withdraw the case.
xv. If the applicant could not utilize the Travel Grant due to some reason, please intimate this
office.
xvi. The reimbursement claim may be submitted through proper channel (through Registrar's
Office or Office of Research Innovation & Commercialization (ORIC)).
xvii. For applicant from any Pakistani University/DAIs, the grant (crossed cheque) will be sent
to the forwarding/endorsing authority (Rector/Vice-Chancellor) for its onward
transmission to the applicant.
xviii. Visa Fee will be borne by the applicant.
xix. For reimbursement purpose, no document will be accepted through E-Mail.
xx. Reimbursement claim should be dispatched through surface mail (by post).

Budget Heads
i. The travel grant may include the following budget heads;

a. Air Travel - economy class return air fare from origin to destination.
b. Registration Fee - as per actual or maximum limit as recommended by the
Committee.
c. Accommodation - charges will be paid at prescribed rate per night for event days
plus one day, maximum of 6 days.
d. Daily Allowance half of the daily allowance as per government rules for event
days plus one day, maximum of 6 days.
ii. The current limits for the above heads are:

SN Budget Head Current Budgetary Limit

1 Air Travel Canada Rs. 185,000

United States of America Rs. 175,000

Europe & Africa Rs. 134,000

Australia, Japan & Far East Rs. 115,000

Turkey & Middle East Rs. 83,000

India, Iran & Bangladesh Rs. 50,000

China & Russia Rs. 100,000

Thailand, Singapore, Malaysia Rs. 100,000

& Nepal

2 Registration Fee US$ 500 or actual whichever is less

3 Accommodation US$ 100 per night

4 Daily Allowance Half of the daily allowance as per government rules

iii. The Travel Grant Management Committee may review the above limits and propose
changes accordingly for the approval of the Executive Director HEC.

Terms and Conditions

i. The travel grant application for presentation of research paper must receive at HEC at
least 6 weeks (42 days) before the conference/seminar/workshop event date. It will be the
responsibility of the applicant to ensure timely delivery of application at HEC.
ii. The Travel Grant applications to proceed or return after completion of higher
studies must receive in HEC prior to or within three (03) months of date of travel. It will be
the responsibility of the applicant to ensure timely delivery of application at HEC.
iii. University faculty members and Ph.D. scholars can avail a maximum of one (01) travel grant
within a fiscal year.
iv. A maximum of two (02) travel grants will be awarded per university for the same conference.
However, one Travel Grant is permissible per department for the same conference.
v. In case there are more than one applicant from same department, preference will be given to
faculty member/scholar who hasn't availed travel grant during the last two years. In case of
tie, the decision will be made by the Head of Institution.
vi. HEC discourages travel grants to visit home country by Ph.D. scholars studying abroad and
by foreign faculty for attending seminars and conferences.
vii. HEC has the right to verify the Similarity Index of the publication at random.
viii. In case the Similarity Index is higher than permissible limit, a clarification from the author will
be sought before deciding the travel grant.
ix. For poster presentation, the impact factor of the year of publication will be considered for
computation purpose.
x. For approved cases, the sanctioned amount will be reimbursed to the university/institution
upon return/attending the event and upon filing the audited expenditure statement duly
signed by the applicant, university auditor and head of institution (vice chancellor, rector
etc.).
xi. Most of the universities facilitate their faculty/staff/scholars by providing the amount in
advance against the award letter to meet the requirements.
xii. The applicants pursuing higher studies in foreign universities will submit their claims directly
to HEC along with necessary documentary evidences.
xiii. The reimbursement claims for presentation of research paper should be filed within three
(03) months after the visit (dates of conference). No claim will be entertained after the said
period.
xiv. The reimbursement claims to proceed or return after completion of higher
studies should be filed within three (03) months. No claim will be entertained after the said
period.
The following terms and conditions will be applied
a. In case of proceeding for Higher Studies
ii. If applied before traveling, three months will starts from the date of departure
iii. If applied after traveling, three months will starts from the date of approval
letter
d. In case of after completion of Higher Studies
v. If applied before traveling, three months starts from the date of Arrival
vi. If applied after traveling, three months starts from the date of approval letter
xv. Re-appropriation in the approved budget heads is not allowed.
xvi. If the visit is not performed for any reason(s), the same should be notified to HEC positively
within 15 days after the conference dates, failing which the grant is considered as availed.
xvii. HEC will reimburse the registration fee to the applicant in case the applicant could not travel
due to circumstances which were beyond control subject to the condition that registration fee
is paid after the issuance of award letter. The circumstances may include; (i) refusal of visa
by the concerned embassy, (ii) issuance of visa after the event dates, (iii) indefinite delay in
issuance of visa, and (iv) sickness or accident etc.
xviii. The applicant will have to submit justification if there is any change in title or contents of the
paper submitted with application and published in the conference.
xix. HEC's minimum requirement/criteria for admission in Ph.D. program need to be fulfilled by
the applicants enrolled in local university.
xx. After attending the event, the applicant has to submit his/her feedback about the event at
prescribed form (Annex-D).
xxi. Travel grant to visit Taiwan will not be supported.

Criteria for Award of Travel Grant

HEC's Travel Grant is highly competitive and the success rate is between 60 65 %. There are
chances that you may not get Travel Grant even though your paper has been accepted in a
conference. While evaluating an application for award of travel grant, followings are the major
considerations;

i. Scope of the conference

ii. Repute of the organizers
iii. Professional standing of invited resource persons and keynote speakers
iv. Relevance of the conference with the applicant's professional career
v. Relevance of the paper with current job description of the applicant
vi. Previous presentations in foreign conferences/seminars
vii. Research/publication track of the applicant in peered review journals

Procedure to Award Travel Grant

i. All the applications received in HEC will be evaluated and approved by a Committee
comprising of professionals in different disciplines.
ii. Executive Director HEC will appoint the members of the Committee for a period of two years.
iii. Director General (R&D) will serve as the member secretary of the Committee
iv. The Committee will hold its meeting in HEC twice a month to approve the travel grant cases.
v. The members of the Committee will not be entitled to any remuneration.
vi. The Terms of Reference (TOR) of the Committee will include;

a. Approve/disapprove the travel grants based on the criteria mentioned above in Section 6.
b. Recommend the budget of the approved grants for the sanction of the Executive Director,
HEC,
c. Recommend the maximum budgetary limits of various heads such as registration fee,
accommodation and travel cost etc.
d. Reassess the review petitions submitted by the applicants on any matter.
e. Seek further clarification/information from the applicant (if required).
 i. The minutes of the Committee will be signed by the Chairperson and Secretary of the
Committee.
ii. Executive Director, HEC will sanction the amount of approved travel grants.
iii. The award letter will be issued along with the sanctioned amount in each head to the
successful applicants.
iv. No approval/sanction by the Executive Director, HEC will be required at the time of
reimbursement as long as the amount is within the approved/already sanctioned budget.

Contact Person:
Mr. Aziz ur Rehman
Assistant Director, Research & Development
Higher Education Commission
Sector H-9 Islamabad.
Phone: 051-90401932
E-mail: arehman@hec.gov.pk