First: The Startup of the project:

The Principal Investigator submits the following:

1. Detailed list of the equipment listed in the project and its expected prices. (Form101).

2. Detailed list of the chemicals needed as stated in the project including amount, code, and expected price. (Form 102).

3. Proposed working team of the project. (Form 103).

4. A list of detailed tasks assigned to Co-investigators signed by the Principal Investigator and Co-Investigators. (Form 104).

5. Information of full time research assistants who will be contracted including their assigned tasks and the duration of the contract according to the project plan. A copy of C.V, Passport or Iqama, Pledges, and the proposed contract. (Form 105)

6. List of Information of part time research assistants attached with C.V, Detailed tasks, pledges, duration, and salary according to the project. (Form 106)

7. Information of lab technicians, administrative employees, and other professional employees indicating the duration and salary according to the project plan to get the Unit's Approval. (Form 107).

8. Information of the graduate students (Masters and Ph.D.)  and bachelor students indicating their tasks, duration, and bonus according to the project's plan.   (Form 108)

9. Statement of planned field trips in the first and second year of the project indicating the expected attendants' names, duration, purpose, and any other needed information. (Form 109​)

10. Regarding any work force not mentioned above, an approval must be taken from the science and technology unit before assigning any work to them.

11. Bonuses cannot be processed unless approved by the science and technology unit and allocating funds.  

  

Second: Steps for purchasing Equipment and Materials:

The following are the procedural steps followed by the unit and the researcher.

1. Taking procedural measures in place in the unit, the Science and Technology unit will make sure that is none of the research equipment in the project is replicated.

2. The Principal Investigator places a request to purchase research equipment after the science and technology unit approval.

3. The science and technology unit requests prices offers then send them to the principal investigator to select suitable offer according to the regulations of the university.

4. If required, the purchase request is presented to the technical committee for consulting. The committee meeting decision is reported to the director of the science and technology unit.

5. All required papers are sent to the financial unit to make the financial association.

6. A contract is issued through the office of the vice president for higher education and scientific research and sent to the contractor via the science and technology unit, which informs principal investigator for follow up purpose.

7. The principal investigator translates the bill and the price offers to Arabic and hands them to the technical committee of the science and technology unit for revision and company's approval (stamping).

8. The principal investigator prepares a reception, installation, and operation report of the equipment. One member of the receipting committee must be a member of the technical committee. (Form 202)

9. Filling the bill payment form (Form 203)

10. In case of materials and chemical, the same steps are taken in addition to making a record of reception and dispatching of the materials (Form 203 from the college). One member of the receipting committee must be a member of the technical committee.

11. The principal investigator hands the whole transaction to the science and technology unit, which contains the following:

     A. Price Offers (in English and Arabic) with a copy of the technical committee in the science and technology unit approval.   

     B. Original contract from the company attached with valid official certificates (Commercial Record, Chamber of Commerce, Certificate of Zakat, Insurance, Saudization certificate) and the company stamped bill (English and Arabic)

     C. Records for reception, installation, and operation in addition to records of receiving from the universities Inventory.

      D. Dated guarantee certificate compatible with the date of equipment operation.

   

 Third: Steps for obtaining advance payment:

The principal investigator has to follow the following steps to obtain advance payment from the project's budget.

1. Filling the advance payment form (Form 301)

2. Attaching a list of the suggested materials to buy and their expected prices on the condition that they do not cost more than 25000 Saudi riyals. (Form 302)

3. Forms must be signed and handed to the science and technology unit.

4. All previous advances must be settled before submitting the required request form (Form304)

5. The unit reviews the request in order to approve the advance payment.

6. The principal investigator prepares a record for receiving the materials and attach it with the Bills Form (Form 303) and the original bills. All signed papers are handed to the science and technology unit.

7. Each Project has a limit of one advance payment each year depending on the period of the project. 

 

Fourth: Steps for attending conferences:

1. The researcher fills the Conferences details through (Sharik) system on the university website and abide to the conferences attending rules of the king's science and technology city.

2. The researcher prints the form and sends it to the Science and Technology Unit for approval.

3. After the initial approval from the Science and Technology Unit, the researcher has to take all necessary measures to get the approval from the university through (Sharik) System on the university's website.

4. The following must be submitted before attending the conference:

- The Science and Technology Unit director approved form.

- Participation details (title, Type, Summary)

- University's approval for attending the conference.

5. The researcher has to get the approval from the science and technology unit on the Horizon Class airline ticket From the Saudi Airlines Before attending the conference.

6. To complete payments balance, the researcher has to submit the following:

  

Fifth: Financial Reports:

The Principal Investigator has to submit a letter for financial reporting (Form 500) on the condition that he selects the period for the report and attach the proper type of financial report. There are three types of financial reports and two modification forms:

-  Periodic Financial Report (Every 6 months) (Form 501).

- Annual Financial Report (Each Year) (Form 502).

- Final Financial Report (Form 503​)

- Budget adjustment form

- Budget adjustment approval form

 

Sixth: Budget adjustments:

The principal researcher can adjust the approved project budget according to the following regulations:

1. The researcher may transfers between the elements of the same provision of the budget in accordance with the regulations contained in this article so that no more than (50%) of the provision budget is transferred after the approval of the unit.

2. Fund can be transferred from any provision to the Equipment provision.

3. Fund cannot be transferred from any provision to the workforce and field trips provisions.

4. Money cannot be transferred form the Equipment Provision.

5. The researcher is entitled to adjust the budget twice only during the period of the project according to the above-mentioned regulations.

6. The permissions for transferring budget between the provisions of the project is granted by the science and technology unit, which notify the city's general secretariat for all the decisions and reasons of transfers.

7. The researcher can transfer what is left from the first year budget of a specific provision to the second year budget of the same provision after the science and technology unit's approval.

 

 Rewards payment:

To pay the researchers rewards the principal investigator has to fill (Form 505) and submit it to the Director of the unit or one of his associates.

 Payment for research team and workforce in the project distributed as follow:

 

There are many procedures that is done by the project principal investigator on the King Abdulaziz City for Science and Technology's portal system with a notification for the science and technology unit of these procedures for proper action. These procedures include: 

1. Changing a member of the research team.

2. Adjusting the budget or transferring from one provision to another.

3. Requesting extension of the research project.

4. Uploading all Technical and Financial Reports.

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