External Funding

Purchasing using external funding shall be proceed with condition of

  • Item to be purchase must be in the approved grant proposal.
  • Purchasing must not exceed than RM100,000.00
  • Application shall be made through RMS (see
  • Any purchasing amounting more than RM100k must submit using internal purchasing process.

Find more info : ‚Äč(Purchasing Info Graphic) (Purchasing Guideline ( FIN-GD-PU-03)) (RMS User Manual )

  1. Manual Purchasing

Procurement amounting RM 20,000 and below must provided minimum of two (2) quotations from different supplier /vendor.

Procurement amounting RM 20,001 and below RM100,000 must provided minimum of three (3) quotations from supplier /vendor.

Preferably using registered vendor for sourcing (quotations).

Project Leader/ member compile quotations from supplier , made selection based on the requirement and make request through RMS.

2. Direct Purchasing

Project Leader /member source for a quotation and make request in the RMS. Direct purchase is allowed and must suit to one of below criteria.

1. Proprietary equipment / system / material or sole supplier / Exclusive Appointment by principal of goods/services/works to be acquired

2. Services of the Government, Local Authorities, City Hall / Municipal councils, Statutory Bodies or other Government agencies and bodies

3. In the midst of establishing a new contract via a sourcing exercise.

4. Procurement of goods / services/ works for business/ project that is strategic in nature

5. Procurement of goods /services/ works that are determined by TM's client(s)

6. Fulfilling a specific customer contract requirement where TM is an appointed supplier.

3. Transfer Prizing

Purchase request made from Synergy. Application must be start from getting manual form from Cynergy and upload the completed request in RMS for approval. Once get approval notification from RMS, download the approval document and submit to Cynergy for further processing.

4. Pay and Claim Below (1k) Pre Approval Request (External Grant)

Get pre approval for any purchase item or service using pay and claim method. Amount purchase must not exceed RM1000 per item. Below listed items does not apply to this method :
A. Travel and Transportation
B. Transfer Pricing -Through Cynergy
C. Claim items below RM200/ 1 unit
Items has to be granted by funder

Below is the supporting document for purchasing request execution (depend on the purchase condition)

Internal Funding

All purchasing request must be submitted to Faculty Admin (hardcopy). Purchasing request form can be retrieved from intranet (VP Finance Office -> Procurement). For more detail on purchasing using internal please contact procurement unit (

Last Updated : 21 September 2020