In line with Universiti Putra Malaysia’s efforts to address the challenges posed by global economic uncertainty, the Office of the Deputy Vice-Chancellor (Research and Innovation) will implement a series of operational cost-saving initiatives effective from 15 May 2026. These initiatives are aimed at strengthening prudent resource management, enhancing operational efficiency, and ensuring the financial sustainability of the office without compromising service delivery.

Initiatives to Be Implemented

1. Smart Utility Management

• Air Conditioning Operating Hours: The centralized air conditioning system will operate only from 8:00 a.m. to 5:30 p.m.
• Optimal Temperature Setting: The standard temperature will be set at 25°C to reduce electricity consumption.
• Meeting Room and Workshop Air Conditioning Control: Usage will be limited to one air conditioning unit for every ten participants or fewer.

2. Digital Administration (Paperless Environment)

• Paperless Meetings: All meeting-related documents and materials shall be managed entirely via network storage or Google Drive.
• Official Correspondence: All official correspondence should be conducted using soft copies via email, except for critical matters involving external parties.
• Printing Etiquette: Where printing is unavoidable, documents should be printed in black and white and using double-sided mode.

3. Expenditure and Budget Control

• Refreshments for Small Meetings: The provision of food and beverages for small meetings is discouraged. Any such requirement shall be funded using the respective Trust Fund. The use of Vote 12051 for this purpose has been discontinued.
• Overtime (OT): For technical staff, overtime payments shall be charged to the PTJ that issues the instruction. For non-technical staff, overtime claims will be replaced with time-off in lieu (replacement leave).
• Freeze and Postponement of Critical Costs: Expenditures and asset purchases will be deferred until further notice.
• Trust Funds: These cost-saving measures will be implemented without affecting existing services funded through trust funds.

The cooperation and commitment of all staff under the Office of the Deputy Vice-Chancellor (Research and Innovation) are highly appreciated to ensure the successful implementation of these initiatives in support of more efficient, sustainable, and high-impact resource management. Together, let us cultivate a culture of prudent spending to sustain the university’s continued excellence.

Date of Input: 18/05/2026 | Updated: 18/05/2026 | amira.rahim