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Forms for Australia Awards students

As a current Australia Awards student, you must request pre-approval of payment or reimbursement for supplementary academic support. You can also submit a form to arrange fieldwork, reunion or completion travel.

If you’d like family members to join you for the duration of your course in Australia, you must request family entry before applying for their visas.

Find out how to request:

supplementary academic support
travel funds
family entry.

Supplementary academic support

Every six months you accrue AUD$500 of supplementary academic support (SAS) funds for things like:

additional tutoring
editing/proofreading of your thesis
conferences, workshops and short courses in Australia.

You may use the SAS funds at any time during your Australia Awards Scholarship, but not before they’ve accrued. To receive these funds, you need to request pre-approval of payment or reimbursement for a service or activity.

For more help, check out the many services and resources that Monash offers free to students.

Before you request pre-approval of payment or reimbursement for a tutor or editor/proofreader, you’ll need to find out if they’ll accept the ‘Monash’ hourly rate, or if they charge a different rate.
Monash rate
If your tutor or editor/proofreader agrees to the ‘Monash’ hourly rate (see sessional rates for other required academic activity), we can add them to our payroll so that they can submit online timesheets and receive payments directly from Monash.
In addition to the hourly rate, Monash may need to pay them ‘salary on-costs’ (e.g. payroll taxes). Remember that these extra costs will mean that your SAS funds will cover fewer hours.
For the ‘Monash’ rate, your tutor or editor/proofreader must be based in Australia.
Request pre-approval of payment for tutor or editor/proofreader
Don’t start any sessions with a tutor or give work to an editor/proofreader until we’ve approved your payment request.
Different rate
If your tutor or editor/proofreader charges an hourly rate other than the ‘Monash’ rate, you'll need to request pre-approval, pay for the service and receive reimbursement later. (If you’re struggling to pay them, you may need to negotiate a payment plan.)
We’ll explain how to receive reimbursement for a tutor or editor/proofreader once you get pre-approval. You’ll generally need to email us a:
- copy of relevant tax invoices/receipts
- copy of proof of payment (e.g. bank statement or banking transaction details)
- reimbursement claim form (we’ll send you this pdf document).
For the different rate, your tutor or editor/proofreader must submit an invoice with their Australian Business Number (ABN).
Request pre-approval of payment for tutor or editor/proofreader
Don’t start any sessions with a tutor or give work to an editor/proofreader until we’ve approved your reimbursement request.
Can’t find a tutor or editor/proofreader?
If you’re having trouble finding a tutor or editor/proofreader, ask your faculty, course coordinator or supervisor for recommendations.
If you’d like to participate in a conference, workshop, short course or some other academic training in Australia, you'll need to get pre-approval, pay the costs and apply for reimbursement later.
We’ll explain how to receive reimbursement for an activity directly related to your course once you get pre-approval. You’ll need to email us a copy of:
- relevant tax invoices/receipts
- proof of payment (e.g. bank statement or banking transaction details)
- certificate of participation or completion (a confirmation email from the organiser is also acceptable).
Your SAS funding covers registration and program fees, but not the cost of transport (e.g. flights and taxis) to and from the program venue. You may wish to ask your supervisor if your faculty or school might offer a travel grant to pay for your transport.
Request pre-approval of reimbursement for activities
Don’t take part in any activities until we’ve approved your reimbursement request.

Travel funds

Your Australia Awards Scholarship may cover the cost of fieldwork travel for research purposes and reunion airfares to visit your home country. It also covers the cost of your airfare to return home at the end of your scholarship. Find out how to book each type of travel.

If you’re doing a PhD or master’s by research (or coursework with a compulsory fieldwork component), your Australia Awards Scholarship will fund travel for fieldwork. For more about eligibility and entitlement, see travel for fieldwork.
You’re expected to use your stipend to pay for things like local travel, meals and data translation/transcribing. You could ask your supervisor if your faculty or school offers a travel grant to pay for these.
To arrange your fieldwork travel, download the application form and follow the instructions to submit it.
Book fieldwork travel (pdf, 0.23 mb)
If you prefer to book your own flight and request reimbursement later, you’ll need to meet conditions that apply to travel (see section 10.6 of the AAS Policy) and provide a copy of:
- your flight itinerary
- invoices/receipts
- proof of payment (e.g. bank statement or banking transaction details).
If you travel to your home country for fieldwork, you won’t be entitled to reunion travel in the same year.
Your Australia Awards Scholarship will cover the cost of your airfares to travel to your home country and back to Australia during semester breaks. You’ll also continue to receive living expense payments during your trip. For more about eligibility and entitlement, see reunion travel.
To arrange your reunion travel, download the application form and follow the instructions to submit it.
Book reunion travel (pdf, 0.23 mb)
If you prefer to book your own flight and request reimbursement later, you’ll need to meet conditions that apply to travel (see section 10.6 of the AAS Policy) and provide a copy of:
- your flight itinerary
- invoices/receipts
- proof of payment (e.g. bank statement or banking transaction details).
If you travel to your home country for fieldwork, you won’t be entitled to reunion travel in the same year.
Your Australia Awards Scholarship will cover the cost of airfare to travel home from Australia at the end of your scholarship. For more about eligibility and entitlement, see completion travel.
To arrange your completion travel, download the application form, carefully read the information on the first page, and follow the instructions to submit it. You need to do this at least 30 days before your requested travel date.
Book completion travel (pdf, 0.23 mb)
Once your booking is confirmed, there'll be no more funds to cover any fees, additional taxes or fare differences related to changed travel dates or missed flights.

Family entry

You can bring your partner and children under 18 with you to Australia for the duration of your course, but unless you have a disability and a family member is your carer, they won't receive any financial support through your Australia Awards Scholarship.

You can include family members when you apply for your student visa, but we recommend allowing six months to settle into your life in Australia before bringing them here. For details, go to family members of AAS students.

Before you can apply for a family member’s visa, you need to submit a family entry application and wait for approval.

Apply for family entry

You should receive a response to your application within two working days.

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Current students

Current students

Forms for Australia Awards students

Supplementary academic support

Monash rate

Different rate

Can’t find a tutor or editor/proofreader?

Travel funds

Family entry

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