Points to note when submitting a travel claim:
- Please remember to submit a copy together with original
receipts to Margie for all travel claims.
- Please email me the filled travel claim form (ask me for
it if you do not have it). I will send you the account number to charge, and
I will let Margie know that everything is OK, and she can sign it for me.
- If your travel includes a personal portion, the extra days
of your trip (hotel/per diem/transport) cannot be charged to a grant.
- Per diem should not include meals provided by the conference.
- Per diem for trips abroad follows the government
of Canada per diem rates, which can be quite generous. My policy is to
follow the Canadian per diems for most trips abroad, unless you had some actual
expenses that are hard to account for (e.g. bus tickets, a minibus fare for
which no receipt was given, etc.) in which case it is easier to absorb them
in the per diem.
- For currency conversions, I take the amounts off the credit card statements.
If currency conversion is needed for expenses not on the credit card statement,
I take the closest conversion rate from the statement or use the Bank
of Canada conversion tool.
- If your conference trip is part of a longer trip that includes
additional personal flights, which you include on a single ticket,
get a quote for the trip Halifax-conference return (at the
same economy fare), and claim the amount of the quote.
- You still have to keep your boarding passes, which is easiest
if you do web checkin and save the boarding pass in pdf form.
If you are in a hotel, you can email the pdf form to your hotel and they will
be happy to print it for you.
You can still print a paper boarding pass at the airport, even if you have
done a web checkin.
- If you have no physical receipt as proof of payment of
your airfare, hotel, train etc. you need to submit a copy of your credit card