Travel grant for academic presentations

Deadline: 1 October 2026

Guidelines

Last updated on September 2026

Objectives

The purpose of the grant is to encourage students and postdoctoral fellows, members of the CSDC, to attend a conference in person to present the results of original research on a topic related to the CSDC’s research axes.

Eligibility

To be eligible for the travel grant, applicants must:

  • Be enrolled full-time in a Master’s, PhD or postdoctoral fellowship programme at the time of the grant application, the use of funds AND the reimbursement;
  • Be a member of the CSDC;
  • Submit a complete and up-to-date student profile on the CSDC website.

Under no circumstances may grants be paid after a candidate has graduated or withdrawn from the study programme.

Grant amount

  • A maximum of $500 for a conference less than 500 km from the home university.
  • A maximum of $1,000 for a conference more than 500 km from the home university.

Number of travel grants permitted per programme

  • Master’s: a maximum of one (1) grant for the entire programme.
  • PhD: a maximum of two (2) grants for the entire programme AND only one (1) application per year. It is therefore recommended to plan carefully how to use this funding throughout the study programme.

  • Postdoctoral: a maximum of one (1) grant for the entire fellowship.

Application deadlines

There are two (2) rounds of applications per year, with deadlines in October and February.

  • October: for events taking place between 1 November and 31 March
  • February: for events taking place between 1 April and 31 October

It is possible (and advisable) to submit an application even if the presentation has not yet been confirmed, as no applications will be accepted after the deadline.

It is possible to withdraw an application if circumstances change, without penalty.

Application

To apply, simply complete the form provided for this purpose.

Notification

All applicants with a application meeting all the eligibility criteria will receive funding, subject to the availability of funds. Funding will be confirmed by email within 30 days of the submission deadline, with a copy sent to their research supervisor. The email will include the amount awarded, as well as the conditions of use and reimbursement.

Reimbursement Process

  • The grant is paid in the form of reimbursement of eligible actual expenses.
  • The grant must be used for the project originally presented.
  • The reimbursement claim must be submitted to the CSDC within four (4) weeks of the end of the event using the form provided. It must include a detailed list of expenses and all supporting documents.
  • Claims submitted after the deadline will not be processed.
  • Funds will be transferred by bank transfer once all conditions have been met.

Eligible expenses

Eligible expenses is based on the section 8 of the FRQ’s Common General Rules and Chapter 8 of the Manuel des règles financières de Université Laval, which is the managing institution of the CSDC.

A summary table is provided below for easy reference. In the event of any discrepancy between the table and the formal rules, the university rules shall prevail.

If you have any questions or are unsure about anything, please contact cecd-csdc@ulaval.ca.

 

Eligible expenses

Pièces justificatives exigées

Travel

Air travel, economy airfare at the lowest rate available

Points of arrival and departure must correspond to the location of the stay associated with the event.

Dates of departure and arrival must correspond to the shortest possible stay associated with the event.

Ticket and receipt mandatory

Actual cost of travel by train, bus, taxi or any other form of public transport.

Travel by train in Business or Economy Plus class is not permitted.

Receipt is required, except for municipal public transportation

Personal vehicle: reimbursement based on the actual number of kilometres travelled.

Allowance of $0.57/km (alone) and $0.68/km (car-sharing).

Fixed rate for Quebec–Montreal: $160 return

A gasoline bill is required for journeys of more than 600 km

Parking reimbursed at actual cost

Receipt is required

Accommodation

Standard room

Must be the most economical form of accommodation

For trips abroad, the night before the event and the night of the final day of the event are eligible for reimbursement.

A venue suggested by the CSDC will be given preference over any other.

Any meals included in the accommodation package must be deducted from the per diem allowance.

Bill/receipt are required

Private accommodation : $36/night

No receipt required

Meals

Allocation fixe calculée selon la politique de per diem de l’Université Laval.

Les repas inclus dans une formule d’hébergement ou dans l’inscription à un événement doivent être déduits des per diem lors de la production du rapport de dépenses de voyage.

No receipt required

Conference-related costs

Registration fees

Any meals included in the event package must be declared and deducted from the daily allowance.

Bill et receipt required

Evidence of active participation (programme listing name of applicant in a role such as chair, panellist, moderator, speaker, etc.)

 

    ADDITIONAL NOTES:

    • All invoices and receipts submitted must be in the name of the person making the claim.
    • Credit or debit card statements are not valid supporting documents.

    Other eligibility criteria

    • Submit to the CÉCD official confirmation that the event organisers have accepted your paper (BEFORE travelling)
    • Submit your complete and up-to-date student profile on the CÉCD website.

    Forms

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