Members funding – Inter regional travel grant

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Members funding – Inter regional travel grant

 

Introduction:

It is very important to the Centre for the Study of Democratic Citizenship (CSDC) to foster and encourage collaboration and mutual visits for events among CSDC members in Montreal and Quebec City.

Objective:

To support CSDC members to participate to CSDC sponsored or co-sponsored events and workshops in Montreal or Quebec City.

Deadline:

1. Funding request

Request for inter-regional travel reimbursement, by using the form below, have to be submitted to the CSDC before the event or workshop takes place.

If submitted at least two weeks before the event or workshop takes place, the hotel room will be paid directly by the CSDC. For funding applications submitted less than two weeks before the event, applicants will be deemed responsible for the payment of their hotel room but will get reimbursement. In such a case, reimbursement will be done according to the Guidelines below.

Funding applications will not be accepted retroactively.

2. Reimbursement request:

The reimbursement request has to be submitted within four (4) weeks after the event or workshop.

Eligibility:

All CSDC members are eligible for funding.

Funding:

The CSDC will cover the inter-regional travel costs (return bus or train ticket, or kilometers if own car is used) and one-night at a hotel for CSDC members. If the event takes place over several days, accommodation will be covered according to the duration of the event.

1. Travel:

The maximum reimbursed for travel whether by train, bus or car is $ 102 (incl. taxes)

Train or bus.:

The CSDC will reimburse the costs of your train (escape fare only) or bus ticket up to $102 (incl. taxes) for a return ticket or $ 51 (inl. taxes) for a single ticket. (The average return cost of a Via Rail train ticket return Montreal – Quebec City booked up to two weeks in advance is approx. $ 100 or less; return bus tickets Montreal – Quebec City are approx. $68.)

Use of personal automobile or rental car:

For use of personal automobile, members can claim kilometer expenses. The kilometer rate is 57 cents per kilometer, or 91 cents per mile with the maximum amount not exceeding $102 per person.

For car rental, members can claim the rental cost and the actual cost of gas (with receipts) not exceeding $102 per person.

2. Accommodation:

If a request is submitted at least two weeks before the event or workshop takes place, the hotel room will be reserved and paid directly by the CSDC.

For request submitted less than two weeks before the event or workshop takes place, the CSDC will reserve the hotel but applicants will be responsible for the payment and will get a reimbursement.

If members choose to reserve their own hotel accommodation the CSDC reimburses up to $120 (plus taxes; November 1 – April 30) and $ 151 (plus taxes; May 1 – October 31) per night.

Whenever possible, we strongly encourage members to share a room.

Application:

A full application requires:

Completed form (below)

Reimbursement:

A reimbursement request requires:

  • invoice of train or bus plus boarding passes (if applicable)
  • print out of itinerary and kilometers from Google Maps or similar software (if applicable)
  • invoice of car rental and for gas (if applicable)
  • invoice of hotel (if applicable)
  • Non-McGill members: PDF icon Visitor Claimant Form

The Visitor Claimant Form (signature in ink), electronic invoices and boarding passes can be emailed to: csdc-cecd@mcgill.ca

Paper invoices and boarding passes have to be mailed to:

Centre for the Study of Democratic Citizenship
Department of Political Science, McGill University
855 Sherbrooke Street West
Montreal QC H3A 2T7, Canada

Incomplete submissions:

All applicants are strongly advised to carefully read and follow the instructions and requirements outlined in the Guidelines.

Please note:

  • Digital signatures are not accepted by McGill Finance Services
  • McGill will not reimburse with copies, you will need to submit the original receipts.
  • Receipts must include proof of payment or show a zero balance.
  • Proof of payment may also be a credit card chit or credit card statement.