Funded by NSERC
NSERC CREATE Training Program in
Pervasive and Smart Wireless Applications for the Digital Economy (PERSWADE)
TRAVEL EXPENSE CLAIM
Page
of
Pages
Date:
BEFORE YOU START, READ THE PROGRAM GUIDE. TYPE or PRINT in black ink
Student’s full name, as in the application
PERSWADE ID:
Your account number:
Degree program:
Institution/Department:
Research Project Name:
Telephone number:
E-mail:
Citizenship:
Residential address:
Street
City/Province
Supervisor’s full name, as in the application
Internship period covered: start:
Country
Claim for:
[ ] ITAOM
Zip Code
Organization where you do internship:
[
] IVA
Internship address:
end:
[dd/mm/yyyy]
[dd/mm/yyyy]
If you are claiming for IVA, please convert the foreign currency into Canadian dollars: foreign exchange rate:
DATE/TIME
Departur
e
Arrival
LOCATION
WHERE EXPENSES
WERE INCURRED
LODGING
TRANSPORTATION
Type
used
Flight/
train #
SUBTOTALS
.00
From PERSWADE
CLAIM TOTAL
$.00
PURPOSE OF TRIP, REMARKS AND DETAILS (Attach receipts/vouchers required)
Cost of
Trans.
TOTAL
EXPENSES
.00
From Supervisor
$.00
.00
FOR PERSWADE USE ONLY
REF #:
I HEREBY CERTIFY that the above is a true statement of the travel expenses incurred by me in accordance with the PERSWADE rules.
Claimant’s name (printed)
Signature:
Approval from Supervisor on the travel and payment
Supervisor’s name (printed)
Date:
Signature:
PERSWADE’s APPROVAL – Signature and Title
Program Coordinator:
Date:
Program Director:
Date:
PERSWADE 13001C
Date:
INSTRUCTIONS
Request for reimbursement of travel expenses that are incurred in different fiscal years must be
claimed separately. A brief statement, one line if possible, of the purpose or objective, of the trip must
be entered on the line immediately below the last entry for each trip. If the claim is for several trips for
the same purpose or objective, one statement will suffice for those trips.
Original vouchers/receipts that are required in support of various expenses must be arranged in
chronological order and attached to the claim. Boarding passes and travel itinerary are required for
electronic airline ticketing. Credit card slips and photocopies of vouchers/receipts are not acceptable.
Each receipt must show the date, cost, and nature of the actual expense. The exact amount being
claimed should be in Canadian dollars. For instance, convert foreign expenses to Canadian funds and
show partial amounts of receipts not fully claimed.
MULTIPLE PAGES - If your claim is more than one page, indicate page number and total number of pages. DO
NOT total each page. Use subtotals and enter the total amount of the claim on the last page of the claim in the
space for “TOTALS” and “CLAIM TOTAL”
All Travel Expense Claims must be signed by the claimant and approved by the claimant’s supervisor and the
PERSWADE.
Expense claims are to be submitted separately for each trip, no later than 30 days after completion of
trip. Delay in submission of vouchers/receipts may result in a refusal of reimbursement.
COLUME ENTRIES
DATE – Enter date and time of departure and arrival on the appropriate line using twenty-four-hour clock
(example: 1700=5:00 p.m.) and dd-mm-yyyy. Show time of departure/return on date of departure/return. If
departure and return are on the same date, enter departure time above and return time below on the same time.
LOCATIONS where expenses were incurred – Enter the name of city, town, or location where expenses were
incurred. Abbreviations may be used.
LODGING – Enter the actual cost of the lodging in accordance with and not to exceed the maximum amount
authorized by your University regulations. A receipt is required for any lodging expense.
TRANSPORTATION – Purchase the least expensive round-trip or special rate ticket available. Otherwise the
difference will be deducted from the claim. If you travel between the same points without using round-trip tickets,
an explanation should be given.



COST OF TRANSPORTATION – Enter the cost of purchased transportation. Show how transportation
was obtained if fare was not purchased for cash. Use “CC” for credit card and “C” for cash. Attach all
passenger coupons and ticket order stubs including the unused portion of tickets.
TYPE OF TRANSPORTATION USED – Enter method of transportation used. Use “R” for railway, “B” for
bus, airport shuttle bus, light rail, metro, “A” for scheduled commercial airline, “T” for taxi.
FLIGHT/TRAIN NO. – Enter Flight No. / Train No.
TOTAL EXPENSES – Enter total expenses for day.
SUBTOTALS – Enter subtotal for each item
CLAIM TOTAL – Enter total claim amount
PURPOSE OF TRIP, REMARKS OR DETAILS – Explain need for travel and any unusual expenses. Enter detail
or explanation of items in other columns, if necessary. Vouchers must be provided for any miscellaneous item of
expense.
PERSWADE 13001C