UBC IZAAK WALTON KILLAM FELLOWSHIPS
RESEARCH AND TRAVEL ALLOWANCE CLAIM FORM
INSTRUCTIONS
The UBC Izaak Walton Killam Memorial Fund for Advanced Studies provides current Killam Postdoctoral Fellows and
Doctoral Scholars with an allowance to reimburse the costs of research-related travel (attending and/or presenting at
academic meetings).
Killam Postdoctoral Research Fellows may also apply the allowance towards the following:


Relocation costs, incurred to begin fellowships at UBC (one occurrence only)
Additional research-related expenses
Postdoctoral Fellows are asked to use discretion when claiming non-travel expenses.
All claims are subject to approval by the Faculty of Graduate and Postdoctoral Studies and UBC Financial Services.
Types of EXPENSES
FELLOWSHIP Amount1
Doctoral
Postdoctoral
$2,000
$4,000
Research Travel Relocation to UBC
Other Research-related
Expenses
Eligible
Eligible
Not Eligible
With approval from Graduate Studies
Not Eligible
Eligible
1
Indicates the total value of the allowance over the two-year duration of a fellowship. Only expenses incurred during a
fellowship period will be considered, with the exception of expenses incurred by new Postdoctoral Fellows for a onetime relocation to UBC (such relocation receipts may be dated prior to the start date of a fellowship, within reason).
Please refer to the Relocation Expenses section below.
Additional Graduate Student Travel Assistance for Killam Doctoral Scholars
Killam Doctoral Scholars, as current UBC graduate students, may also apply for funding from the Graduate Student
Travel Fund. The Travel Fund provides one-time travel support to a maximum of $500 per graduate student, per
degree, to present a paper or poster at an official conference or symposium (student workshops and courses are
ineligible). Killam Doctoral Scholars should apply for the Killam Allowance before applying for the Graduate Student
Travel Fund.
Please note that receipts claimed from one fund may not be reimbursed again from another award.
Students must apply separately for the Graduate Student Travel Fund.
Information is available at http://www.grad.ubc.ca/awards/graduate-student-travel-fund.
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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Reimbursement Information for all Killam Fellows




The Killam Allowance will only reimburse expenses that have already been paid by the claimant.
Killam Fellows are required to submit original and itemized receipts (each item claimed must be listed on a
receipt).
Receipts must show that the amounts have been PAID IN FULL.
Invoices that do not indicate full payment must be accompanied by a copy of an itemized credit card statement
(obscure your card number and unrelated information) or an original debit card receipt.
Procedures Specific to Expenses
1. Research-Related Air Travel
Fellows should seek reimbursement after travelling, following the guidelines listed below.



Complete and submit a Killam Allowance Claim Form (found at the end of this document).
Provide an original boarding pass or a copy of an e-ticket with the form. Either must be accompanied by a
copy of the travel agency invoice listing ticket number, breakdown of cost (including GST amount if purchased
from a Canadian vendor) and form of payment. The total amount of the ticket must be displayed and noted as
paid in full.
Submit any relevant supplementary documentation such as proof of conference registration, a conference
schedule of events with the claimant listed as a presenter, or a letter outlining the research purpose for the
travel.
Fellows who incorporate non-research-related travel with a research trip may only claim the research-related portion of
the trip. Fellows are asked to have their travel agent prepare a memo on agency letterhead declaring the cost of the
research-related portion of the journey. The memo must be submitted with the application for reimbursement.
2. Other Travel Expenses
In accordance with UBC Policy #83 (http://www.universitycounsel.ubc.ca/policies/policy83.pdf), the following travel
expenses may be submitted for reimbursement:



Accommodation
Conference Registration
Meals with receipts OR per diem for meals without receipts to the daily maximum defined at
http://www.supplymanagement.ubc.ca/travel/travel-expense/meal-diem)
Please review Policy #83 for a full list of allowable expenses and related requirements.
The Faculty of Graduate and Postdoctoral Studies reserves the right to restrict expenses reimbursed.
Fellows should seek reimbursement after travelling, following the steps listed below.

Complete and submit a Killam Allowance Claim Form (found at the end of this document).
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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

Provide original, dated, itemized receipts with the form. The total amounts spent must be displayed and noted
as paid in full. Receipts that do not indicate that full payment has been made must be accompanied by a credit
card statement or other proof of payment.
Submit any relevant supplementary documentation such as proof of conference registration, a conference
schedule of events with the claimant listed as a presenter, or a letter outlining the research purpose for the
travel.
3. One-time Relocation to UBC for Killam Postdoctoral Research Fellows
The Faculty of Graduate and Postdoctoral Studies offers a reimbursement option for relocation expenses to its new
Killam Postdoctoral Research Fellows. Expenses must have been incurred after the date of the fellowship offer and
within two months (before or after) of the fellowship start date.
Permitted expenses include travel and removal of household and personal effects. All claims are subject to UBC
Policy #82 (Removal and Travel Allowances - http://www.universitycounsel.ubc.ca/policies/policy82.pdf) and the
approval of the Faculty of Graduate and Postdoctoral Studies.
Steps to seek reimbursement are as follows:


Complete and submit a Killam Allowance Claim Form (found at the end of this document).
Provide original, dated, itemized receipts with the form. The total amounts spent must be displayed and noted
as paid in full. Receipts that do not indicate that full payment has been made must be accompanied by a credit
card statement or other proof of payment.
4. Other Research-Related Expenses for Killam Postdoctoral Research Fellows
Small, discretionary expenses may be allowed for minor supplies and consumables required for research studies and
presentations. Specialized notebooks, media for data storage (CD-Rs), computer equipment (e.g., laptops), and
membership fees in professional associations will be considered for reimbursement. Laboratory equipment may not be
claimed. Items under warranty which require that the Fellow retain the original receipt may be reimbursed if the receipt
has been site stamped by the Killam Assistant.
Missing Receipts
UBC has strict guidelines regarding claims submitted without valid receipts. Under special circumstances, small, nonreceipted expenses may be submitted for reimbursement on condition that the claimant and supervisor sign an
affidavit attesting that the receipt was lost and that the expense will not be claimed through any other source. Please
contact the Killam Assistant before submitting a claim for non-receipted expenses.
Other Travellers
Expenses incurred by other travellers such as research assistants may be claimed under the Killam Allowance
pending approval from the Faculty of Graduate and Postdoctoral Studies. Killam Fellows should make efforts to
ensure that reimbursable research-related expenses are incurred under their own name.
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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Processing Time
A six- to eight-week turnaround is required by UBC Finance for processing reimbursements once submissions are
received by the Faculty of Graduate and Postdoctoral Studies. The reimbursement will be deposited directly into the
recipient’s bank account and an Expense Reimbursement Pay Advice will be sent through campus mail to the
department address provided on the Killam Allowance Claim Form. Cheques will only be issued if the recipient is not
on direct deposit in Payroll or if the expense reimbursement is in a foreign currency.
Please submit your expense form, original receipts, and all supplementary documentation
to:
Killam Assistant
Killam Fellowships Program
The Faculty of Graduate and Postdoctoral Studies
The University of British Columbia
170-6371 Crescent Road
Vancouver BC V6T 1Z2
Telephone: 604-822-9683
E-mail: killam.fellowships@ubc.ca
Web: http://www.grad.ubc.ca/awards/
Forms and receipts submitted by e-mail or fax will not be accepted.
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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UBC IZAAK WALTON KILLAM FELLOWSHIPS
RESEARCH AND TRAVEL ALLOWANCE CLAIM FORM
The Killam Allowance is to be used only by UBC Killam Doctoral Scholars and
Postdoctoral Fellows. This form does not constitute an application for the
Killam Fellowships Program. Non-Killam graduate students at UBC are not
eligible for the Killam Allowance and should contact their UBC department or consult http://www.grad.ubc.ca/awards
regarding other sources of research funding.
Type(s) of claim
Research Travel (Doctoral Scholars and Postdoctoral Fellows)
Relocation (Postdoctoral only)
Miscellaneous Research Expenses (Postdoctoral only)
Claimant’s Information:
Given Names and LAST NAME:
Duration of Your Fellowship:
Start date:
End date:
Student Number (Doctoral only):
Social Insurance Number:
UBC Employee ID*:
E-mail Address:
Primary Phone Number:
UBC Department or School:
Department Mailing Address:
(notice of direct deposit or cheque
will be mailed to this address)
Department Postal Code:
*If you have ever received a pay cheque from UBC, you will have a UBC Employee ID number. Your number is
located on the top right corner of your last pay statement. This number is required for all claims from Postdoctoral
Fellows; some Doctoral Fellows may also have an Employee ID number.
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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Declaration of Previous Claims
I have previously made a claim to the Killam Allowance (please complete the calculation below).
This is my first claim to the Killam Allowance.
Original Value of Allowance
$2,000 for Doctoral / $4,000 for Postdoctoral
CAD $
Subtract Previous Travel Claims
(Please contact the Killam Assistant for amount if
needed)
CAD $
Balance Available for This Claim
CAD $
If you have questions regarding your previous claims or require information about your available balance, please
contact the Killam Assistant at 604 822-9683 or killam.fellowships@ubc.ca .
Statement of Expenses
A) Research-Related Travel:
The purpose of my travel was
A Professional Conference or the Annual General Meeting of a Professional Association
A Field Trip
A Research Visit (e.g. collaborative research at another institution)
Other (please specify):
Dates of Travel:
Starting Location and Destination(s):
Name of Conference (please do not use
acronyms):
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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Summary of Expenses:
ITEM
AMOUNT
Airline
$
Car Rental
$
Mileage (CAD $0.49 per kilometer)*
Starting Address:
1st Destination Address/City:
2nd Destination Address/City:
Final Ending Address:
$
Taxi
$
Other Transportation (e.g. ferry, bus, etc.):
(please specify)
$
Meals with Receipt
$
Per diem (for non-receipted meals)*
$
Accommodation
$
Conference Registration
$
Other (please specify):
$
Other (please specify):
$
TOTAL EXPENSES:
$
CURRENCY
*Please note that the meal per diem and mileage rates are determined by UBC Policy #83
(http://www.universitycounsel.ubc.ca/policies/policy83.pdf) and defined at
http://www.supplymanagement.ubc.ca/travel/travel-expense/meal-diem and
http://www.supplymanagement.ubc.ca/travel/travel-expense-reimbursement/mileage-rate, respectively. Rates may
change without notice. Claims submitted on or after the date of any changes will be subject to the new rates.
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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B) One-Time Relocation to UBC (for Postdoctoral Fellows only)
Dates of Relocation:
Starting Location:
Summary of Expenses:
ITEM *
AMOUNT
Airline
$
Car Rental
$
Mileage (CAD $0.49 per kilometer)
$
Taxi
$
Other Transportation (please specify):
$
Moving Company
$
Shipping
$
Other (please specify):
$
Other (please specify):
$
Other (please specify):
$
TOTAL EXPENSES:
$
CURRENCY
* For a complete list of permitted relocation expenses, please consult UBC Policy #82
(http://www.universitycounsel.ubc.ca/policies/policy82.pdf).
C) Other Research-Related Expenses (for Postdoctoral Fellows Only)
Summary of Expenses:
ITEM
AMOUNT
Memberships in Professional Associations
$
Publication Costs for Submissions to Professional
Journals
$
Other (please specify):
$
Other (please specify):
$
Other (please specify):
$
TOTAL EXPENSES:
$
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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CURRENCY
last updated: 2015-01-09
SUMMARY OF ALL EXPENSES (A through C)
ITEM
AMOUNT
A) Research Travel
$
B) Relocation
$
C) Other Research Expenses
$
TOTAL EXPENSES:
$
CURRENCY
Please forward a signed copy of this form with original receipts to the Killam Fellowships Program,
Faculty of Graduate and Postdoctoral Studies. Remember to retain a copy of this form and all
receipts for your records.
This claim will not be considered until all signatures have been provided.
Claimant’s Signature (pen on paper)
Date Signed
Supervisor’s Name
Supervisor’s Signature (pen on
paper)
Date Signed
Please submit your expense form and original receipts to:
Killam Assistant
Killam Fellowships Program
Faculty of Graduate and Postdoctoral Studies
University of British Columbia
170-6371 Crescent Road
Vancouver BC V6T 1Z2
Phone: 604 822-9683
E-mail: killam.fellowships@ubc.ca
Web: http://www.grad.ubc.ca/awards/
Forms and receipts submitted by e-mail or fax will not be accepted.
http://www.grad.ubc.ca/forms/killam-fellowship-travel-expense-form
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last updated: 2015-01-09