CAVS Conference Reimbursement Program
CAVS feels that it is important to support students in attending conferences
and understands that this can be financially prohibitive for many of our students.
To support our student body, CAVS has allocated annual funds for students that
attend veterinary related conferences in their areas of interest. Reimbursement
of a portion of the conference registration and accommodation costs can be
applied for annually by submitting the following CAVS Conference
Reimbursement Program Application.
PROCEDURES
• Conferences attended between May 1, 2013 to March 31, 2014 are eligible
• Eligible receipts must total $250 or more from one conference to qualify for
reimbursement. Costs cannot be combined from multiple conferences.
• Complete the CAVS Conference Reimbursement Program Form, attach official
receipts and submit to the UCVM Student Services Office or
ucvmstudentservices@ucalgary.ca by March 31, 2014.
In Order to Qualify:
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Students must be registered as a full-time UCVM undergraduate student in both the Fall and
Winter sessions of the upcoming academic year.
Students must meet all requirements as outlined in the application in order to qualify for a
reimbursement.
Student must have attended conferences from May 1, 2013 to March 31, 2014.
Students must complete the CAVS Conference Reimbursement Program Application Form and
attach eligible receipts that total $250 or more from one conference in order to qualify for
reimbursement. Costs cannot be combined from multiple conferences. Submit to the UCVM
Student Services Office or ucvmstudentservices@ucalgary.ca by March 31, 2014.
Students must provide proof of conference attendance in the form of an official receipt, or
other official conference document.
Students must use their discretion as to their financial need for this reimbursement – please
only apply for this reimbursement if you NEED help. This helps CAVS ensure the students who
need the financial reimbursement the most are given the opportunity to obtain help.
Conditions of the Program:
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Recipients may only receive one allotment of funding per academic school year.
Recipients will be required to apply under the UCVM Honor Code Policy. If CAVS becomes aware
of abuse of the reimbursement scheme CAVS will bring the matter to the attention of the Honor
Code Committee.
CAVS Conference Reimbursement Form Procedures
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CAVS will reimburse eligible expenses up to $250 per individual. The amount will be dependent
on how many eligible applications are submitted. The total funds will be distributed evenly
among all qualifying applicants each year.
Applications are reviewed by the UCVM Student Services Office and checked for completeness
and eligibility. INCOMPLETE AND/OR LATE APPLICATIONS WILL NOT BE ACCEPTED.
CAVS will provide reimbursement for accommodation, conference fees, tickets to one banquet
associated with the conference and travel to and from the conference (including plane fare, car
rentals, and taxi rides to and from the airport). All other expenses are the responsibility of the
student.
Application Selection Process:
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A total of $3750 has been allocated to conference funding for UCVM students
All eligible applicants will receive funding.
The total allotted each academic year will be evenly distributed among all eligible applicants.
Restrictions:
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Students may only submit costs for one conference per academic year.
Travel and/or a conference that is a part of an academic credit program; including co-op or
internships, are not be eligible for funding.
Applicants who receive alternate funding for the same travel and/or conference being applied
for are only eligible to be reimbursed for the amount not already covered.
Applicants who are receiving any wage or honorarium for their attendance at the conference
are not eligible for funding.
Travel and accommodation expenses for conferences held within Calgary, Alberta are not
eligible for reimbursement.
Note:
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Incomplete applications will not be considered.
ONLY successful applicants will be notified by e-mail.
Updated January 14, 2014
Calgary Association of Veterinary Students
CAVS Conference Reimbursement Program
APPLICATION FORM
 Conferences attended between May 1, 2013 to March 31, 2014 are eligible
 Eligible receipts must total $250 or more from one conference to qualify for
reimbursement. Costs cannot be combined from multiple conferences.
 Complete application, attach official receipts and submit to the UCVM Student
Services Office or ucvmstudentservices@ucalgary.ca by March 31, 2014.
 Applications will be kept anonymous to protect student privacy
 If you have any questions or concerns regarding the program or your application,
contact CAVS at cavs@ucalgary.ca
A. PERSONAL INFORMATION
1. Student Name: _____________________________________________________________________
2. U of C Email Address: ________________________________________________________________
B. CONFERENCE INFORMATION
1. Title of Conference
__________________________________________________________________________________
2. Location of Conference
__________________________________________________________________________________
3. Please provide the date and a brief description of the conference:
…/2
CAVS Conference Reimbursement Program Application Form
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C. EXPENSES
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Label or identify the category to which the expense belongs to on the receipt
Do not include any costs that have been covered by alternate funding or are included in the
conference fees.
State only the amount to be claimed (subtract all amounts not paid for by the student, and
any amounts already claimed and costs paid for by air miles).
Accommodations:
$ ______________
Travel:
$ ______________
Conference Fees:
$ ______________
Conference Banquet:
$ ______________
TOTAL EXPENSES:
$ ______________
Receipts or other proof of attendance attached Yes / No
If no – please provide explanation
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
**Note failure to provide proof may lead to ineligibility of reimbursement**
**If you have missing receipts, it will be the discretion of the CAVS President to approve the amount
and must be completed by email. This email must be attached to your applications.
D. ADDITIONAL INFORMATION
1. Have you received alternate funding for the same conference and/or travel from another source?
Yes / No
If yes, please indicate from who and how much has been previously claimed.
________________________________________________________________
________________________________________________________________
2. Are you receiving wages, an award or an honorarium for the conference?
Yes / No
________________________________________________________________
________________________________________________________________
Updated January 14, 201
Calgary Association of Veterinary Students