LEADS Student Travel Funds
Instructions for Submitting Requests for Reimbursement
Please submit requests for reimbursement to the LEADS Project Manager no later than two
weeks upon completion of trip:
Philippe Latour
leads@mcgill.ca
(514) 398-2009
Mailing address for supporting documents
Attention: Philippe Latour
ROOM 614, EDUCATION BUILDING, MCGILL UNIVERSITY
3700 McTAVISH
MONTREAL, QC H3A1Y2
Requests for reimbursement must include ALL components of travel:
1.
2.
3.
4.
5.
6.
Email received from LEADS Project Manager confirming travel award
Proof of Successful Completion of Travel
Registration/Tuition Fees
Travel & Ground Transportation
Accommodations
Meals
Please note that under SSHRC regulations, we are unable to reimburse the cost of alcoholic
beverages. A reference list of eligible Tri-Council travel expenses can be found at:
http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuideGuideAdminFinancier/FundsUse-UtilisationSubventions_eng.asp
For more information, please refer to the McGill Request for Reimbursement CHECKLIST at:
http://kb.mcgill.ca/kb/?ArticleId=3939&source=Article&c=12&cid=6#tab:homeTab:crumb:7:artI
d:3939
September 25, 2013
For McGill Students
1. Send email to LEADS Project Manager stating “Request for Reimbursement” in subject
line. Email must include the following information:
a. McGill ID
b. Purpose of trip
i. Travel category (Internship, Summer School/Related Workshops, or
Academic Conference/Conference Workshops)
ii. Full name of research institution/partner organization or academic
conference and acronym (if applicable)
iii. Dates and destination
c. Expense summary table:
LINE ITEM
DETAILED
DESCRIPTION
(INCLUDING VENDOR
NAME)
DATE OF PURCHASE
-
-
AMOUNT (CURRENCY OF
ORIGINAL RECEIPT)
TRAVEL
LOCAL
TRANSPORTATION
ACCOMMODATIONS
MEALS
TUITION
FEES/CONFERENCE
REGISTRATION
TOTAL
2. Submit supporting documents (see list below) to LEADS Project Manager (keep
photocopies of all original documents and receipts for your own records). If you have
access to a scanner, please include a scanned copy of your original supporting
documents in your email to the LEADS Project Manager.
September 25, 2013
For non-McGill students
1. Visitor Claimant Signature Form Request for Expense Reimbursement:
https://www.mcgill.ca/financialservices/files/financialservices/claimant_signature_form_20
140521.pdf
a. Print form
b. Complete ONLY the following sections:
i. Claimant’s Mailing Address
ii. Reimbursement to be issued in: (CAD/USD/Other)
1. for Other currency, fill in banking information for wire transfer
c. Sign and date Visitor Claimant Form
d. Scan and email to LEADS Project Manager
2. Send email to LEADS Project Manager stating “Request for Reimbursement” in subject
line. Email must include the following information:
a. Full name, telephone, email address and mailing address
b. Scanned copy of Visitor Claimant Signature Form
c. Purpose of trip
i. Travel category (Internship, Summer School/Related Workshops, or
Academic Conference/Conference Workshops)
ii. Full name of research institution/partner organization or academic
conference and acronym (if applicable)
iii. Dates and destination
d. Expense summary table:
LINE ITEM
DETAILED
DESCRIPTION
(INCLUDING VENDOR
NAME)
DATE OF PURCHASE
-
-
AMOUNT (CURRENCY OF
ORIGINAL RECEIPT)
TRAVEL
GROUND
TRANSPORTATION
ACCOMMODATIONS
MEALS
TUITION
FEES/CONFERENCE
REGISTRATION
TOTAL
September 25, 2013
3. Send by mail the required supporting documents (see list below) to LEADS Project
Manager (keep photocopies of all original documents and receipts for your own
records). If you have access to a scanner, please include a scanned copy of your original
supporting documents in your email to the LEADS Project Manager.
Required Supporting Documents
1. Email received from LEADS Project Manager confirming successful receipt of travel
award
2. Proof of successful completion of travel
a. Internships
i. Email from co-investigator/partner representative stating successful
completion of internship
ii. 200 word synopsis of internship experience
iii. 1 page final report plus photos
b. Summer School/Related Workshops
i. Certificate from institution stating successful completion of summer
school (or related workshop, if available)
ii. 200 word synopsis of summer school/workshop experience
iii. 1 page final report plus photos
c. Academic Conference/Conference Workshop
i. Conference agenda/program – can be printout of just the page in
program where student’s name appears
ii. Conference badge
iii. Final draft of paper/poster presented
3. Original receipts (no receipts = no reimbursement!):
I.
Registration/Tuition Fees
a. Original receipt of summer school/workshop tuition fees or academic
conference registration
II.
Travel & Local Transportation
a. Original travel ticket receipt or e-ticket, showing zero balance or the total
amount paid (including taxes) linked to a credit card
i.
Reservation confirmation not acceptable
b. All original boarding passes
c. Original receipts for taxi and/or other transportation (credit card slips are
not acceptable)
d. For use of own vehicle, can either expense gasoline (with receipt) OR
mileage
September 25, 2013
i.
For mileage, include google map with start and end address for each
trip, as well as details of vehicle used
III.
Accommodations
a. Original itemized hotel invoices
i.
Invoice must indicate “paid” or zero balance, otherwise must be
supplemented with credit card slip/copy of credit card statement
(with some digits of credit card number blackened out), or debit card
slip/copy of bank statement (with some digits of account number
blackened out)
ii.
Reservation confirmation not acceptable
iii.
Hotel invoice must be made out to the name of person submitting
the expense report – if sharing a room, be sure that invoice has only
one name on it (arrange privately to divide expenses)
iv. Phone, internet, pay-per-view and other assorted charges/services
ineligible for reimbursement
b. If staying at private residence in lieu of hotel, can expense up to
$20/night CAD
IV.
Meals
a. Best practice according to McGill policy is to submit original meal
receipts, however LEADS generally reimburses meals (without receipts)
as per McGill’s per diem rates:
i.
Within Canada (maximum $54/day CAD)
breakfast $10
lunch $16
dinner $28
ii.
Outside Canada (maximum $70/day CAD)
breakfast $12
lunch $21
dinner $37
b. If meals already paid for or included in another expense (e.g. breakfast
included in hotel charge; lunch included in conference registration fee),
these meals cannot be expensed again under per diem rates
September 25, 2013