PNB Graduate Travel

From PNB Graduate Handbook
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New online PNB Graduate Travel Application form

Paper is so last century. Going forward, please use the online PNB Graduate Travel Application:

Please note that PNB has a limited budget to support graduate travel, therefore the application process is a competitive one. The following criteria will be evaluated when reviewing travel support applications:

  • To be eligible for PNB travel funding, you must be first author and present your own research as a poster or talk. Any deviation from this (e.g. you ARE presenting the research but you are second author) must be presented as a special request to the graduate chair.
  • Meet the deadline! There are two PNB deadlines in each fiscal year. See below for upcoming deadlines.
Deadline 24 April 2018: For travel between 01 May 2018 – 30 September 2018
Deadline 25 September 2018: For travel between 01 October 2018 – 30 April 2019
  • Have you explored all possible avenues of obtaining travel grants (Supervisor, School of Graduate Studies) before submitting an application for travel funding to PNB?
School of Graduate Studies deadlines and links:
Typically the SGS/GSA application periods are the month of September, January, and May for travel in fall, winter, and summer, respectively (check the GSA site for exact dates which vary slightly from year to year).
You might be wondering how the Graduate Student Association (GSA) selects travel applications for funding. Is it even worth applying?
YES, IT IS WORTH APPLYING. The GSA selection process for funding applications is largely a random process within each faculty group. GSA accepts applications three times per year: September, January, and May. In each of these periods, the GSA travel awards are given out on a randomized basis, in which all eligible students who have completed the requirements of the application are put into five different pools based on their faculty. From there, an algorithm is used to randomly select one applicant from each pool until all the awards for a said period are given out.
Note that over the next three travel award periods in 2018-2019 (May, September, January), the GSA has budgeted $28,000 for 56 awards, each valued at $500. Most applications are received (and most awards are provided) in the September period, followed by a smaller number in the January period, and still smaller in the May period. However, a student must apply for the award period in which they are traveling; therefore, there is no effective strategy with respect to "best time to apply" because the travel dates dictate when you must apply.
The bottom line is that your GSA application is not going to be rejected based on unstated criteria or some other mysterious evaluation. As long as you are eligible, you have a chance. However, if you do NOT apply, you do not have a chance. PLEASE APPLY FOR GSA TRAVEL FUNDING. IT IS IN PLACE FOR YOU.
  • Have you secured matching funds from your supervisor?
PNB will match supervisor contribution up to maximum $300 to $500 (depending on total number of applications we receive)
  • Have you justified a reasonable budget?
transportation, registration, accommodation, and food only (PNB does not fund society dues or poster printing)
PNB funds a maximum $40/day for food, so please keep this in mind when submitting receipts to Sally
  • Maximum PNB travel award per student per fiscal year (May to April) is $300 to $500 (depending on total number of applications we receive)

Carefully consider these criteria as well as the other information requested on the travel application form. Then complete the online PNB Graduate Travel Application:

Things you should remember when travelling (tips from Sally):

  • When sharing meals with others, ask for separate checks.
  • All meal receipts must be itemized.
  • Charge all alcohol to a separate check - alcohol cannot be charged to any Research Accounts.
  • If meals are charged to your hotel room, you must provide an itemized receipt; if you do not get one, you are required to call the hotel and have one sent to you.
  • An itemized hotel receipt is required unless the hotel is booked on a online website (eg. Expedia, Travelocity etc).
  • When sharing accommodations, ask for separate receipts upon check-out.
  • When booking airfare and/or hotels, please try to book your own, but if it is necessary to book together, please DO NOT book together with students in another lab, if you can avoid it. This presents a problem with using multiple grant numbers when the expense reports are submitted.

Things to remember when submitting your Expenses to Sally for reimbursement:

  • When handing in receipts for reimbursement, let Sally know if you received funding from the department or the GSA. Also, let Sally know if you received any travel awards and what account number your supervisor would like her to charge.
  • Provide a conference programme (noting name of conference, location, and dates of conference). A schedule at a glance is sufficient and can be printed off the internet.
  • Provide the itemized airfare/train itinerary with cost of airfare AND boarding passes.
  • Provide all original receipts, unless they are on-line receipts. Please do NOT take photos of receipts and email them to Sally.
  • Important: When charging your credit card, the receipt must say "charged to Visa/Mastercard ... noting the last four digits of card number", if your receipt does not say this, you must provide your credit card statement showing proof of charge.
  • If you are missing any receipts (eg. boarding pass, taxi receipt etc.) you must complete and submit a "Missing Receipt Form".
  • If amounts are in a currency other than Canadian dollars, you must provide proof of exchange, a credit card statement (an online statement) or a banking receipt showing the exchange rate you paid when exchanging money. If you cannot supply proof of exchange, Sally will use the University Exchange for USD or the Bank of Canada rates for all other currencies on the date of purchase.
  • If meals are being charged to an Departmental/University/PDA/Start-Up grant, only "Meals with Receipts" can be claimed. "Meals-per-Diem" are can only be charged to Tri-Council grants (NSERC/CIHR/SSHRC).