Conference Travel Grant

Master's with thesis

Master's with thesis students applying for a conference travel grant must:

• Be enrolled full time in a thesis program at the time of the conference;
• Present their research at the conference within the first six terms from their initial registration in the Master's program.

PhD and fast-track

PhD and fast-track students applying for a conference travel grant must:

• Be enrolled full time in a PhD program at the time of the conference;
• Have completed at least two terms in their PhD program;
• Present their research at the conference within the first 15 terms from their initial registration in the PhD program (the first term of the transfer to PhD is taken as reference for fast-track students).

• A student can only be awarded:

  • Master's with thesis: one grant through the completion of their program

  • PhD and fast-track:

    • A maximum of three grants can be awarded to a student in a regular PhD program through the duration of their program;

    • A maximum of four grants can be awarded to a student who fast-track into a PhD program, including any conference travel grant received while being registered in a Master's program;

    • A maximum of two grants will be provided per fiscal year (between May 1 and April 30)

    • Any approved travel can take place outside of Canada or USA (zone C, D or E). However, only one trip outside of these zones will be funded up to the maximum value of the corresponding zone where the conference will take place (see map above for details).
      All other subsequent approved trips in zones A, B or other will be funded up to a maximum of $550.

• This grant can only be used to cover the cost of transportation (train, plane, bus, taxi, kilometers or other), and at the most economical rate possible. No other travel expenses are eligible;

• The maximum amount awarded varies according to the conference location.
  Please see the map according to your status:

  • Map of geographical zones for master’s with thesis student (PDF)

  • Map of geographical zones for PhD and fast-track student (PDF)

• Conferences taking place in the Ottawa-Gatineau area are not eligible;

• For students who are not departing from Ottawa to attend the conference (e.g. exchange, internship, mobility, or in cotutelle at a host institution), the maximum amount awarded varies according to the distance traveled from the location of the host institution (See the map of geographical zones above);

• The publication and presentation must deal with research results obtained during the current program and be related to the thesis;

• The applicant must be the first author (as listed on the official publication or conference documents) and the presenter;

• The applicant must obtain a financial contribution for the trip (a minimum of $100 is required) from their program director or supervisor.

• The amount awarded is the lowest between:

  • the actual cost of the transportation; or

  • the amount appearing on the geographic map.

• All applications must be submitted at least a week before the first day (official date) of the conference. No application will be considered eligible if received at the GPSO after the beginning of the conference. It is recommended to submit the complete application 30 days prior to the conference in order to receive a decision prior to departure.

• Only complete applications will be processed. Incomplete applications will be rejected. It is the sole responsibility of the student to ensure that all the required documentation, confirmation of financial contribution, and all signatures are provided with the application. If the application is refused, the student has the possibility to resubmit a second complete application.

• Students can receive only one travel grant per conference.

1. Download and complete the Conference Travel Grant form that corresponds to your status:

• Master's with thesis students (PDF)

• PhD and fast-track students (PDF)

When completing the form, you will have to identify your geographical zone.
(See the map geographical zones above)

Please note that if you are not requesting money from your program or the GPSO, you do not have to complete the Conference Travel Grant form.

2. Download and complete the Request for Authorization to Travel form

• Download the form: Request for Authorization to Travel form (.xls)

Accounting key section

An accounting key (FOAP) is required on the form.

How to get a FOAP

Option 1: If your supervisor has funds administered through the University of Ottawa

Your supervisor will have an accounting key (FOAP).

Option 2: If your supervisor does not have funds administered through the University of Ottawa and you are requesting funds from the graduate program.

You must bring the form to your departmental administrative office for approval from the program director.
After the program director approves, the department will assign the accounting key (FOAP).

Option 3: If you are not requesting money from your program or from the GSPO

You can bring your Request for Authorization to Travel form directly to Financial Services room RGN 3021 to get a PO#. A PO# is required only if a cash advance is requested or if travel arrangements must be made, such as transportation (flight, train, bus) and/or registration using the Faculty's credit card. (Skip to step 4)

3. Get a purchasing order number (PO#)

You must take the Request for Authorization to Travel form with the accounting key (FOAP) to the Faculty of Medicine Financial Office (RGN 3021).

4. Gather the supporting documents to be submitted with the application

• An abstract of the publication to be presented;

• A formal indication of the list of authors (cover page of the publication or extract from the conference documentation or exchanges with the conference organizers that evidence the relevant publication and the list of authors);

• A written proof that the publication has been accepted for presentation at the conference (issued by the conference organizers);

5. Submit all the documents for requests to the:

• By email: Department of Biochemistry, Microbiology and Immunology and Cellular and Molecular MedicinePlease make sure that all your documents all clearly scanned; or

• In person at Roger Guindon Hall, room RGN 3206
  (451 Smyth Road, Ottawa).

OR

• By email: School of Epidemiology and Public Health.
  Please make sure that all your documents all clearly scanned

Your request must include:

• The Conference Travel Grant form completed and signed by you and your supervisor;

• The Request for Authorization to Travel form; and

• All the supporting documents.

6. Wait for the acceptance or refusal letter from the GPSO

The decision will be sent by email. Copies will also be sent to the program director, the supervisor, Human Resources Service and the GSAED.

When traveling, keep all original receipts and boarding passes.

1. Download the Request for reimbursement of travel expenses form.

• Download the form/s: Request for reimbursement of travel expenses form (.xls)

When travelling abroad, or in the United States of America, you will incur expenses in Canadian Dollars (Taxis, etc.) and foreign currency; therefore, two forms must be filled out and submitted together with the receipts as an entire travel claim: one for expenses in Canada, and the other for expenses abroad.

• Use the most recent Request for Reimbursement of Travel Expenses form available online.

2. Complete the Request for reimbursement of travel expenses form

• Fill out the Request for Reimbursement of Travel Expenses form electronically. Due to the different applicable taxes, it is important to use the appropriate travel claim form according to the province or country you have traveled to.
• Completion of the Request for Reimbursement of Travel Expenses form must comply with Policy 21 & Procedure 16-11.
• Make sure to indicate your current mailing address in order to ensure that your reimbursement is sent to the correct address.
• Please add the Purchase Order number (PO#) on the form in the Note box.
• All travel and meal receipts must be submitted with your claim.
  The maximum claimable amount for eligible expenses is indicated in Policy 21 and Procedure 16-11.
• Every expense must be itemized on a day to day basis.
  For every day traveled, the receipts from that day must be numbered and identified on your travel claim (in the right-hand column) and taped (no staples) on a blank sheet of paper. You must also indicate the date and your name on top of each page. Boarding passes can be taped on a single sheet.
• If a receipt cannot be provided, you must complete a Travel Missing Receipt Form (.xls) for approval by financial services.
• Do not put a lump sum amount for items that cover more than a day; i.e. your hotel statement should be divided on a daily basis and other expenses such as Internet fees should be included in the miscellaneous expenses category. Be sure to justify, if applicable, how Internet fees were used i.e. why Internet access was necessary.
• Be sure to specify your relationship and student number with the research project (e.g. whether you are an MSc/PhD student, etc.).

3. Submit your travel reimbursement claim with all the supporting documents to:

Department of Biochemistry, Microbiology and Immunology and Cellular and Molecular Medicine

• In person at Roger Guindon Hall, room RGN 3206
  (451 Smyth Road, Ottawa).

OR

School of Epidemiology and Public Health

• In person at 600 Peter Morand, room 101
  (Peter Morand Crescent, Ottawa).

Supporting documents: 

• The Request for reimbursement of travel expenses form signed by you and the Principle Investigator or their delegate;
• The original receipts and boarding passes;
• If you are traveling overseas, providing your credit card statement will ensure that you are fully reimbursed for your expenses in Canadian currency. If you cannot provide your credit card statement, use the Bank of Canada exchange rate and be sure to include this in your claim. The exchange rate should be averaged for the travel period.
• The Request for Authorization to Travel form;
• The Conference Travel Grant form;
• It is mandatory that you include the Program-at-a-Glance (i.e. the event's Program or Agenda) when you are submitting a travel claim;
• Any proper justification of expenses.

Ensures that your request is processed in a timely fashion.
The applicant will receive the reimbursement.