1. Download and complete the Conference Travel Grant form that corresponds to your status:
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
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
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An abstract of the publication to be presented;
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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);
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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:
OR
Your request must include:
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The Conference Travel Grant form completed and signed by you and your supervisor;
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The Request for Authorization to Travel form; and
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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.