Please prepare an excel spreadsheet outlining your proposed travel expenses. Please include preferred flight dates and times (or vehicle rental dates), hotel name and phone number (and whether you will share a room) and conference registration websites.
Also, prepare a half-page Word document signed by yourself and your supervisor explaining your travel dates, purpose and how this travel will benefit your H2O program training and First Nations. It is best to do this at least two weeks prior your departure.
Send the spreadsheet and Word document to Program Co-ordinator Wendy Ross
Do not spend the money until you have written notification of whether your application has been approved by principal investigator Dr. Farenhorst.
For conference travel, please look into univeristies conference travel resources such as University of Manitoba Graduate Student Association and your home department to see if there are travel bursaries you can apply for as each department has different rules.
Travel by U of Manitoba students is normally booked through Concur using your supervisor's university credit card. Check with your department's administrative staff about their procedures and ask firstname.lastname@example.org for the H2O fund number for charging approved expenses. Trent and University of Saskatchewan students should ask Wendy's advice on whether to pay for their own travel and submit receipts or get U of Manitoba to book it.
Expenses beyond those listed on your approved application form may not be reimbursed without prior approval of the H2O CREATE Program Coordinator. Approved expenses will usually only be reimbursed following submission of detailed receipts and confirmation of your attendance at the workshop/conference/research site. Expense claims are usually filed through your supervisor in Concur and/or using this student travel claim form. Please fill form out completely and make sure to include student number, address, email and telephone number. Please label receipts and clearly mark expenses. Illegible and incomplete forms will not be processed by the program coordinator and will be sent back to student.
Hotels and flights: If you are a UM student, these are usually booked through Concur using your supervisor's university credit card. Students of the same gender travelling together should consider sharing a room to save costs.
Meals: Please try to keep expenses within the university guidelines of $10 for breakfast, $15 for lunch and $25 for dinner (up to $50 a day). You may only claim for meals not provided by the conference or workshop you are attending or by your research partners. On longer trips, it is often more economical to purchase groceries. Receipts must be submitted showing exactly what was purchased. (e.g. one juice and one falafel plate at a restaurant or the individual grocery items purchased specifically for the trip.) Alcohol expenses will not be reimbursed. Students should not be taking other people out for meals.
Taxis: Please user cheaper airport transport options such as shuttles or rapid transit, where practical.
Mileage: Consider renting a vehicle for fieldwork unless you can demonstrate that it would be cheaper to pay you mileage at 43 cents a kilometre and you're willing to accept the complications if your vehicle is damaged. (For example, if your vehicle has to be written off after an accident, you may not be happy with the amount of money your insurer offers you towards purchase of a new vehicle.) Make sure to include appropriate insurance in your vehicle rental estimate. Please consider booking a vehicle though your department if available.
Rental vehicles: Enterprise Rent A Car, 2195 Pembina Highway, (204) 269-5500, is familiar with renting to university students for field work. Make sure to include appropriate insurance in your vehicle rental estimate.
Remember that the more you spend on this trip, the less money will be available for your future research trips.
Expense procedures may be modified from time-to-time as the H2O program grows.
Questions should be directed to the CREATE H2O Program Co-ordinator Wendy Ross.