February 11, 2016

*** Reimbursements are to be claimed within two weeks of the event and no longer than six months.
Your promised support might be adjusted if meals are provided. ***

Per Diem

Travel Expenses


a) PER DIEM - $55 CDN/day to cover meals & incidentals



i. CLAIMANT PAID ACCOMMODATION - Provide an itemized receipt indicating rate and dates of stay.
If the itemized receipt does not indicate payment please provide additional proof (e.g. copy of credit card statement)

ii. FIELDS INSTITUTE PAID ACCOMMODATION - Costs must comply with Fields accommodation allowance of $200/day, $2,400/mth

iii. GRATUITOUS ACCOMMODATION - Where accommodation is provided gratuitously with friends or family, a gift or payment in appreciation may be made up to $30/day.
Claimant is required to attach a signed note or email from the person who provided the accommodation indicating dates of stay.

iv. SHARED ACCOMMODATION - When submitting for shared accommodation, please request the party submitting the expense claim to indicate the name of each person and amount paid by each.


c) TRAVEL EXPENSES-Original receipts are required

Include original boarding passes plus one of these items which indicates the method of payment and the amount paid:

  • Paper ticket, Customer portion identified as the "Customer/Passenger Coupon and/or "Not Good for Passage"
  • E-ticket, Copy of the ticket confirmation
  • If proof of payment is not indicated on the above mentioned documents, additional proof of payment is required (e.g. copy of credit card statement)

Multi-leg flights and/or business class: When taking flights in multiple legs or business class please provide an estimate through a travel agency or web-site of what the return flight would have cost if it were direct from claimant's home institution to the Fields Institute. (A formalized quote from a travel agency or electronic print out from a web-site are both acceptable giving an estimated economy price flight that is made around the time the actual ticket is booked.)

Attach original receipt(s)/proof of payment to Fields Institute Reimbursement Claim Form

iii. TAXI:
Attach original receipt(s) to Fields Institute Reimbursement Claim Form

Attach rental contract/receipt

  • Request the lowest available rental rate when booking. The standard is a midsized car.
  • Rental cars should be used only when less expensive transportation is not available and would be a reasonable method of transportation for round trip journeys of 500 km. If a trip is greater than 500 km., reimbursement of rental costs will be limited to offer of support (equivalent to economy travel to and from their destination).
  • Gas receipts may also be submitted for reimbursement.


  • Travel costs by car are reimbursed at the rate of $ .47 /km.
  • Claimant must submit a printed map showing origin and destination, route, and distance, and parking receipts.
  • It is recommended that claimants use personally owned vehicles for short trips where this is the more economical means of transportation or where no suitable public transportation is available.
  • The standard is that personally owned vehicles may be used for trips up to 500 km, round trip. For longer trips if the claimant uses their own vehicle reimbursement of kilometerage will be limited to their offer of support (equivalent to economy travel to and from their destination).



i. Flight/Travel cancellation insurance
ii. The cost of a Single Entry Visa fee



i. Parking tickets, speeding tickets and other traffic fines.
ii. Personal phone calls and entertainment expenses (e.g. movies, magazines, hotel facilities)
iii. Passport and immigration fees are NOT an allowable expense
iv. Travel stopovers
v. Baggage fees
vi. Personal travel insurance is NOT reimbursable
vii. Exchange Rate Differences (Credit Card Conversions)
viii. Registration fees


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