a) PER DIEM - $55 CDN/day to cover meals
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
i. ECONOMY AIRFARE
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
ii. TRAIN/COACH/PUBLIC TRANSIT: Attach original receipt(s)/proof
of payment to Fields Institute Reimbursement Claim Form
iii. TAXI: Attach original receipt(s) to Fields Institute Reimbursement
iv. CAR RENTAL: 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).
d) REIMBURSABLE ITEMS
i. Flight/Travel cancellation insurance
ii. The cost of a Single Entry Visa fee
e) NON REIMBURSABLE ITEMS
i. Parking tickets, speeding tickets and other traffic
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)