(accommodation and meals)
letter of invitation offers support of local expenses (accommodation and
meals) the maximum accommodation expense which can be reimbursed is $170
per night and the maximum for meals is $55 per day.
$55/day *NO RECEIPTS REQUIRED* to cover meals and incidental
the amount is adjusted if meals are provided
Reimbursement **RECEIPTS REQUIRED*
will reimburse actual costs up to $170/day or $2400/mth.
Receipt required is the detailed statement of guest charges
from the host establishment. Make sure in the receipt mentions
the following information:
1) Hotel name and addres, dates of the stays ( from start
date to end date)
2) Amount paid and means of payment paid (Visa/MasterCard
or any other credit card)
submitting for shared accommodation, please request the
party submitting the expense claim to indicate the name
of each person and amount paid by each.
Where lodging is provided gratuitously with friends or family,
$30/day may be claimed. (Claimant is required to attach
a signed note or email from the person who provided the
accommodation indicating dates of stay)
Reimbursement of economy travel -bus/train/air/car
Fields does not provide reimbursement for expenses incurred
during travel, such as food and accommodation.
Economy Air Travel -- Expenditures on air travel should
not exceed economy rates by the most direct route.
Include original boarding passes plus one of these items
which indicate 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
Note: If claimant is submitting only one way boarding pass,
indicate on the expense reimbursement form you will be mailing
(Multi-leg flights and/or business class:
For supported travel where a person as taking flights in
multiple legs or business class we ask them to provide an
estimate through a travel agency or web-site of what the
return flight would have cost if it were direct from their
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
attach passenger ticket stub to reimbursement claim
- attach original receipt to reimbursement claim
vehicles- kilometerage (please attach map showing route and kilometerage
It is recommended that funded claimants use personally owned
vehicles for short trips where this is the more economical
means of transportation or where no suitable public transportation
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 kilometer
age will be limited to their offer of travel support (equivalent
to economy travel to and from their destination).
Travel costs by car are reimbursed at the rate of $ .47
km., indicate travel points and distance (Attach original
parking and/or gas receipts along with map printout of route
taken to provide backup)
Travelers should 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 the claimant's offer of travel support (equivalent to
economy travel to and from their destination).
Gas receipts may also be submitted for reimbursement.
Flight/Travel cancellation insurance
ii. Entry visa fees ARE an allowable expense (but NOT Passport
and immigration fees)
Parking tickets, speeding tickets and other traffic fines under
ii. Personal phone calls and entertainment expenses (e.g. movies,
magazines, hotel facilities)
iii. Personal travel insurance is NOT reimbursable (but Flight/Travel
cancellation insurance is reimbursable)
iv. Passport and immigration fees are NOT an allowable expense
v. Travel stopovers
vi. Baggage fees
vii. Passport and immigration fees expenses
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