GRADUATE STUDENT TRAVEL AWARD Application Instructions

GRADUATE STUDENT TRAVEL AWARDApplication InstructionsEligibilityGraduate students are eligible for reimbursement from the Faculty of Graduate Studies (FoGS) “Graduate Student Travel Fund” onceper degree program. Graduate students in the Faculty of Forestry are eligible for an additional Graduate Student Travel Award onceper degree program. The Travel Fund from FoGS provides travel support to a maximum of $400 per graduate student who present apaper or poster at an official conference or symposium (student workshops are ineligible). The Forestry Graduate Program willprovide an additional $600 per graduate student; these travel funds are to be requested after the funds from FoGS have been used. Theconference must take place while the student is enrolled full-time in a graduate degree program.Procedure & Payment InformationApplications for reimbursement will be accepted AFTER the travel is complete, and AFTER you have receivedreimbursement from FoGS. Complete Forestry Graduate Student Travel Award applications will then be forwarded for financialprocessing. It normally takes two to four weeks for Financial Services to process travel requisitions.Eligible Expenses• Air Travel (at economy airfare prices)• Other Travel (car, bus)• Accommodation• Conference registration• MealsFor information about per diem rates and other eligible travel expenses please see UBC Policy #83 – Travel and Related Expenseshttp://www.universitycounsel.ubc.ca/policies/policy83.pdfApplication ProcessFirst apply for the $400 Graduate Student Travel Fund from the Faculty of Graduate Studies. Information and application instructionscan be found at the following link:http://www.grad.ubc.ca/awards/index.asp?menu=008,001,000,000Then submit the following to the Graduate Program Office, Faculty of Forestry:• Copy of your completed FoGS travel award application (i.e. you are in receipt of their travel award).• Completed Forestry Graduate Student Travel Award application form (below) – must be signed by student and facultysupervisor.• Proof of conference presentation – a copy of the conference program (preferred), letter, or e-mail listing your name and thetitle of your poster/presentation.• Complete conference program agenda, if claiming meals. Actual meal receipts or per diem can only be claimed for meals notprovided or included in conference registration.Reimbursement to Student• In additional to application materials listed under “Application Process” you must submit original, itemized, and datedreceipts up to $600. Credit card statements are not acceptable.• Paper airline tickets must be accompanied by the travel agency invoice. For electronic tickets, a copy of the itinerary/receiptcan be submitted. (Invoice or itinerary/receipt must show ticket number, breakdown of cost and form of payment). If youreceived a boarding pass, please submit it with the receipts.• Original receipts will not be returned, so please keep copies for your records.• Reimbursements will be generated by Financial Services and deposited into your bank account if you have an employeenumber. If a cheque is generated it will be sent to the mailing address listed on the application form.Reimbursement to UBC Faculty Supervisor• In addition to application materials listed under “Application Process” students must submit (i) copies of receipts that weresubmitted to faculty supervisor or department for reimbursement and (ii) a copy of the travel/payment requisition originallysubmitted by department to Financial Services.• Funds will be transferred directly from the Forestry Graduate Student Travel Award into the faculty supervisor’s researchaccount.Please submit complete applications to:Please direct questions to:Forestry Graduate Programs, Dean’s Office, 2005-2424 Main Mall,Vancouver, BC, V6T 1Z4gayle.kosh@ubc.caPlease keep a copy of the submitted paperwork for your own records.

GRADUATE STUDENT TRAVEL AWARDApplication: Page 1Last Name:First Name:UBC Student Number:Social Insurance Number:Mailing Address (where cheque will be mailed):City: Province: Postal Code:E-mail Address:Please check all that apply:Graduate Registration I was registered as a full-time UBC graduate student at the time of the conference.Graduate Student Travel Award Application I have completed all relevant sections of the Forestry Graduate Student Travel Award Application (pages 2 and 3 of this form). I have signed and dated the Forestry Graduate Student Travel Award Application on page 3. My faculty supervisor has signed and dated the Forestry Graduate Student Travel Award Application on page 3.Proof of Presentation I have included a copy of the conference program (preferred), letter, or e-mail listing my name and the title of myposter/presentation. I have highlighted my name and the title of my presentation/poster.Receipts Reimbursement is to be sent to student. I have attached original, itemized, and dated receipts up to $600 I have included a missing receipt memo if necessary (see * below) Reimbursement is to be made to faculty supervisor. I have attached copies of original receipts that were submitted to faculty supervisor or department for reimbursement I have attached a copy of the travel/payment requisition originally submitted by department to Financial Services I am claiming meal expenses, and therefore I have submitted a copy of the complete conference program.Previous Travel Claims Yes, I have received all my eligible funds from the Faculty of Graduate Studies “Graduate Student Travel Fund” ($400). I amsubmitting a copy of that application. Yes, I have previously received funds from the Forestry Graduate Student Travel Award, but have not reached my $600allocation. No, I have not previously received funds from the Forestry Graduate Student Travel Award.Killam Predoctoral FellowStudents holding a Killam Predoctoral Fellowship should apply for funding from their Killam Predoctoral Fellowship TravelAllowance before applying to the Graduate Student Travel Fund or the Forestry Graduate Student Travel Award. I am a Killam Predoctoral Fellow, but I have already maximized my Killam Predoctoral Fellowship Travel Allowance. I am not a Killam Predoctoral Fellow.*Missing Receipts:UBC has strict guidelines regarding claims submitted without a valid receipt. Under special circumstances, small expenses where thereceipt is lost or was never issued may be allowed on condition that the claimant and the supervisor sign a memo on letterheadattesting to the loss of the receipt and that the expense will not be claimed through any other source. Samples can be found onhttp://www.universitycounsel.ubc.ca/policies/policy83.pdf

GRADUATE STUDENT TRAVEL AWARDApplication: Page 2Conference Title:Conference Location(City and Country):Start Date of Conference:End Date of Conference:Title of Paper/Poster Presented:Airline:Car Rental:Mileage:Other Transportation:Meals (if not included in conferenceregistration) – receipts or per diem:$ Amount Currency Office Use OnlyAccommodation:Conference Registration:TOTAL EXPENSES:If any expenses are to be reimbursed to faculty supervisor, please fill out ALL of the informationrequested below.Speedchart: Account: Fund:Dept ID: Project/Grant: $ Amount:I hereby certify that the travel expenses claimed above comply with UBC Policy #83 (Travel Policy):Student Signature:Date:Faculty Supervisor:Faculty Supervisor Signature:Date: