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Queen's University
 

Financial Services

Useful Tips for Tri-Council Grants

Helpful Tips When Travelling

In order to help keep your finances in order when travelling for research purposes, the following are some tips which may be helpful to you:

  • Bring an envelope for each different trip and label it with the trip location, dates of travel and research project which the travel relates to in order to help you keep your documentation in order by trip.  Individuals must submit a separate travel claim form for each travel event.
  • Bring a copy of the Queen’s Policy for Travel and Related Expenses with you for easy reference, in case you need to refer to specific information in the policy while travelling.  A copy can be found at http://www.queensu.ca/financialservices/policy/newtravelpolicy/Travel_and_Related_Expenses_Policy_FINAL_R2.pdf.
  • It may be helpful to bring a copy of your research award document terms & conditions or funding agency guidance on expense eligibility, as research projects may have overriding restrictions on travel that must be followed.
  • For a list of suppliers offering preferential rates to individuals travelling for Queen’s University business purposes, please visit the Strategic Procurement Services website at http://www.queensu.ca/procurement/preferred.html.
  • Meal reimbursement is now limited to Treasury Board of Canada Meal Allowances (Appendix C, Section 1.2) as a maximum claim. It may be helpful to bring a copy of these allowances with you for reference.  These details can be found at http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a3-eng.php.
  • An important reminder regarding travel is that the Tri-Council agencies do not permit gratuities of any kind or alcohol to be charged to their grants.  This may be helpful to keep in mind when incurring meal or taxi costs.  Principal Investigators should also ensure other individuals incurring travel expenses to their grants are aware of these eligibility guidelines.
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Kind Regards,

Research Accounting

 

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000