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Queen's University


Conference Travel

When charging the costs of travel to attend a research conference to a grant funded by one of the Tri-Council agencies (NSERC, SSHRC and CIHR), you must ensure you attach a copy of the conference itinerary to the travel claim.

In addition, the Tri-agencies require the following details to be indicated on the related travel claim:

  • The name and location of the conference.
  • The dates you attended the conference.
  • A description of the conference and how it relates to your research project.
  • The affiliation of the traveller to the Principal Investigator (if traveller is not the Principal Investigator).

Some other important reminders regarding conference travel are:

  • When meals are included in the cost of the conference fees, an additional claim for these meals should not be made.
  • Conference registration fees should be reimbursed with all relevant travel expenses on the same travel claim and not through a separate cheque requisition when conference fees are paid by the claimant.
  • A travel advance may be issued if payment of fees is required in advance of travel.

Kind Regards,

Research Accounting

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000