TRAVEL AWARDS

SAVE YOUR RECEIPTS:  Payments cannot be made without ORIGINAL RECEIPT

 


INSTRUCTIONS

WHEN SHOULD YOU APPLY

APPLICATION & EXPENSE CLAIM PROCEDURE

  1. Visa Travel Reimbursements
  2. Faculty of Graduate Studies
  3. ECE Dept.
  4. Faculty of Engineering
  5. UMGSA -- Univ. of Manitoba Graduate Students' Assoc.

SUPPORTING DOCUMENTATION--REQUIRED

DEADLINE

ELIGIBILITY REQUIREMENTS

PAYMENTS & AWARD VALUE

OTHER AVAILABLE AWARDS

AWARD CONTACT

TRAVEL INSURANCE

 

AVAILABLE TRAVEL FUNDS

  1. FACULTY OF GRADUATE STUDIES 
  2. ECE DEPT.
  3. FACULTY OF ENGINEERING
  4. UMGSA:  University of Manitoba Graduate Students' Association

SAVE ORIGINAL RECEIPTS

 

UNIV. OF MANITOBA TRAVEL SERVICES

  • Expense Claim Form
  • Account Codes
  • Per Diem Allowances

DISCLAIMER

********************************************

CANADIAN TRAVEL INFO

U.S. VISA INFO

 


 

WHEN SHOULD YOU APPLY FOR TRAVEL FUNDS?

Apply for your travel funds BEFORE you leave for your conference. 

Ideally, you should apply for Travel Awards as soon as you receive confirmation/acceptance from the conference group confirming your acceptance to present.  In this way, you'll know approximately the amount of funds available to you. 

However, if you do not wish to apply early you may apply upon return

DEADLINE:  Remember, all requests for travel expense refunds must be submitted NO LATER THAN 1-MONTH after the last day of the conference.

 

 

APPLICATION & EXPENSE CLAIM PROCEDURE

VISA TRAVEL EXPENSES

  • Travel reimbursements for visas are no longer offered.

 

FACULTY OF GRADUATE STUDIES

  1. CHECK YOUR ELIGIBILITY in the FGS Award Database 
    http://webapps.cc.umanitoba.ca/gradawards/index.asp?WCI=SearchForm&WCE=browse&keywords=&criteria=any&category=0&citizen=0&range=0-1000000&tenable=0&byResearch=on&byAward=on&byEligibility=on&id=2747&letter=F
  2. GO TO
  3. You will land on a page with a 2-PAGE FORM 
    1. PAGE 1: 
      1. READ the first page
        1. FGS Acknowledgement
        2. Funding Amounts
        3. Eligibility
        4. Application Process
      2. CONFIRM that you have read and understand the information by CHECKING-OFF the check-box at the bottom of the page
      3. Click on the "NEXT" button
    2. PAGE 2:
      1. CAREFULLY FILL-IN the form -- DO NOT leave blanks
      2. UPLOAD
        1. Department Head, Letter of Support Form
        2. In / Out of Country Waiver Form
        3. Conference Confirmation of Paper / Poster Letter
        4. Abstract of Paper / Poster Begin Presented
  4. CLICK AWARD GUIDELINES
    • CLICK the box indicating that you have read and understand the FGS TRAVAL AWARD GUIDELINES
  5. SUBMIT: 
    • Click the SUBMIT button at the bottom of the page
  6. PROCESSING TIME
    • ~3 weeks
  7. ASSISTANCE & AWARD CONTACT

    Ms. Laura McMillian

    T: 204-474-8089
    laura.mcmillan@umanitoba.ca 

 

FACULTY OF ENGINEERING

  1. APPLICATION:  http://umanitoba.ca/faculties/engineering/student_resources/sr_finances_travelfunding.html  
  2. FILING AN EXPENSE CLAIM:
    • Make a photocopy of the Travel Claims Form used in ECE (below)
  3. ASSISTANCE & AWARD CONTACT

    Ms. Liezel Valete
    Financial Assistant
    Faculty of Engineering
    E2-290 EITC Bldg.
    Phone: (204) 474-7377
    Liezel.Valete@umanitoba.ca

 

DEPT. OF ELECTRICAL & COMPUTER ENGINEERING

  1. TRAVEL CLAIMS FORM
    1. Download a Travel Claims form
    2. Fill-in the Travel Claims form
    3. Detailed Instructions may be found beginning on PAGE 3 of this form
  2. REFERENCE NUMBER
    1. Click on the link to obtain a Travel Claims reference number. 
    2. A reference number is REQUIRED to submit a Travel Claims form
  3. ORIGINAL RECEIPTS
    1. Attach all original receipts
  4. SUBMIT to

    Ms. Heather Katrick
    Tel:  204 474 9603
    Heather.Katrick@umanitoba.ca

 

UMGSA -- UNIV OF MANITOBA GRADUATE STUDENT ASSOC.

  1. Application & Instructions for expense claims
  2. Location: 
    221 University Centre
    Ft. Garry Campus

 

 

 

REQUIRED DOCUMENTATION for APPLICATION

  1. DEPARTMENT HEAD APPROVAL: LETTER OF SUPPORT
    1. Download the Letter Form --
      http://umanitoba.ca/faculties/graduate_studies/media/FGS_Travel_App2.pdf
    2. ONLY the Department Head's Signature is required on this form
      1. You do NOT need to fill-in the Form
      2. Obtain only the Department Head's signature
  2. INDEMNITY FORM:    Signed -- one of the following must be submitted
    1. Travel OUTSIDE of Canada:
      http://umanitoba.ca/faculties/graduate_studies/media/Out_of_Country_waiver_form.pdf
    2. Travel WITHIN Canada:
      http://umanitoba.ca/faculties/graduate_studies/media/In_Country_Waiver.pdf
  3. CONFERENCE ACCEPTANCE LETTER:  
    • Confirmation that your paper or poster has been accepted by the Conference Organizers
  4. ABSTRACT:  
    • A one-page abstract of your paper or poster being presented

 

 

DEADLINE:

FGS Travel Application Deadline is as follows: 

  1. Students may apply prior to departure to the conference OR
  2. May submit a COMPLETED application up to one-month after the last day of the conference
    • Example:   If the last day of the conference is the 15th, the student has till the 15th of the following month to apply online with all supporting documentation attached.

 

 

ELIGIBILITY REQUIREMENTS:

  1. FACULTY OF GRADUATE STUDIES  
    http://webapps.cc.umanitoba.ca/gradawards/index.asp?WCI=SearchForm&WCE=browse&keywords=&criteria=any&category=0&citizen=0&range=0-1000000&tenable=0&byResearch=on&byAward=on&byEligibility=on&id=2747&letter=F
    1.  STATUS:  Students must be
      1. in "Good Standing"
      2. Students must registered and enrolled "full-time" in a Master or Ph.D. program  at the time of the event
      3. 3.5 GPA:  A minimum degree grade point average (GPA) of 3.5 in the last 60-credit hours (or equivalent)
        1. GPA CALCULATION:   
          Award GPA is calculated using the last 60-credit hours (or equivalent) of grades.  In some cases, this means we will need to use grades from a previous degree.
        2. FGS TRAVEL AWARD INFO:
          http://webapps.cc.umanitoba.ca/gradawards/index.asp?WCI=SearchForm&WCE=browse&keywords=&criteria=any&category=0&citizen=0&range=0-1000000&tenable=0&byResearch=on&byAward=on&byEligibility=on&id=2747&letter=F  
    2. NUMBER OF PAY-OUTS
      1.  Master Level:  Once during the student's Master's Program
      2. Ph.D. Level:     Twice during the student's Ph.D. Program
    3. RELEVANT RESEARCH
      Papers / posters must be relevant to your program of study for presentation at a conference or festival or competition in the case of creative output endeavours, of a recognized national or international organization.
    4. RELEVANT AUTHORSHIP
      The Travel Award Applicant must be listed as the FIRST AUTHOR
  2. DEPT. OF ELECTRICAL & COMPUTER ENG.
    The Dept. of Electrical & Computer Engineering will subsidize only students who are
    1. Attending a conference
    2. Presenting at a conference
    3. Regardless of FGS support
    4. There is no maximum number of  conference, but Advisor and ECE Departmental Approval is required and the conference must be within the student's research area.
    5. At the time of this of the posting of this page NO GPA REQUIREMENT is necessary
  3. FACULTY OF ENGINEERING
    1. The Faculty of Engineering will subsidize a student only ONCE during their time in the graduate program regardless of whether the student is enrolled as a Master, Ph.D. or had been in both programs. 
    2. Allow up to three weeks for processing.
    3. At the time of the posting of this page NO GPA REQUIREMENT is necessary
  4. UMGSA
    Please visit the UMGSA office directly OR see http://www.umgsa.org/conference-grant/
  5. YOUR ACADEMIC ADVISOR
    Please contact your Academic Advisor directly

 

 

PAYMENT INFORMATION

  1. PAYMENTS
    1. Awards are paid directly to recipients
    2. Payments are processed AFTER original receipts for travel and proof of attendance at the conference have been submitted to: 

      The Awards Assistant
      Faculty of Graduate Studies
      500 University Centre
    3. Allow approximately three-weeks for processing.
    4. EXPENSE CLAIMS  -- please submit within 30-days of the end of the conference.
  2. FUNDS AVAILABLE: 
    1. Faculty of Graduate Studies
      1. Travel within North America: $750
      2. Travel Internationally:  $1,000
    2. Dept. of Electrical & Computer Engineering:  $300
    3. Faculty of Engineering   $250
    4. UMGSA:  Please contact UMGSA directly
    5. Your Advisor:  Please contact your Academic Advisor directly as to whether funds are available

 

 

UNIVERSITY OF MANITOBA TRAVEL SERVICES

  1. TRAVEL CLAIMS FORM
  2. REFERENCE NUMBER
    REQUIRED to submit your Travel Claims Form
  3. Expenditure Account Codes 
  4. Travel Services Directory 
    • Students are NOT required book through Concur. Consult your Academic Advisor.
  5. Univ. Travel Allowances / Per Diem & Info
  6. CONCUR
    University travel system / tools
    1. CONCUR APP
      Allows you to scan your receipts during travel & apply to an account number -- original receipts still REQUIRED & MUST be SUBMITTED upon return
    2. CONCUR: Quick Reference Guide
    3. CONCUR instructions / info
    4. CONCUR Log-on Info
      Log-in through your JUMP
    5. CONCUR Account Numbers
    6. CONCUR Quick-Reference Guide
  7. UNIVERSITY TRAVEL AGENT:
       Carlson Wagonlit (866) 855-9850

 

 

TRAVEL HAZARDS:

It is incumbent on the individual traveling to be aware of the risks when traveling. If you are traveling abroad, ensure you visit the Department of Foreign Affairs and International Trade (DFAIT) web site for details on the country to which you are traveling. Additionally, it is recommended that you familiarize yourself with the document prepared by the International Centre for Students (ICS) entitled "Preparing for Overseas Travel: A Guide for UM Students" http://umanitoba.ca/faculties/graduate_studies/funding/forms.html

 

 

TRAVEL NEWS & UPDATES:

 

 

OTHER AVAILABLE AWARDS

  • DEPT. OF ELECTRICAL & COMPUTER ENGINEERING
    The ECE Dept. offers ECE Graduate Students, in good standing, $300 for travel to conferences only. 
  • ALSO, please check with...
    • The Conference Organizers for any funding or discounts they may be offerin

 

 

DISCLAIMERS

  • Awards & Funding are not guarranteed. 
  • It is the responsibility of the student to be aware of the limitations, deadlines, eligibility requirements, per diem, award types and availability, etc. of the University, Faculty, and Departments. 
  • Students are responsible for maitaining their own travel records, including receipts, and filing for compensation, if any, correctly.
  • Students are responsible for their own travel documents and in ensuring that that all required documents are secured prior to travel.
  • Students are responsible for ensuring they are covered for any and all medical costs for themselves and for other in the event the student is the person responsible for an accident or other event.
  • Neither the University, Faculty, nor Department are responsbile for any student costs, expenses, lost of funds, accidents, health, missed events, third party damages or injuries, et al.

 


 

FGS TRAVEL AWARDS CONTACT:

Ms. Laura McMillian
T: 204-474-8089
laura.mcmillan@umanitoba.ca