Prepare a travel-funding file before spending

What the published funding information establishes

The Association describes limited graduate travel funding paid after its annual conference. Membership, original receipts and boarding passes or tickets are required. Amounts vary with the year and applicants, and are unlikely to cover all expenses. The graduate representatives circulate the detailed procedure.

The 2026 annual conference has ended. A reference to its funding call is not permission to submit now. For a future meeting, obtain the actual call, deadline and eligible-cost rules before relying on reimbursement.

Build one auditable folder

1. Save the specific call and its date; confirm eligibility, eligible costs, submission route, currency and deadline with the named contact.
2. Keep participation confirmation and proof of membership. Do not assume presenting automatically guarantees support.
3. Save itemised original receipts, proof of payment and travel tickets or boarding passes. Use one entry per cost.
4. Mark estimates, paid amounts and refunded amounts separately. Document an exchange rate if the rules require currency conversion.
5. Record other funding applications and confirmed support. Ask about combining sources rather than assuming the same expense may be claimed twice.
6. Review the required attachments, submit through the stated channel and retain the acknowledgement. Do not send receipts or personal travel details to this website.

Worked budget in CAD

Illustrative arithmetic, not quoted travel prices or a funding offer: transport 180, accommodation 240, registration 80 and local travel 30 total CAD 530. In this example confirmed support is CAD 200, leaving CAD 330 to finance. With no confirmed support, the gap would be the full CAD 530.

Questions to resolve before booking

Is the current round open? What category of participant is eligible? Which costs, dates and receipts qualify? Is there a cap? When will a decision and payment occur? Can another award cover part of the trip? If a point is unknown, mark it unknown and request the rule; do not convert an older maximum into a promise.

Workshop access and funding eligibility are different

The two-page 2006 workshop invitation allowed conference-registered students to attend even without presenting. Its funding section on physical page 2 imposed separate conditions: full-time status, membership, presenting or chairing, and significant travel; its opening description mentions presenting, while the detailed funding policy also names chairs. Preserve that distinction when reading eligibility. These were the 2006 conditions, not today’s funding policy.

The one-page 2008 invitation places the Montréal workshop on 1 June, 1:30–5:30 p.m., with panels on publishing and academic interviews. Its funding paragraph says an application for support had been made, not that funding was secured or every attendee was promised money. The invitations show how training, registration and support can be separate decisions.