Please review GRAND's Travel and Accommodation Subsidies Policy below and submit your expense claim for GRAND 2014 no later than June 27, 2014. Expense Claim Form: GRAND Travel and Expense Claim Form.

I. Travel Policy for GRAND Principal Network Investigators (PNIs) and HQP (Students and Postdocs)  

PNI airfare (see Section III) for GRAND reimbursement must be booked directly by the traveller and will be reimbursed after the conference, as in previous years. HQP airfares that are eligible (see Section IV) for GRAND travel subsidy will be booked by GRAND Central through GRAND’s travel agent. Booking details will be provided by GRAND Central to eligible HQP (Poster and RNotes presenters, etc.) when those individuals have been determined. Other modes of travel between cities such as travel by private vehicle (see note), bus fare, train fare, etc., must be arranged for and paid by the traveller. This travel expense will be reimbursed, up to the cost of an economy airfare, after the conference.

II. Accommodation Policy for GRAND Principal Network Investigators (PNIs) and HQP (Students and Postdocs)

The Westin Ottawa Hotel is the conference hotel for GRAND 2014.

All HQP receiving a travel subsidy will be provided a room (double occupancy) for up to four nights in this hotel. GRAND Central will coordinate. Additional rooms at the hotel will be available for PNIs to book.

For PNIs staying at the conference hotel, the subsidized portion of the room charges will be paid centrally. 

III. Updated Subsidies for GRAND Principal Network Investigators (PNIs)

All Principal Network Investigators are strongly encouraged to attend the conference.

Travel costs will be subsidized up to the cost of a return economy class airfare from the individual’s home city. Exceptions will require prior written approval.

Accommodation costs will also be subsidized up to $175 per night for up to four nights for those staying at The Westin Ottawa Hotel, and up to $125 per night for up to three nights for those staying elsewhere. There are a limited number of rooms at the conference hotel from GRAND’s block of guest rooms that will be made available for booking by conference attendees. Additional rooms are subject to availability. 

To book, call (613) 560 7000 and use the code GANW01. Alternately, use the GRAND 2014 Westin Ottawa Hotel site to book, modify or cancel a reservation. 

*PLEASE NOTE: Reservations must be made by April 12, 2014 in order to receive GRAND 2014 group rate of $209-$229/night.

IV. Subsidies for Select GRAND HQP (Students and Postdocs)

GRAND students and postdocs who qualify for a travel and accommodation subsidy are: 

(a) those who are presenting a poster at the conference and have been designated by a GRAND project to receive such a subsidy, 

(b) those who have been selected to present a “Research Notes” paper (“RNotes”), 

(c) those who are playing certain specific roles to assist with the coordination of the conference,

(d) those who hold the position of GSPC Chair and Vice-Chair.

For more information about Posters and RNotes, read the Call for Participation.

Travel costs will be subsidized up to the cost of a return economy class airfare (or other means intercity travel, including travel by private vehicle (see note), bus fare, train fare, etc.) from that individual’s home city for each qualifying student or postdoc. Exceptions will require prior written approval. Travel will be booked through GRAND’s travel agent by GRAND Central. Booking details will be provided to eligible HQP (Poster and Rnotes presenters, etc.) when those individuals have been determined.

Hotel rooms will be provided for four (4) nights for each qualifying student and postdoc, based on double occupancy (i.e., two (2) selected students / postdocs per room). No other accommodation expenses will be reimbursed through the GRAND Admin Centre. 

V. Subsidies for Select HQP: Research Notes Area Chairs 

Area Chairs will be entitled to a hotel accommodation subsidy. This subsidy is not transferable. Hotel rooms will be provided for up to four (4) nights for each qualifying student and postdoc, based on double occupancy (i.e., two (2) selected students / postdocs per room). Rooms will be booked and assigned by GRAND Central. There will be an opportunity for roommate selection through the GRAND Forum.

NOTE: Travel by train
GRAND may request that subsidy recipients from certain cities travel by train when train fare is significantly less than fare for a comparable flight, and when travel time by train is reasonable. 

NOTE: Travel by private vehicle
Reimbursements are calculated by applying the mileage (kilometer) rate as per UBC travel policy to the actual driving distance by the most direct route, not to exceed 250 km (each way) without prior approval. The amount claimed should not exceed full economy airfare. Where multiple individuals are traveling to the conference together by private vehicle, only one should claim mileage for the travel.

Reimbursement Details

Expenses related to local travel (e.g., to and from the airport at either end of the journey), meals (over and above those provided at the event), and conference registration fees are NOT reimbursed through the GRAND Admin Centre.  These expenses may be eligible charges against GRAND research accounts. Students and postdocs should consult their supervisors. 

Expense Form

GRAND Travel and Expense Claim Form.

Deadline

Please submit your expense claim for GRAND 2014 no later than June 27, 2014.