Travel and Accommodation Subsidies Policy
I. Subsidies for GRAND Principal Network Investigators (PNIs)
All 64 Principal Network Investigators are strongly encouraged to attend the conference.
Travel costs will be reimbursed 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 be reimbursed up to $150 per night, for up to three (3) nights.
II. Subsidies for selected GRAND Students and Postdocs
GRAND students and postdocs who qualify for a travel and accommodation subsidy are:
(a) those who are presenting a poster (First Phase submissions only) at the conference,
(b) those who have been selected to present a “Work in Progress” paper (“WIP”), and
(c) those who are playing certain specific roles to assist with the coordination of the conference.
For more information about posters and WIPs, read the Call for Participation.
Travel costs will be reimbursed up to the cost of a return economy class airfare (or other means long distance travel) from that individual’s home city for each qualifying student or postdoc. Exceptions will require prior written approval.
Hotel rooms will be provided for three (3) nights for each qualifying student and postdoc, based on double occupancy (i.e., two (2) selected students / postdocs per room). Although rooms will be assigned, there will be an opportunity for roommate selection through the GRAND Forum. No other accommodation expenses will be reimbursed through the GRAND Admin Centre.
Please include a copy of your travel itinerary (including flight numbers and all charges/fees), plus original boarding passes or a printout of an electronic boarding pass. If you used an electronic boarding pass and are unable to obtain a printed copy, please send a signed memo to that effect, including the relevant dates and flight numbers.
Students and postdocs who stayed in a hotel room provided through GRAND, room charges (and tax) should have already been covered centrally. No other accommodation expenses will be reimbursed through the GRAND Admin Centre.
For Principal Network Investigators in some cases accommodation expenses will exceed the subsidized amount. In such cases, please submit the receipt so it can be site-stamped for the amount reimbursed through GRAND and returned to you so the balance can be reimbursed through accounts at your home institution.
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.
Please contact the GRAND Admin Centre for a copy of the GRAND Travel Expense Claim Form.
Please submit your travel expense claim for GRAND 2011 no later than June 30.