• A conference is considered “within North America” if it is north of the Columbian border. Although Hawaii is part of the United States, it will be considered “outside North America.” The Caribbean is considered outside North America
• All presentations must be peer-reviewed
• A cap of $1000 for each student will be applied for the fiscal year (May 1- April 30)

• If these dates fall on a weekend or holiday the deadline will fall on the following business day.
• Students must submit an application form together with documentation that they have been accepted to present at the conference to the Dean's Office. 
• In cases where students have not yet heard from the conference organizers by the deadline date above, students may submit documentation that they have submitted a proposal.
• Students who have been pre-approved will receive a copy of their application form from the Dean's office confirming pre-approval for the amount allocated for a specific conference. After the conference is over, students may only claim reimbursement for the approved conference up to the amount specified. They may not reserve the money for another conference if they do not attend the approved conference or use all the funds. If they wish to apply for another conference, they must submit another application in accordance with the deadlines listed above.

To claim your approved funds:                                                                                    

1.  Preapproval forms will be sent to your departmental Business Officer exactly 2 weeks after the submission deadline (see exact dates above).

***PLEASE NOTE THAT STUDENTS ARE NO LONGER REQUIRED TO PICK UP THEIR FORMS FROM THE DEAN'S OFFICE.***

2. YOU MUST PRESENT YOUR ORIGINAL RECEIPTS TO YOUR DEPARTMENTAL BUSINESS OFFICER TO ACCESS THE APPROVED FUNDS WITHIN 30 DAYS OF THE LAST DAY OF THE CONFERENCE.

Within 30 days of the last day of the conference, students must submit to their business officers: 

·          a U of T expense claim form (link below) signed by your faculty supervisor prior to submitting to your departmental business officer

·          all relevant original receipts

·          documentation proving their participation in the approved conference

4.    Cheques will be issued up to the maximum amount approved (please note claims must be submitted with original receipts and proof of travel).

5. Claims will be processed by your department in a timely manner but please give consideration to peak periods.

Things to Remember:

• Sign your expense claim.
• Keep all ORIGINAL receipts when travelling. Items on your expense claim will only be reimbursed with original receipts. Photocopies and credit card/banking statements are not acceptable.
• If you are claiming airfare, submit your cancelled (used) airline ticket, or electronic ticket INCLUDING BOARDING PASSES FOR YOUR FLIGHT (flights will not be reimbursed without boarding passes.)
• Make sure your receipts (i.e., hotel accommodations) have your name on them if you plan on claiming them. You will not be reimbursed if your receipt has someone else's name indicated in the billing section.
• If claiming conference registration fees, list the registration fee on the expense report form under "Other" in the list of expense categories.
• Only submit receipts to substantiate the claim up to the amount of eligible funding. Receipts for items in excess of the amount of funding are unnecessary and will not be kept as part of the record of the claim.
• Receipts must indicate a method of payment and a remaining balance of $0.
• For foreign currency exchange, the University determines the conversion rate unless a bank receipt indicating the conversion rate is included with the expense report form.
• Reimbursements requests may take longer to process at given times throughout the academic term.