Travel Fund Policy

In accordance with Clauses 26.01 to 26.04 of the Collective Agreement, the University provides "supplementary travel funds for the purpose of subsidizing travel of Academic Staff Members associated with their teaching, professional or research interests." The total available to the School of Music is $600 times the number of Academic Staff Members in the School as of 1 April each year.

Applications for travel funding are to be submitted to the Director of the School of Music in writing, using the Travel Request Form (available in the music office). Applications should be submitted as early as possible, normally well in advance of the travel date. All applications for travel funds should include the following information and/or material:

  • A description of the event (conference/concert, etc.) and the nature of your participation.
  • Location and date(s) of the event.
  • Type of transportation, and travel schedule (if available at the time of application).
  • Supporting material if available (for example, conference brochure with dates, location, hotel rates; confirmation that your paper/presentation has been accepted for the program; copy of proposed recital program; other contract, letter of agreement, or letter of invitation).
  • A list of other funding sources to which you have applied, and the amounts applied for and/or received. Attach appropriate documentation, including a copy of any letter(s) of application for external funding.
  • Estimated budget, including an itemized list of expenses and anticipated revenue from all other sources, including other funding agencies, the sponsoring organization, fees or honoraria.

Funding decisions will be based on the following criteria:

  • For any travel request, total funding from all sources, including the University, shall not exceed the total allowable expenses. Allowable expenses are as defined in the University's Policy and Procedures Manual, with the exception of the annual Learned Societies conferences, where reimbursement for accommodation expenses will not exceed the cost of the residence accommodations provided at the host university. Any travel reimbursement received from other sources after expense claims have been processed must be remitted to the University.
  • Clause 26.01 of the Collective Agreement states that "Academic Staff Members are expected to seek travel funds through grants or other external sources of funding to support travel to conferences and other proposed travel." Given the unique circumstances surrounding external funding in the fine arts, applicants who have not sought external funding will not be automatically disqualified from receiving School of Music travel funds if the proposed travel project or the applicant's area of scholarly work does not fall within a category normally eligible for external funding. However, in the event that insufficient funds are available to support all requests, priority may be given to applicants who are receiving partial funding for the travel from an external source, and to those who applied for external funding but were unsuccessful.
  • Subject to the availability of uncommitted funds at the time of application, applicants who will be presenting the results of significant scholarly/creative work will be eligible for full funding for the portion of their costs not covered by other sources. This category includes such things as:
    a) presenting a paper, lecture/recital or performance at a conference.
    b) presenting a performance for which the fee or honorarium is insufficient to cover eligible travel expenses.
    c) travel by a composer to hear a premiere performance of his/her composition.
  • Subject to availability of uncommitted funds at the time of application, applicants who are not presenting the results of significant scholarly/creative work will be eligible for funding for the portion of their costs not covered by other sources, up to a maximum of $600 per fiscal year. This category includes:
  • a) attendance at conferences at which the applicant will not be a presenter (applicants chairing a session of a conference are included in this category).
    b) travel required for rehearsal(s) for an upcoming performance, or for other research, performance, or scholarly work in progress.
    c) travel for professional development, including private applied study, or attendance at a course or workshop relevant to the applicant's teaching or scholarly/creative work.
  • Travel required for the final component of a doctorate (e.g., final recital or dissertation defense) will be eligible for full funding, subject to availability of uncommitted funds. Subject to the same condition, travel undertaken for completion of course work or other doctoral requirements will normally be eligible for funding to a maximum of $600 per fiscal year. In the event that insufficient funds are available to support all travel requests in a given year, travel for doctoral study will be assigned a lower priority than equivalent travel not associated with doctoral study.
  • Given the probability that in any given year the total amount of eligible requests will exceed available funds, the following procedure for distribution of funds will be adopted.
    a) Within two weeks of receipt of any application for travel funds, the applicant will be informed by the Director of the total proportion of the request which is eligible for support from the travel fund. Eligibility for funding does not constitute an allocation; rather, it establishes the maximum amount of the allocation should there be funds sufficient to meet that amount. In the case of categories of activity itemized in 3) above, the amount of eligible funding may well exceed $600; in the case of categories of activity itemized in 4) above, the amount of eligible funding will not exceed $600.
    b) If approval is granted prior to September 1st an initial allocation will be granted not to exceed $900 per individual regardless of eligible funding. After September 1st already funded requests will be allocated up to an additional $600 of eligible funding, if sufficient funds remain in the pool. Travel requests approved after September 1st may receive allocations of up to $1500 of eligible funding, if sufficient funds remain in the pool.
    c) Only one travel request per faculty member will be approved for funding before October 1st in any fiscal year. If after that point, sufficient funds remain in the pool, additional requests will be accepted from faculty who have already received support during the current fiscal year.
    d) After January 1st all previously approved travel requests will be funded proportionately to their maximum level of eligibility with the balance of funds remaining in the pool. In the case of a year-end surplus after all eligibility has been met, the surplus will be carried over to the travel fund pool for the subsequent fiscal year.
  • If the funds available are likely to be insufficient to support all travel requests in a given year, or in the case of applications that present exceptions to the policy outlined above, decisions will be guided by the following considerations:
    a) The value of the proposed travel to the Academic Staff Member's scholarly/creative activities. Priority will be given to applicants who will be presenting the results of their scholarly/creative work.
    b ) The value of the proposed travel to the School of Music.
    c) The timing of the application. Worthy applications received late in the fiscal year may be unsuccessful because of a lack of funds. Applicants are encouraged to apply as soon as possible, even if the travel will not take place until late in the fiscal year.
    d) Applicants who have received previous travel funding for work in progress that has not subsequently been completed will be given lower priority.
    e) Applicants who have not yet been awarded travel money in the current fiscal year will receive priority over applicants seeking funding for more than one trip per year.
    f) Applicants who have received or applied for external funding may receive higher priority than applicants who have not.
    g) Doctoral travel will be given lower priority than equivalent travel not associated with doctoral work.
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