Travel

On this page:
Conference Support
Sabbatical Allowance
Moving Allowance
Immigration Fees

Conference Support

Effective date: May 1, 2012 to April 30, 2013 (end of fiscal year)

The Faculty of Engineering and Computer Science will provide support to non-tenured professors and doctoral students to attend a conference provided that a paper (or poster) is presented.

A maximum of $500 per will be awarded towards both conference registration and related travel costs per application.
*Only one application eligible per applicant per year.

The total number of applicants will be limited to budget restrictions.

Rules for professors

• Professors must be non-tenured
• Copy of the conference program or itinerary must be included with the application.

Rules for students

• PhD students must be eligible for the Graduate Student Support Program (GSSP) and be in their 2nd or 3rd  year.
• Copy of the conference program or itinerary must be included with the application.

PLEASE NOTE
Applications for travel funding must be submitted PRIOR to attending the conference and proof of attendance following must be provided.

Sabbatical Allowance

The faculty Sabbatical Allowance is made available in accordance with Article 26.02 of the current CUFA Collective Agreement:

Tenured members shall be eligible, upon application, for consideration for sabbatical leave according to the following options:

OPTION 1: After three (3) years of service, six (6) months leave at eighty-five percent (85%) of regular salary plus a $2,000 travel/conference allowance.

OPTION 2: After six (6) years of service:
113
i) a twelve (12) month leave at eighty-five percent (85%) of regular salary plus a $4,000 travel/conference allowance.
OR
ii) a six (6) month leave at one hundred percent (100%) of regular salary plus a $2,000 travel/conference allowance.

OPTION 3: After seven (7) years of service:
i) a twelve (12) month leave at ninety percent (90%) of regular salary plus a $5,000 travel/conference allowance;
OR
ii) a six (6) month leave at one hundred percent (100%) of regular salary plus a $2,500 travel/conference allowance.

OPTION 4: After eight (8) years of service:
i) one (1) year's leave at ninety-five percent (95%) of regular salary plus a $6,000 travel/conference allowance;
OR
ii) six (6) months leave at one hundred percent (100%) of regular salary plus a $3,000 travel/conference allowance.

To qualify for reimbursement, expenses must be related to your sabbatical leave, and must be incurred during the period covered by the leave. Allowable expenses generally fall under the following categories: travel (to the principal place at which the sabbatical leave will be spent); conference registration fees and related travel and accommodation costs; equipment; supplies; books; tuition costs.

Please ensure that the Department Chair approves ALL sabbatical expenses prior to submitting documents to the Budget Office.

Note: Sabbatical funds cannot be used for expenses incurred by family members who accompany the professor.

Expense claim form

Please indicate which option was chosen with your expense report claim.
The Expense report must be submitted to Caroline Clayton (EV2.217) for processing.

Reimbursement of travel

All travel expenses reimbursed by the University must be in accordance with the University Travel Policy. If the travel policy is not followed, Financial Services will not reimburse your expenses.

Professors must use one of the University's designated travel agencies.  Please consult : http://fs.concordia.ca/index.php?go=128

Flight cancellation insurance and health insurance are allowable expenditures. Please be sure to keep receipts and indicate these expenses on your expense claim form. For reimbursement of airfare or train fare, please note that the original passenger ticket stub is required.

Professors may claim hotel costs for stopovers while traveling to and returning from their principal destination.

Professors may only claim the costs of meals while traveling to and returning from their principal destination. Please note that alcohol is not an allowable expense.

Vehicle rental may only be claimed if it is less expensive than economy airfare or if the destination is inaccessible by train or air.

A Travel Voucher must be completed once flight arrangements have been made with one of the University's travel agents. The voucher is available in PDF format on our web site. The Travel Voucher must be submitted to Josie Frazzetto (EV2.219) for processing. We will forward the completed travel voucher to Financial Services. Please note that tickets will not be released by the travel agent until an approved Travel Voucher has been received.

Professors may only claim long-term accommodation costs that are related to their research project.   If the professors stay with family or friends, the per diem rate paid will be in accordance with the University Travel Policy.

Reimbursement of other expenditures

Books: Financial Services requires the titles and authors of all books and publications for which reimbursement is required.

Tuition fees: The University will reimburse the costs of tuition for the professor only. All courses, with the exception of language courses, must be related to their field of study and outlined in their sabbatical application. The cost of textbooks required for these courses is also eligible for reimbursement.

The sabbatical allowance cannot be used to pay for salaries or honorarium.

In the event of a discrepancy between the information provided above and an official University policy, the University policy will prevail.

Moving Allowance

Eligibility

Concordia University provides funds to new tenure track faculty members who are relocating to the Montreal area. Moving expenses (including the faculty member's transportation) are reimbursed as follows:

• up to $5,000 CAD for moves of less than 2,500 km
• up to $6,000 CAD for the remainder of North American continent
• up to $7,000 CAD for Europe & Central America
• up to $9,000 CAD for the rest of the world

Reimbursable Expenses

The Faculty of ENCS will reimburse the following expenses, up to the limit detailed above, in accordance with University policies:

• the cost of house-hunting trips to the new location (up to a maximum of 7 days);
• traveling costs (including a reasonable amount spent for airfare, meals and lodging) while the employee and members of the employee's household were moving from the old residence to the new residence;
• the cost to the employee of transporting or storing household effects while moving from the old residence to the new residence;
• the cost of moving personal items such as automobiles, boats, or trailers;
• reasonable temporary living expenses while waiting to occupy the new, permanent accommodation (up to a maximum of 7 days)

Conditions

If the faculty member should resign before the end of his/her contract, he/she will be required to refund a portion of the moving/travel expenses paid on his/her behalf. The amount will be proportionate to the balance of the contract not served. It may be deducted from the final salary payment.

Claiming Expenses

All allowable expenses may be claimed on an Expense Report. Please contact Caroline Clayton @ ext. 5969 or EV2.217 for processing.
Original receipts, tickets, and invoices must be submitted in order to claim expenses.

Immigration Fees

The Faculty will reimburse to a maximum of $2,295 the costs incurred by you (the faculty member) in applying for the required immigration documents.

 

The above is provided to assist ENCS faculty members. In the event of a discrepancy between the above information and an official University policy, the University policy will prevail.