Vantage College Conference Travel Funding Policy

(Approved at the Vantage College Faculty and Staff meeting, September 18, 2017)

Vantage College promotes collaborative teaching and pedagogical innovation. It seeks to support its faculty members in disseminating their innovative and collaborative teaching practices as well as the Vantage-related scholarship of teaching and learning in which they engage. To that end, Vantage College has reserved $5,000 for 2017/18 for a Conference Travel fund to support Vantage faculty in making public presentations of their teaching and educational leadership (including, but not limited to, scholarship of teaching and learning) at scholarly or professional events. The total budget of $5,000 has been set as a pilot and can be reassessed after the first year.

Faculty members in all streams (AEP, Arts, Engineering, Management, and Science) and of all appointment types listed in Part 4, Article 2 of the UBC/UBCFA Collective Agreement 2016-2019 (Lecturers, Educational Leadership Stream, Professoriate Stream) are eligible to apply for up to $500 per person per year.

The Conference Travel Fund is intended to supplement the UBC Professional Development Reimbursement Fund (PDR, $1,100 per person per year) which all faculty receive and any departmental or other travel funds to which some faculty may have access. For more information about the PDR, see relations/compensation/professional-development-reimbursement-fund/ 

Depending on their home department or unit, faculty members have access to different levels of conference funding. We trust you will exercise discretion in applying for the Vantage College Conference Travel funds so that these funds can benefit colleagues who don’t have access to conference travel funding from another department or unit.

Applications are accepted year-round, on a first-come, first-serve basis, until the fund is depleted (the fiscal year is April 1 – March 31). Reimbursement must occur in the fiscal year in which the work is presented.

Eligible expenses include travel, accommodation, meals (excluding alcohol), and conference registration.

Per UBC Finance policy:

  • Travel by private vehicle may be necessary to save time and/or costs. Reimbursement for costs are made to the driver only and are calculated by applying the mileage (km) rate to the actual driving distance while on UBC business, by the most direct route. The amount claimed should not exceed the full economy airfare.
  • Travellers may be reimbursed for the cost of meals either by submitting receipts for actual meal costs or by claiming meal per diems. Receipts are not required to claim a meal per diem.
  • Travellers may claim a meal per diem for an entire day or partial day. Where a meal per diem is claimed, no additional amount may be claimed for the same meals. Per diems may only be claimed where meals have actually been consumed. Per diems cannot be claimed where meals are already included, such as through conference fees, meetings, etc.

The mileage rate and meal per diems policy is outlined in UBC Policy #83 - Travel & Entertainment Expenses and Administrative Directive (2016). Additional guidelines (effective per October 1, 2017) on eligible and ineligible expenses and maximum amounts for various items can be found in the Expenditure Guidelines.

The funds are available for events at which Vantage faculty members present their work, not for only attending the event. Funds are paid after the event, for reimbursement of expenses, not as travel advance. The application should be submitted to Susanne Schmiesing and must include:

  • the Vantage College Conference Travel Fund application form;
  • evidence of the presentation (e.g., the conference program showing the name of the presenter);
  • original, itemized and dated receipts for all expenses claimed; credit card receipts that are not itemized are not acceptable for reimbursement.