Indigenous & small community partner travel support
Indigenous and small community partner travel support payments are intended to support Indigenous and small community groups and individuals who need to travel for the purposes of participation in research but don’t have sufficient funds to pay for these costs upfront. Where possible, larger amounts to pay for hotel, airfare or other costs should be paid using UVic c-cards or coordinated through Purchasing Services. These funds are intended to cover travel expenses that can’t be prepaid such as per diems and incidentals.
What is it and when is it appropriate?
- Indigenous and small community partner travel support payments are intended to support Indigenous and small community groups and individuals who need to travel for the purposes of participation in research but do not have sufficient funds to pay for these costs upfront.
- These funds are intended to cover travel expenses that cannot be prepaid such as per diems and incidentals. Where possible, larger amounts to fund hotel, airfare or other costs should be paid using UVic c-cards.
- It is recommended that a maximum of $100 per day to cover per diems and incidentals is covered for up to 5 days.
- Advances can be requested up to 10 business days prior to the start of travel.
What are the risks and who is responsible?
- It is the account holder’s responsibility to ensure that the expenses are applicable to the research area and / or grant before requesting or approving payments.
- The account holder is also responsible for ensuring that these funds are not also claimed after the fact using the expense reimbursement method supported by receipts.
- If the account holder chooses to receive an advance and distributes payments to participants through cash, e-transfer or other methods of payment, the account holder is responsible for maintaining appropriate records to support the distribution of funds.
- Note that the account holder is responsible for recovering the funds from the recipient if the travel support was not required.
What payment options are there?
What documentation needs to be maintained and by who?
- If funds are provided directly to the participant via a , no further supporting documentation is required.
- If funds are provided by an accountable advance, supporting documentation may be required.
- No receipts are required to support the transactions associated with the amounts purchased but proof of distribution (signed or witnessed acknowledgement of receipt or e-transfer confirmation) will be required.
- If paid by e-transfer, attach a copy of the e-transfer confirmation to the accountable advance clearing form.
- If distributed by cash, complete the Indigenous & small community partner travel support fund distribution form with recipient signatures OR a witness signature.
- These funds will be posted to the account holder's FAST account with ACCT code 7012.
- If additional funds are requested as a part of the accountable advance for other purposes such as employee travel or other non-employee expenses, they can be included in the accountable advance amount and cleared in one process.
How do researchers or participants claim other expenses after the fact?
- Larger expenses can be prepaid using a UVic c-card or through coordination with Purchasing Services.
- Other travel expenses can be claimed with supporting receipts after the fact using the existing Travel Expense Reimbursement form and process.
Forms
- Accountable advance clearing
- Indigenous & small community partner travel support fund distribution tracking