Eligible Expenses for Conferences PDF Download
Eligible Expenses for Conferences
Ineligible Expenses
a. Honoraria for speakers, except in rare circumstances which must be discussed
with the Executive Director prior to commitment to the speaker
b. Honoraria for organizers
c. Expenses, including travel, of Science Atlantic committee members or other
faculty, unless they are a conference speaker.
d. Expenses related to events involving the consumption of alcohol as a
predominant activity (as stated in the Controlled Substances Policy).
Eligible Expenses
i. Conference Requirements
a. Room rental
b. Insurance coverage (if required)
c. Technician
d. Screens and projectors
e. Tables/chairs
f. Security
ii. Awards
a. Cash prizes
b. Certificates
c. Plaques
iii. Guest Speakers
a. Travel and meals
b. Thank you gift (maximum $75)
iv. Student Delegate Travel
a. Student Travel Grants:
i. In the case that a conference is hosted at Memorial University of
Newfoundland, Science Atlantic provides $1000 for student travel
grants. If organizers plan to provide additional travel funds they
must either raise funds or inquire about the use of Holding
Account funds for this particular purpose (see Holding Account
Policy).
ii. In the case that a conference is hosted on the mainland, Science
Atlantic does not provide student travel grants. If the organizing
committee decides to provide student travel grants they may raise
funds to cover this expense. Student recipients are not required to
be studying in Newfoundland; however, due to increase cost for
travel it is encouraged.
iii. It is the organizer’s responsibility to develop the process of
identifying student grant recipients.
b. Taxi chits
c. Bus (in the case of field trips)
v. Administration
a. PayPal fees
b. Telephone/fax
c. Organizers T-shirts
d. Posters
e. Postage
f. Misc.
vi. Meals and Refreshments
a. Meals (breakfast, nutrition breaks, lunch and dinner): organizers must
ensure these costs are covered by the registration fees.
b. Alcohol: the limited purchase of alcohol served in a legally authorized
venue as an incidental amenity at a conference event (e.g., wine with
banquet dinner, wine and cheese reception). Funds shall not be used to
promote, coordinate, or defray the costs associated events involving the
consumption of alcohol as a predominant activity (as stated in the Alcohol
Use Policy).
c. Tax and Service/Gratuity Fees
vii. PR/Delegate Materials
a. Printing
b. Swag (i.e. t-shirts/bags/other)
c. Name tags
Expense not listed on the Conference Budget Template, nor listed under ineligible expenses
above, must be discussed with Science Atlantic staff and approval from the Executive Director
must be obtained prior to incurring the expense.