Graduate Student Travel Fund Policies and Procedures

Policy

The Graduate Student Conference Travel Fund is available to full-time active Masters and Doctoral students enrolled in the Department of Psychology Graduate Program.  Students are not eligible while they are taking a leave of absence.  Eligible expenses include: 

  • Conference Travel
  • Other Professional Development Activities (ex. Travel and registration related to specialized training workshops; activity must be approved in advance for reimbursement by Graduate Program Chair)

This funding does not support the reimbursement of tuition, fees, or costs related to travel for normal program activities related to data collection or clinical practicum and residency placements. 

Expenses must have been incurred while the student is enrolled in the Psychology Graduate Program.

Expenses already reimbursed by another source are not eligible for reimbursement by the Department of Psychology. 

Expense claims related to the Psychology Graduate Student Conference Travel Fund are subject to Western University’s travel and expense reimbursement policies and procedures.

Procedure

  1. The annual timeframe is Western’s fiscal year, which runs from May 1st to April 30th of the following year (ex. May 1, 2025 – April 30, 2026). Each April or May, the Graduate Office will issue a call for applications to the fund for conference travel during the upcoming fiscal year. At this time the maximum funds per student will be identified.
  2. If more applications for funding are received than funds available, priority will be given to students presenting their thesis research and seniority in the program.
  3. If funds remain after the initial call for applications in April/May, a second call may be circulated early in the fall term.
  4. The expenses claimed must all be related to the same conference or activity, that occurs during the fiscal year.
  5. Expense claims must be submitted within sixty (60) days of the end of travel or where travel occurred less than sixty (60) days prior to the fiscal year end date of April 30th, claims and supporting documentation must be submitted through PeopleSoft Financials by April 19th.
  6. Expense claims are to be submitted through the online system – https://finance.uwo.ca/psp/fsprdweb/?cmd=lgin&languageCd=ENG&. Please ensure you complete a standard Expense Report. Once you log into PeopleSoft Financials select, Expense Reimbursement / Not Submitted / Create Expense Report, to submit a new claim. Do not complete the Guest/Student Expense Form as this is for individuals external to Western.
  7. Expenses are to be charged to Speed Code: PK16, Account: 645850.
  8. Receipts must be in the claimant’s name. Expenses not incurred by the claimant personally will not be reimbursed.
  9. Please ensure you upload the following documentation to your online expense claim in PeopleSoft Financials prior to submitting your online claim. Please see Appendix A for a checklist. Claims will be returned if any of the following information is not provided as attachments within the online claim: 
  • Electronic copies of receipts detailing items purchased as well as proof of payment receipts (if not already indicated on the itemized receipt). Original credit/debit card slips or credit/debit card statement copies provide proof of payment, but are not considered an itemized receipt. If original itemized receipts have been lost or damaged then an attestation form must be provided   (http://www.uwo.ca/finance/forms/docs/corporate_accounting/attestation.pdf).
  • For mileage claims, provide an electronic copy of the online mapping tool (ex. Google Maps) showing distance traveled.
  • Electronic copy of flight itinerary even if booked through FCM Travel Agency.
  • Supporting documentation that outlines class of travel.
  • Rental car contracts/agreements supporting expenses claimed must be provided and must include the following information:
  • start and end dates of contract/agreement
  • items included in the contract/agreement
  • detailed pricing of items included in contract/agreement.
  • Start and End Dates of travel and conference/professional development activity.
  •  
  • Reason for travel.
  • Electronic copy of conference/professional development activity program, if applicable.
  • Provide proof of presentation at conference, if applicable
  • Supporting documentation to show if meals are included at conference/professional development activity or in travel fares.
  • Justification for any expenses above thresholds.
  • Proof of participation, such as attendance certificate or name badge. 

Online Training for Creating a Travel and Expense Claim

How to create a Travel Expense Claim -

Please see the link Expense Reimbursement Module FAQs - https://www.uwo.ca/finance/training_reference/index.html

Western’s Travel and Expense Reimbursement Forms

Online Travel and Expense Claim – https://finance.uwo.ca/psp/fsprdweb/?cmd=lgin&languageCd=ENG&

Attestation Form

https://www.uwo.ca/finance/forms/docs/corporate_accounting/attestation.pdf

 

Western’s Travel and Expense Reimbursement Policies and Procedures

Travel and Expense Reimbursement Policy - http://www.uwo.ca/univsec/pdf/policies_procedures/section2/mapp216.pdf

Travel and Expense Reimbursement Procedures - http://www.uwo.ca/univsec/pdf/policies_procedures/section2/mapp216_procedure.pdf

APPENDIX A

 

Graduate Conference and Professional Development Fund
Expense Claim Reimbursement
CHECKLIST

 

Information to be included on the online expense claim form:

checklist

 

Start and end dates of travel.

 

Start and end date of conference/professional development activity.

 

Destination.

 

Reason for travel.

 

Explanation of professional development activity, if applicable.

 

Justification of any expenses above thresholds.

 

Supporting documentation that must be uploaded to the online expense claim.

supporting documentation

 

Proof of attendance at conference or professional development activity.

 

Electronic copies of original receipts detailing items purchased as well as proof of payment (if not already indicated on the itemized receipt).

 

Electronic copy of conference/professional development activity program, if applicable.

 

For conference travel claims, provide electronic copy of proof of presentation at conference.

 

Copy of email approval from Graduate Program Chair.

 

For mileage claims, provide a copy of online mapping tool (ex. Google Maps) showing distance traveled.

 

Copy of flight itinerary even if booked through FCM Travel Agency, if applicable.

 

If applicable, rental car contracts/agreements showing the following information:

1)      Start and end date of contract/agreement.

2)      Items included in the contract/agreement.

3)      Detailed pricing of items included in contract/agreement.

 

Supporting documentation to show if meals are included at conference/professional development activity or in travel fares, if applicable.