Home
/
Governance and Administration
/
Policies
/
Research grants & conference travel

Research grants & conference travel

Application procedures & guidelines

Faculty not on sabbatical are eligible for the following:

Faculty on sabbatical are eligible for the following:

Issuing of T4As

Faculty members should be aware of the requirements of Revenue Canada for reporting research grants and deducting expenses. The college issues a T4A for all research and travel grants and the individual faculty members should keep their receipts and claim these expenses against their income when filing their personal tax return for that year; or, as an alternative, some members prefer to treat the grant as an expense of the university and submit their receipts to the College and not to receive a T4A.

If a faculty member would prefer not to receive a T4A, and would like the university to expense these amounts, then the member must pay the expenses and ask for reimbursement after submitting expense claims up to the amount authorized by the Research Committee. The member must advise the Research Committee at the time of application for the grant that they wish to be reimbursed for expenses paid and will submit the claim later, so that the committee can advise Accounts Payable when they give notification of the grant.

 

Guideline for conference travel

  • During any year in which she/he is not on sabbatical, each voting member of faculty is eligible for costs related to conference travel to a maximum of $2,000 per budget year (April 1 – March 31).
  • The maximum level of support for any conference will depend on the kind of participation, as outlined in the following five categories:
    1. Delivering a paper or artistic performance (Maximum $2,000)
    2. Participating in a workshop or study session (Maximum $1,125)
    3. Supplementary funding for guest lecture or invited talk at another institution (Maximum $1,125 — honoraria and payments provided by the host institution are to be disclosed in the application and will be deducted from the total amount of supplementary funding)
    4. Chairs of sessions, conference organizers, and others not making specific presentations (Maximum $750)
    5. Auditing (Half of total expenses, maximum $1000)
  • Part-time faculty should receive an amount proportional to the reduction in their teaching load (for example 9 FYP tutorials = full-time).
  • Faculty may claim:
    1. return economy airfare (charter or seat sale rate if possible);
    2. ground transportation;
    3. accommodation: conference rate or any reasonable rate for single accommodation normally not exceeding $100 per night for 5 nights;
    4. meals: $45 per day (for U.S. travel $45 U.S. per day) for no more than 5 days;
    5. registration fee ($200 maximum). The Committee will consider exceptions to this maximum in cases where the registration fee includes meals. Applicants should clarify this and provide supporting documentation where appropriate.
    6. costs of technical aids (e.g. preparation of audio-visual materials needed for presentation).
  • There will be three deadlines for applications: April, September and January (normally the 15th of the month). Priority will be given to conference travel directly related to faculty research (which may include pedagogical or professional topics when such are genuinely related to research leading to publication or improvements in teaching practice rather than to administration of programs).
  • For travel within Canada, see Dalhousie travel rates.
  • For international travel, the Federal Government Treasury Board rates will apply.
  • Research conducted exclusively for the fulfilment of a degree requirement will not be eligible for research and travel funding.

Full and proper documentation must be included with the application for funding to be approved (completed application form, and complete budget with supporting documents).

  • Funding for a second conference trip may be denied if the Committee determines that there are insufficient funds for first conference trips in the second or third rounds within the budget year. Conference funding which does not exceed 10% of the total allotment under a given category will not be counted as a ‘first conference trip’, nor a ‘second conference trip’
  • A maximum grant allowance may be imposed for travel funding for the Congress of¬†Humanities and Social Sciences.

Guidelines for Research Grants

  • During any year in which s/he is not on sabbatical, each faculty member (including teaching fellows but not normally members of joint faculty) is eligible to apply for a research grant. There are two types of research grants: short-term (maximum of $1,000 available per person per year) and long-term ($3500 per person per project). In cases where two or more researchers are engaged in a collaborative project, the maximum is $4,000. Faculty are allowed no more than two consecutive long-term grants in a three-year period and no more than one long-term grant per project.
  • Since funds are limited, faculty cannot expect to receive both short-term and long-term grants during the same budget year(s).
  • For short-term grants, faculty may claim:
    1. costs associated with the preparation of SSHRC grant proposals;
    2. cost of photocopying, bibliographic searches, reproduction expenses (including imaging and copyright fees), etc.;
    3. secretarial and/or research assistance;
    4. research travel costs (to libraries or for consultations and interviews directly related to research project), including economy airfare, ground transportation, accommodation and meals, to a maximum of one week.
  • For long-term grants, faculty may claim:
    1. research travel costs (to libraries or for consultations and interviews directly related to research project), including economy airfare, ground transportation, accommodation and meals, to a maximum of 3 weeks;
    2. cost of photocopying, bibliographic searches;
    3. secretarial and/or research assistance;
    4. supplies (including hardware & software directly required for completion of project, as well as paper, cartridges, postage costs, etc.);
    5. costs associated with preparation of manuscript (including typing, permission fees, index construction, preparation of camera-ready copy including artwork, photos, tables, maps, etc.).
  • It is to be expected that Joint Faculty members eligible for Dalhousie RDF funding will apply first to RDF, and will apply to King’s only for expenses (like research assistance, copyright fees etc.) that are not covered by (or given low priority by) RDF.
  • Any faculty member who has received a research grant from King’s in the past must report on the progress and success of the project for which s/he received that grant (including publications in press or published) before receiving any grant for a new project.
  • In the case that a project for which prospective funding has been awarded cannot be completed (e.g. withdrawal from the University or abandoning the project), the recipient is expected to return the unused funds.
  • There will be three deadlines for application: April, September and January (normally the 15th of the month).
  • Research conducted exclusively for the fulfilment of a degree requirement will not be eligible for research and travel funding.