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Travel Policy

Reimbursement for travel and other eligible expenses (see below) related to the CHILD-BRIGHT Annual Meeting 2018 must be submitted to and will be processed by the CHILD-BRIGHT central office team in Montreal.

CHILD-BRIGHT Network is governed by the rules of its host institution The Research Institute of the McGill University Health Centre (RI-MUHC) for processing and payment of travel and expense claims. Claimants must submit requests for reimbursement of personally paid expenses via an RI-MUHC Expense Claim Form within 10 days of the completion of the trip. The RI-MUHC method of reimbursement for all Canadian dollar claims is by direct bank deposit. As such, all claimants will be required to fill out an RI-MUHC Direct Deposit Authorization Form.

Due to the large volume of expense claims being processed following the event, we anticipate that there may delays of up to 3-4 months for reimbursement.

To minimize out of pocket expenses, flights and hotels will be booked using a travel agency that invoices the CHILD-BRIGHT Network central office directly, and the majority of meals will be provided at the Annual Meeting (breakfast, lunch and dinner on December 5, 2018 and breakfast and lunch on December 6 and 7, 2018).

Advance travel payment (to pay for taxi to/from airport and for meals outside those provided at the meeting) is also available to avoid a temporary financial burden. Please contact admin@child-bright.ca to request a travel advance or to discuss coverage of expenses outside those listed below, but necessary to enable a Patient-partner’s participation.

All original receipts as well as credit card confirmations and supporting documentation showing proof of payment must be attached to the expense claim and must be sent to CHILD-BRIGHT Network, 5252 Boul. de Maisonneuve O., Bur. 3F.29, Montreal, QC, H4A 3S5. Receipts must clearly show the vendor name and Canadian sales tax registration numbers where applicable. Photocopies of receipts are not accepted. Where the claimant certifies that a receipt other than for a meal was lost, accidentally destroyed or unattainable, a personal declaration may replace the receipt. The RI MUHC may refuse a personal declaration if they feel the claimant is not acting in good faith.

Eligible expenses

Transportation

For travel by air and by rail, the standard fare is economy class. We strongly encourage you to arrange your trip through McGill Vision Travel Services (see below), as this will allow CHILD-BRIGHT Network to pay for your flight directly. Please book your travel by October 12, 2018. If you purchase your travel independently, we reserve the right to refuse claims that exceed the average air/rail fare between September 15 and November 1, 2018.

McGill Vision Travel Services
Contacts: Lee, Brandon or Maggie; mention group name ‘CHILD-BRIGHT’
mcgill@visionvoyages.ca
T: 514.855.5636 / Toll Free: 1.866.827.7086
M-F: 8:30 a.m. to 5:30 p.m. EST

Please be sure to retain your original ticket (or e-ticket), as this must be included with the Expense Claim.

For travel by personal or rental vehicle:

The mileage reimbursement rate for the use of a personal vehicle is $0.57CAD/kilometer plus parking if any.
Proof of mileage from a reliable source such as MapQuest, is required showing the point of departure to destination.
The standard for vehicle rentals is mid-size. Vehicles rented beyond the mid-size range shall be authorized based on factors such as but not limited to, safety, the needs of the claimant, and the bulk or weight of goods transported.
Proof of vehicle type rented is required.

We ask that you make every effort to select the most cost efficient medium of transport. The RI-MUHC reserves the right to refuse claims where this is shown not to be the case. Kilometer allowance claims should not exceed the actual cost of equivalent rail or economy air fare.

Accommodations

The CHILD-BRIGHT Network will arrange and cover accommodations for up to 2 nights for the Annual Meeting at the conference venue. A 3rd night will be offered to those who register for the Policy Forum on December 7, 2018.

Any cancellation or no show charge will be at the individual’s expense.

Accommodation expenses (if eligible) at another hotel will be reimbursed if reasonably priced, in a safe environment conveniently located and comfortably equipped.

CHILD-BRIGHT Network reserves the right to refuse reimbursement claims for other hotels should the block of pre-arranged rooms at the Alt Hotel Montreal not be filled. We also reserve the right to refuse claims that exceed the rates as offered by the Alt Hotel Montreal, plus applicable taxes.

If choosing a private stay with family or friends a daily lodging fee of $20.00CAD may be reimbursed. The name and location of the family member or friend must be provided with the expense claim.

Meals

Claims for meals outside those provided at the Annual Meeting will be reimbursed at actual cost if supported by a detailed receipt as well as proof of payment. Lost receipts declarations will not be accepted. The maximum per diem allowance for meals is $54.00 per day. In the event of a partial day travel, the following rates are applicable:

Breakfast: $10.00
Lunch: $16.00
Dinner: $28.00

All rates are in Canadian dollars and include gratuities.

Alcohol reimbursements are not permitted for CHILD-BRIGHT Network events.

Download the Expense Claim Form

Download the RI-MUHC Direct Deposit Authorization Form

The CHILD-BRIGHT Network will not reimburse non-eligible expenses and the claimant will have to assume its cost. Please check with the central office at admin@child-bright.ca if you have any question.