Trainee Travel Awards 2018/2019

Period 1: July 1 to December 31, 2018
Period 2: January 1 to June 30, 2019

 

Description:

Up to 32 travel awards are available each year for registered U of T graduate students, undergraduate students, medical students, post-doctoral fellows, medical residents and clinical fellows. There are two funding periods:

Period 1: Up to 10 awards will be available for travel occurring between July 1 and December 31, 2018.
Period 2: Up to 22 awards will be available for travel occurring between January 1 and June 30, 2019 including two Sir Frederick Banting Legacy Foundation Travel Awards.

Eligibility:

  • At the time of abstract submission to the meeting, the trainee must be either:
    A) a registered University of Toronto graduate, undergraduate or medical student
    B) a post-doctoral fellow having received a PhD within the last 5 years, or
    C) a medical resident or clinical fellow having received an MD within the last 9 years.
  • The trainee’s primary supervisor must hold a faculty appointment with the University of Toronto at the level of Assistant, Associate or Full Professor and must also be a registered member* of the Banting & Best Diabetes Centre at the time of application submission. (*Faculty who are new to the field of diabetes research and are not members of the BBDC can request free membership by contacting the Centre prior to submitting an application. For more information, please see the Membership section of this website.)
  • Trainees will be eligible for a Travel Award upon written confirmation of acceptance of a first author abstract for oral or poster presentation at a national or international meeting/conference. Only one trainee per abstract will be considered for an award (e.g. co-first authors are not eligible).
  • The content of the abstract must be directly relevant to diabetes.
  • The primary supervisor must be the senior (last) author of the abstract.
  • Trainees cannot submit the same abstract if the abstract was funded in a previous BBDC Trainee Travel Award competition.
  • Only one award will be granted per trainee per BBDC fiscal year (July 1 to June 30). Therefore, trainees who receive a BBDC Travel Award in period 1 are not eligible to submit an application for period 2.
  • Trainees may submit up to two abstracts per competition. If submitting more than one abstract, please submit each abstract as a separate  application package.
  • Under normal circumstances awards will be limited to three per lab per BBDC fiscal year (July 1 to June 30), although supervisors may submit more than three applications per year.

Amount:

Up to $1,000 (Canadian) for eligible travel expenses will be reimbursed to the trainee (or supervisor) after travel to the meeting has occurred.

Evaluation Criteria:

Abstracts are reviewed by members of the Trainee Advancement & Development Committee (a sub-group of the Training Research & Excellence Committee) and will be evaluated on the following criteria:

  • Clear and direct relevance of the work to diabetes. The content of the abstract must clearly demonstrate the direct relevance of the work to diabetes in order to receive a favorable score for funding.
  • Well-written
  • Demonstration of novel findings with a clear significance to diabetes
  • Type of conference (national or international)
  • A minor component of the evaluation may be based on any other criteria that the reviewers consider relevant to this competition.

Application Procedure:

Submit both a paper and electronic copy of the completed application form, abstract, and abstract acceptance letter (if received) to the BBDC by the deadline date. See application form for complete instructions.

Download the 2018/2019 Trainee Travel Awards Application Form (PDF)

If notification of abstract acceptance is not received before the Travel Award application deadline date, please submit the application form and abstract to the BBDC by the deadline date, then forward a copy of the acceptance letter as soon as it is received. In the event that the abstract is not accepted for presentation, the application will be removed from consideration.

Application Deadlines:

Period 1: For travel occurring between July 1 and December 31, 2018 the deadline for receipt of applications is 4 p.m., October 2, 2018. Late or incomplete applications will not be considered.

Period 2: For travel occurring between January 1 and June 30, 2019 the deadline for receipt of applications is 4 p.m., April 16, 2019. Late or incomplete applications will not be considered.

Notifications:

Period 1: All applicants will be notified in December 2018. Funding decisions will also be posted on the BBDC’s web site.

Period 2: All applicants will be notified in June 2019. Funding decisions will also be posted on the BBDC’s web site.

Other Terms:

Trainees are encouraged to apply for all other possible travel awards. Supervisors must agree to provide the remaining funding required for the trainee to attend the meeting.

Successful applicants will be reimbursed for travel expenses upon presentation of original receipts only after travel has occurred. Photocopies of receipts or credit card slips or statements not accompanied by the original itemized receipts will NOT be accepted.

Reimbursement can be paid to the trainee or to the supervisor if travel expenses were paid from the supervisor’s grant. The BBDC will NOT reimburse the student or supervisor for travel funding obtained from other sources, including other University departments or extra-departmental units.

Eligible Travel Expenses*:

*If conference is held in Toronto, reimbursement will only be provided for conference registration fee, abstract submission fee, and public transportation or parking fees. Reimbursement for meals will not be provided unless meals are not included in the conference registration fee.

  • Conference registration fee. A receipt from the conference organizers must be provided.
  • Abstract submission fee. A receipt from the conference organizers must be provided.
  • Return economy airfare. Airfare should be booked a minimum of 8 weeks in advance of travel dates to obtain discounted rate. The receipt must document the flight itinerary and cost of airfare. All boarding passes must be provided when claiming only air fair. When personal travel is combined with business travel, the claimant will be reimbursed for only the business portion of the trip at the lowest available fare. Where the allocation of business versus personal travel is not clearly evident (e.g. a multi-destination airline ticket, stop-overs, extended stays, etc.), then an airfare quote for the “business portion only”, taken at the same time as the actual airline booking, must be provided to the BBDC. The airfare quote for the business portion of the trip will be the reimbursable amount, if this amount is lower. Failure to provide a quote for the business portion only will result in partial reimbursement of the airfare.
  • Airline checked baggage fee (except excess or overweight baggage fees). Maximum of one checked baggage fee per flight.
  • Rail or bus fare. Original ticket or receipt must be provided.
  • Standard accommodations. A detailed hotel invoice must be provided. Claimants are advised that there may be difficulty in obtaining a detailed hotel bill if the room was booked and prepaid through an on-line service. However, the claimant is still responsible for obtaining a detailed hotel invoice as proof of stay and payment prior to leaving the hotel. Reimbursement will not be provided for charges such as entertainment, internet, special facilities charges, or laundry service.
  • Taxi fares or shuttles.
  • Public transportation. Original ticket or receipt must be provided.
  • Meals (maximum $55/day in Canada; $75/day in the US or international). Itemized bills listing all items purchased must be provided. The claim for reimbursement should represent only those meals consumed and paid for by the trainee. In the case of group meals, the trainee will only be reimbursed for his/her portion of the bill plus taxes.
  • Use of personal vehicle. Reimbursement of $0.47 per kilometer will be provided if using a personally owned automobile for short distance travel (i.e. outside of Toronto and less than 500 km from the GTA).
  • Parking fees if using a personally owned automobile.
  • Poster printing (Poster storage tubes are not an eligible expense.)

Ineligible Travel Expenses:

  • Local or long distance telephone calls
  • Internet fees
  • Hotel special facilities charges, or laundry service
  • Personal travel and medical insurance
  • Passport or travel visa costs
  • Excess or overweight baggage charges
  • Educational or other materials purchased at the meeting
  • Entertainment
  • Alcohol
  • Poster storage tubes

Inquiries:

Sanam Tajadod
Phone: (416) 978-3498
Fax: (416) 978-4108
E-mail: admin.bbdc@utoronto.ca