{"id":919,"date":"2015-03-30T09:19:06","date_gmt":"2015-03-30T09:19:06","guid":{"rendered":"http:\/\/carleton.ca\/northernresearch\/?page_id=919"},"modified":"2026-02-13T10:30:10","modified_gmt":"2026-02-13T15:30:10","slug":"travel","status":"publish","type":"page","link":"https:\/\/carleton.ca\/northernresearch\/nstp\/travel\/","title":{"rendered":"Travel"},"content":{"rendered":"\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n            <div class=\"cu-textmedia flex flex-col lg:flex-row mx-auto gap-6 md:gap-10 my-6 md:my-12 first:mt-0 max-w-5xl\">\n        <div class=\"justify-start cu-textmedia-content cu-prose-first-last\" style=\"flex: 0 0 100%;\">\n            <header class=\"font-light prose-xl cu-pageheader md:prose-2xl cu-component-updated cu-prose-first-last\">\n                                    <h1 class=\"cu-prose-first-last font-semibold !mt-2 mb-4 md:mb-6 relative after:absolute after:h-px after:bottom-0 after:bg-cu-red after:left-px text-3xl md:text-4xl lg:text-5xl lg:leading-[3.5rem] pb-5 after:w-10 text-cu-black-700 not-prose\">\n                        Travel\n                    <\/h1>\n                \n                                \n                            <\/header>\n\n                    <\/div>\n\n            <\/div>\n\n    <\/div>\n<\/section>\n\n\n\n<p><strong class=\"myprefix-text-bold\">Before you travel<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Finalize your <a href=\"https:\/\/carleton.ca\/ehs\/field-safety\">Field Activity Safety Plan<\/a> and send it to the <a href=\"http:\/\/carleton.ca\/northernresearch\/nrc\/#chair\">Northern Research Committee Chair<\/a> for review and signature (or get it signed by your Department Chair).<\/li>\n\n\n\n<li>If you have large out-of-pocket expenses (e.g., a plane ticket), you may apply for a travel advance through the Carleton travel and expense reimbursement web site (follow the steps below for a travel expense claim, but complete a travel advance instead).<\/li>\n<\/ul>\n\n\n\n<p><strong class=\"myprefix-text-bold\">After you travel<\/strong><\/p>\n\n\n\n<p>There are 3 common scenarios:<\/p>\n\n\n\n<p><strong>A) Your supervisor (or someone else from your research group) paid for your expenses and claimed them already on your supervisor&#8217;s fund.<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Ask your supervisor to send the <a href=\"http:\/\/carleton.ca\/northernresearch\/nrc\/#chair\">Northern Research Committee Chair<\/a> an email with the travel expense report number, the total amount claimed, and the fund\/org number that the expenses were claimed to, to initiate transfer.<\/li>\n<\/ol>\n\n\n\n<p><strong>B) You paid your own travel expenses and your supervisor has a fund that you can claim these to.&nbsp;<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Get an account on the Carleton travel and expense reimbursement system (<a href=\"http:\/\/carleton.ca\/facts\/travel\" target=\"_blank\" rel=\"noopener noreferrer\">http:\/\/carleton.ca\/facts\/travel<\/a>), if you don\u2019t already have one.<\/li>\n\n\n\n<li>Be sure to specify your thesis supervisor as your \u2018supervisor\u2019 in the travel system.<\/li>\n\n\n\n<li>Claim your expenses to the six-digit fund number and three-digit org number your supervisor tells you to.<\/li>\n\n\n\n<li>Make sure that you write in the travel claim comments that: <strong>\u201cThis claim is associated with NSTP-funded field research\u201d<\/strong>.<\/li>\n\n\n\n<li>Submit your claim for approval.<\/li>\n\n\n\n<li>After it goes through, ask your supervisor to send the <a href=\"http:\/\/carleton.ca\/northernresearch\/nrc\/#chair\">Northern Research Committee Chair<\/a> an email with the travel expense report number, the total amount claimed, and the fund\/org number that the expenses were claimed to, to initiate transfer.<\/li>\n<\/ol>\n\n\n\n<p><strong>C) You paid your own travel expenses and your supervisor does NOT have a fund that you can claim these to.&nbsp;<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Send an email to the <a href=\"http:\/\/carleton.ca\/northernresearch\/nrc\/#chair\">Northern Research Committee Chair<\/a> to request that you be allowed to claim directly to the NSTP fund (include your student number).<\/li>\n\n\n\n<li>Get an account on the Carleton travel and expense reimbursement system (<a href=\"http:\/\/carleton.ca\/facts\/travel\" target=\"_blank\" rel=\"noopener noreferrer\">http:\/\/carleton.ca\/facts\/travel<\/a>), if you don\u2019t already have one.<\/li>\n\n\n\n<li>Be sure to specify your thesis supervisor as your \u2018supervisor\u2019 in the travel system.<\/li>\n\n\n\n<li>Claim NSTP-eligible expenses up to your allocation amount to fund 301000\/370 (this will only be possible if you have been given access &#8212; see step 1).<\/li>\n\n\n\n<li>Submit your claim for approval.<\/li>\n<\/ol>\n\n\n\n<p><strong class=\"myprefix-text-bold\">Getting help with SAP Concur<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The travel\/expense reimbursement system has excellent how-to guides and an FAQ <a href=\"https:\/\/carleton.ca\/facts\/travel\/#sect2\">here<\/a>.<\/li>\n<\/ul>\n\n\n\n<p><strong class=\"myprefix-text-bold\">Notes for supervisors<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Option A and B are the most flexible and advantageous to you (strongly recommended).<\/li>\n\n\n\n<li>If you are opting for A or B, please <b>ensure that travel claims have NSTP-eligible expenses<\/b> (see below)<b> that equal your student\u2019s current NSTP funding allocation<\/b><i> (and preferably exceed it by a healthy margin, since this will take full advantage of tax rebates and makes it easy to move more expenses should NSTP allocations increase).&nbsp;<\/i><\/li>\n\n\n\n<li>If your research fund has a low balance, Research Accounting will allow your student to overspend it up to the NSTP funding allocation amount (Please notify your Financial Administrator <em>and<\/em> the <a href=\"http:\/\/carleton.ca\/northernresearch\/nrc\/#chair\">Northern Research Committee Chair<\/a>, if this is required).<\/li>\n<\/ul>\n\n\n\n<p><strong class=\"myprefix-text-bold\">Eligible expenses<\/strong><\/p>\n\n\n\n<p>Please keep in mind that NSTP is meant to supplement other sources of funding.&nbsp;NSTP funds are to assist in defraying the additional costs attributable to northern research projects:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>transportation costs<\/li>\n\n\n\n<li>living expenses<\/li>\n\n\n\n<li>freight costs<\/li>\n\n\n\n<li>interpreter fees<\/li>\n<\/ul>\n\n\n\n<p>The following are <em>not<\/em> eligible:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>research outside the NSTP&#8217;s geographical boundary;<\/li>\n\n\n\n<li>research unrelated to your thesis;<\/li>\n\n\n\n<li>student employment or field courses;<\/li>\n\n\n\n<li>research that does not require a sojourn in the North;<\/li>\n\n\n\n<li>field assistants;<\/li>\n\n\n\n<li>purchase of equipment;<\/li>\n\n\n\n<li>payment of salaries other than interpreters and community experts\/elders engaged in the research project; and,<\/li>\n\n\n\n<li>for timelines beyond that which NSTP allocates according to degree program (i.e. 1 year for thesis-based undergraduate research; 2 years for thesis-based Master&#8217;s research; and 3 years for thesis-based Doctoral research).<\/li>\n<\/ul>\n\n\n\n<p>For more information on eligible expenses, please consult the <a href=\"https:\/\/www.canada.ca\/en\/polar-knowledge\/funding\/nstp-information-manual.html#guide-criteria\">funding\/eligibility section<\/a> in the <a href=\"https:\/\/www.canada.ca\/en\/polar-knowledge\/funding\/nstp-information-manual.html\">NSTP Information Manual<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Before you travel After you travel There are 3 common scenarios: A) Your supervisor (or someone else from your research group) paid for your expenses and claimed them already on your supervisor&#8217;s fund. B) You paid your own travel expenses and your supervisor has a fund that you can claim these to.&nbsp; C) You paid [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":54,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_cu_dining_location_slug":"","footnotes":"","_links_to":"","_links_to_target":""},"cu_page_type":[],"class_list":["post-919","page","type-page","status-publish","hentry"],"acf":{"cu_post_thumbnail":""},"_links":{"self":[{"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/pages\/919","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/comments?post=919"}],"version-history":[{"count":3,"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/pages\/919\/revisions"}],"predecessor-version":[{"id":1671,"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/pages\/919\/revisions\/1671"}],"up":[{"embeddable":true,"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/pages\/54"}],"wp:attachment":[{"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/media?parent=919"}],"wp:term":[{"taxonomy":"cu_page_type","embeddable":true,"href":"https:\/\/carleton.ca\/northernresearch\/wp-json\/wp\/v2\/cu_page_type?post=919"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}