HOW LONG DO I HAVE TO SUBMIT MY APPLICATION?

DO I NEED TO BOOK THE FLIGHT, REGISTER FOR THE CONFERENCE, AND BOOK THE HOTEL (IF NECESSARY) MYSELF?

ARE THERE ANY MEMBERSHIP FEES TO JOIN ExCO?

WHAT ARE THE REIMBURSEMENT LIMITS FOR THE CONFERENCES?

WHERE CAN I SEE THE INDIVIDUAL CONFERENCES FOR EACH TERM?

No. There are no membership fees to be a part of ExCO.

FREQUENTLY ASKED

QUESTIONS

TERM 2 

CONFERENCES

*Note: ExCo does not reimburse for any food, entertainment, or related expenses.

Listed Conferences are the conferences that you will find listed on the ExCO website. More specifically, the Term 1 and Term 2 Conferences Tab. To apply for funding to attend a listed conference, complete and submit the Application Package, alongside a cover letter explaining why you are interested in attending the external conference. 

To apply for funding for unlisted conferences, simply include background information and details about the conference along with the link to the conference website when you email your application.

Yes, you will need to book your flight, register for the conference, and book your hotel yourself*. That being said, make sure you KEEP YOUR RECEIPTS for reimbursement. 

Please submit your application documents AT LEAST 2 weeks prior to the start of the conference.

 

WHAT ARE LISTED CONFERENCES?

HOW DO I APPLY FOR FUNDING TO A CONFERENCE THAT IS NOT ON THE LIST?

HOW DOES THE APPLICANT SCREENING PROCESS WORK?

WILL I BE ABLE TO ATTEND CONFERENCES WITH MY FRIENDS?

Applicants are screened in order to ensure that (1) the applicant will not be going over their ExCo subsidized conference limit with this conference and (2) that the applicant is serious about attending and that there is a value-added for them by attending. Applicants are also screened more critically if there are too many applicants applying for reimbursements.

Most applicants get through the screening process, so it is likely that you and your friends will be approved. You may also note in your application that you are applying with other people and would not like to be accepted if your team members are not either.

HOW MANY CONFERENCES CAN I ATTEND WITH FUNDING FROM ExCo?

Typically, students can only attend one conference a year. However, given the situation with COVID-19, we are currently offering to subsidize 100% of up to two virtual conferences.

WHAT COUNTS AS AN EXTERNAL CONFERENCE?

An external conference is a value-added conference, competition, or event that is not operated by the Sauder CUS or by any subsidiary organization of the UBC AMS, meaning that it cannot be affiliated with Sauder or UBC in any way.

WHAT IF SOMEONE ELSE PAID FOR MY COSTS?

Please send us verification that you have paid back your portion in full to the individual who paid for your costs (proof of e-transfer in a bank statement, etc.) as well as the original receipt with an indication as to how many people split the shared cost.

HOW MANY PIECES OF VERIFICATION ARE REQUIRED PER TRANSACTION?

For every expense, you are required to provide a bank statement proof and a receipt of purchase.

WHAT DO VALID FORMS OF PAYMENT LOOK LIKE?

Official bank statements and receipts showing proof of payment.

CAN I STAY LONGER THAN THE CONFERENCE DATES?

ExCo does not subsidize for extended stays. If you choose to stay beyond one day more than the conference dates, we will use a pro-rating system to calculate the cost of your trip.

  • Example: You purchase your flight ticket for $500. You plan to attend a 2-day conference, but you decide to stay a total of 10 days. The calculation is as follows: 
  • ($500 flight ticket / #10 days travel period) = $50/travel day. 

  • $50/travel day * (2-day conference + 1 additional day) = $150 eligible flight expense

WHAT KIND OF RECEIPTS SHOULD I KEEP FROM MY TRIP?

All costs that you wish to be reimbursed for must have an accompanying receipt. This means that you should have receipt proof for all travel expenses (local and flight), accommodation expenses, and delegate fee expenses.

WHAT IF THE ESTIMATED COSTS ON MY APPLICATION IS DIFFERENT FROM THE ACTUAL COST?

WHAT IS INCLUDED IN TRANSPORTATION COSTS?

Regular transportation costs would include any transportation that would get you to the event location and back (e.g. flight fair). Local transportation costs would include anything that helps you get around while at the location event (e.g. Uber fair, taxi fair, bus fair).

We use estimated costs to properly calculate whether or not we can accommodate for a specific applicant in our budget, so it is incredibly important to be as accurate with estimates as possible. If the difference is drastic, we may be unable to reimburse you for the full amount.

DOES ExCo PAY FOR MY FOOD AND BEVERAGE COSTS?

.ExCo does not pay for food and beverage costs. If a conference provides food to a student throughout the conference, we will need a quote from conference holders (an email would suffice) for the rough break down of costs (Example: roughly 20% of the applicant’s delegate fee went to food) so that the food percentage can be deducted from the delegate fee.

 

WITHIN 30 DAYS of the conference end date:

1. Prepare and submit a 200-250 word summary of the learning outcomes of the participated conference as well as three photos of the delegate at the conference. 

*Note: Send your summary, photos, and receipts to our team by contacting the ExCO exec who approved you. Your reimbursement will not be processed unless all three are submited.

2. For reimbursements:

  • Contact the ExCO exec who approved you to submit your receipts.

  • Screenshots and/or pictures of receipts will not be accepted. For online receipts, please download the entire copy. For non-online receipts, please scan them.

  • Reimbursements are usually given through a check or cash by the AMS. However, given the situation with COVID-19, the AMS is currently reimbursing students through e-transfer.

  • In order to receive your reimbursement, you will need to fill out the post-conference tasks google form within 30 days from the end of your conference date.

I HAVE JUST ARRIVED BACK FROM MY CONFERENCE. HOW DO I GET MY REIMBURSEMENT?