Rules for Reimbursement

The National Claims Researchers Planning Committee continues to institute cost saving measures that will allow the workshop to proceed and that we hope will make it possible for you to attend. These measures include:

  • Elimination of translation services.
  • Online registration and conference information.
  • Virtual attendance option for 2024 (not guaranteed for future years)
  • Reduction of travel reimbursement budget. While presenters’ travel will be reimbursed in accordance with these rules, we cannot guarantee full reimbursement of participant travel. Please see paragraphs 7, 8 and 9 for more details.
  • Hotel accommodations are available at reasonable rates at Sonder’s two hotel properties.

Rules for Reimbursement

  1. To be eligible to receive reimbursement, you must work for a First Nation or  First Nation organization and be directly involved in the claims research process.
  2. Federal government employees, who either participate in the Workshop program or attend the Workshop, will not be eligible for reimbursement of travel or other costs.
  3. If your organization receives funding in your budget for 2024/2025 to cover the attendance for one (1) person at the 2024 Workshop, you are not eligible to receive reimbursement.
  4. As the Workshop is intended to provide practical information for First Nation Claim Researchers, organizations are encouraged to send their staff who are responsible for the research and development of claims.
  5. If your organization receives funding for the research and development of specific claims, but the funding does not include finances to attend the NCRW, you will be eligible to apply for reimbursement for the travel and other allowable costs for one (1) person to attend the 2024 Workshop.
  6. Each organization shall cover the costs of any additional staff members’ attendance at the Workshop.
  7. The extent to which reimbursement will be made available will be determined by the total amount of funds that can be devoted from the overall Workshop budget. In all cases, the proper documentation will be required in order to be considered for reimbursement.
  8. The amount of reimbursement to be received (if eligible) cannot be set beforehand; it is not guaranteed that 100% reimbursement will be made.
  9. Payment of reimbursement will be contingent on the following factors:
    • Available budget
    • Priority for reimbursement will be given first to presenters, and secondly to those who pre-register at least one (1) month before the Workshop.
    • Reimbursement for airfare travel costs is limited. Please book well in advance and/or take advantage of seat sales or other discounts in order to qualify for the maximum reimbursement for your travel costs.
    • Reimbursements for all travel expenses (including but not limited to airfare, car rental, public transport and/or mileage claimed) will require receipts or demonstration of travel prior to reimbursements being made.
      • As the NCRW is securing transportation to and from the hotel and conference venue, we will not be able to cover ground transport costs on the 5th, 6th and 7th of November between the two locations.
    • All those applying for reimbursement must register as Workshop participants and secure hotel accommodations at one of the designated hotels, at the rate guaranteed as a part of the conference (for 2024, the max rate is $190/night). Receipts will be required.
    • Meals & incidentals will be reimbursed at the current federal government rates (see reimbursement form for details). Please note reimbursement claims for meals will not be provided if your hotel or the NCRW provides meals.
  10. The Planning Committee must receive completed reimbursement forms, including all required receipts, no later than December 6th, 2024 via our new online submission form linked below. Reimbursement forms received after this date will not be reviewed or considered. The National Workshop Planning Committee will have the final determination on reimbursement.

* For a breakdown of meals, incidentals and mileage rates please visit: https://www.njc-cnm.gc.ca/directive/d10/v238/s659/en