Travel Information for Indigenous Community Representatives
Each delegate is eligible for up to three (3) nights for lodging (single or double occupancy, a special rate of $189.00/night plus taxes, each additional guest over two people in the same room is $30.00/night plus taxes per person). Additional nights are possible with prior approval based on delegate destination. Please email firstname.lastname@example.org for any questions or pre approval for the 4th night.
Please make your guestroom reservations by no later than January 29, 2020.
Reservations for event will be made by individual attendees directly with the hotel using this link
Guestrooms (room and tax only) for the two designated First Nation representatives will be paid for by Nautsa mawt Tribal Council. Additional room charges, however, are the responsibility of the delegate. If your First Nation has approved more than two delegates, the additional delegates must pay their own hotel room costs.
Booking Travel - Who makes my travel arrangements?
Individuals are responsible for coordinating and booking their own travel and accommodation arrangements regardless of the billing arrangements above. The Westin Calgary Hotel room bookings must be made using the following link.
Can I get a travel advance?
Travel advances will not be issued.
SUBMITTING TRAVEL CLAIMS
Up to 2 participants per nation are eligible for travel reimbursement. Participants in southern communities (south of the 55th parallel) will be entitled to reimbursement up to $2500.00 each and those in northern communities (north of the 55th parallel) will be entitled to claim up to $4000.00.
How do I submit an expense claim?
Travel claim forms will be distributed onsite and electronic copies will be sent out in early January 2020 in order to make the final arrangements for your travel. Designated delegates must submit a Travel Expense Claim Form with receipts as outlined on the form.
I’d like to drive instead of fly:
If you intend to use your own car to travel to the event, you will be reimbursed for the number of kilometres between your residence and your lodging and the event (See http://www.njc-cnm.gc.ca/directive/d10/v238/s658/en for current kilometric rates in your province/territory.) No other expenses will be reimbursed for travel in a private vehicle (e.g. fuel). Travellers must use the most economical method of travel. If exceptions are required or if you have any questions as to how this applies to your travel plans, please contact us at email@example.com.
What receipts are required?
No receipts are required for meal allowances. You cannot claim a per diem for a meal which was provided at the event. Examples of required receipts would be any eligible parking, eligible taxis or ferry costs.
The two designated First Nations delegates can request reimbursement for self-parking during the event dates. Receipts are required. No valet parking charges are eligible for reimbursement. Should you fly into Calgary and rent a vehicle, vehicle rental and associated parking charges are ineligible.
Are incidental rates covered?
Incidentals such as gratuities, laundry, bottled water, telephone calls and other services are not covered and are not eligible for reimbursement.
Delegates will not be reimbursed for the following: travel time to or from the event, any expenses not specifically referenced in this document or on the travel form, or an incremental cost due to a change of plans or cancellation by the participant.
When must I submit my travel claim?
Eligible delegates are responsible for requesting reimbursement by submitting your travel Expense Claim with original receipts no later than March 14, 2020. Claims with required receipts can be forwarded to firstname.lastname@example.org
Questions can be directed to event coordinator: Allison Gavin at (email)
telephone: (604) 943-6712 or Toll Free: 1 (888) 382-7711