Y OUTH S CIENCE FOUNDATION CANADA FONDATION S CIENCES JEUNESSE CANADA
CWSF Equalized Travel Plan
Policy Number: Policy Section: Approved By: Date Approved: Date Effective: Date Last Amended: Date of Next Review: Related Policies: Contact: Executive Director 3.1.5 3.1 Programs – Science Fairs Executive Director, NSFC October 16 2004 Immediately November 28 2007 On or before November 28 2010
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Introduction The Equalized Travel Plan provides centralized administration for the logistics associated with the round trip transportation of participants to the CWSF host city. Travel arrangements are made by YSF Canada. The best possible group rates through a travel agent are obtained at the time of booking. The objectives of the plan are to equalize the cost of travel for regional CWSF participants across Canada in any particular year and to protect against significant fluctuation of travel cost to the regions and YSF Canada within a particular year. This plan ensures that all regions have access to affordable travel, regardless of the location of the CWSF, and makes participation from remote regions possible. Participation is mandatory for all affiliated regions, including the CWSF Host Committee’s region. Participation in the plan is restricted to finalists, delegates, alternate delegates and support adults. Operation A travel fee shall be determined after consultation with commercial air and surface carriers, designated travel agent(s), and considering recent participation patterns, the distribution of participants across Canada and the location of the CWSF. This fee shall be announced to regions no later than October 1 in the year preceding travel. The travel fee shall be payable to YSF Canada and comprises two payments, which may be combined with other fees: a) All regions shall pay a non-refundable deposit based on their expected number of participants in the Plan for the year. The deadline for payment shall be in December. b) The balance shall be paid by a due date in April established by YSF Canada. Regions designated for air travel will normally receive a tentative flight schedule in March. No changes will be made after airline tickets are processed. YSF Canada will not be responsible for additional costs associated with lost tickets, missed connections or other unforeseen events.
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Surplus funds generated by the travel plan in any particular year shall be partially credited to the regions in the next year and partially retained to stabilize the travel costs in future years. A deficit generated by the travel plan in any particular year will reduce the accumulated surplus and, if necessary, may be charged to regions in the next year. Air Travel YSF Canada shall arrange for economical air travel giving consideration to fares, scheduling, and flexibility as well as airline deposit requirements, change fees, incentives and refund policies. Regions shall not have a choice of airline. Surface Travel YSF Canada designates which affiliated regions shall use surface travel based on an eight-hour surface travel radius from the CWSF site. All regions using surface travel pay the same travel fee as regions travelling by air. YSF Canada shall coordinate or arrange commercial surface travel (e.g., VIA Rail, Coach Canada, Greyhound) unless otherwise specified. a) Commercial surface travel is required for regions greater than 200 km from the CWSF site to ensure appropriate liability insurance coverage for YSF Canada and the supervising adults. b) Commercial surface travel is strongly recommended for regions within 200 km of the CWSF. Except where commercial surface transportation cannot be arranged by YSF Canada, the use of personal or rental vehicles to transport CWSF participants (other than the driver’s immediate family members) greater than 200 kmshall not be permitted. Regions that are more than eight hours surface travel distance from the CWSF site and who desire, for their own convenience, to use commercial surface travel, may be permitted to do so, providing YSF Canada is notified upon affiliation. Expense claims Following the CWSF, regions permitted at affiliation by YSF Canada to make their own surface travel arrangements may submit a claim form to YSF Canada for eligible travel expenses to and from the CWSF site. Eligible expenses include: a) commercial surface travel (e.g., rail, highway coach) tickets b) rental of a passenger van - paid invoice and fuel receipts (maximum of 400 km and 1 vehicle per 5 or fewer CWSF participants) c) use of a personal vehicle - total km x YSF Canada approved rate (maximum of 400 km and 1 vehicle per 3 or fewer CWSF participants) d) other surface travel expenses approved in advance by YSF Canada. Regions designated for surface travel may not claim the following: a) meals and/or overnight accommodations. A region’s total surface travel claim shall not exceed the cost of commercial surface or air travel for the region, as determined by YSF Canada. Regions electing to make their own travel arrangements without written approval from YSF Canada shall not be eligible to claim expenses and shall be responsible to YSF Canada for all costs associated with unused travel.
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All claims for expenses incurred in a calendar year under this policy must be submitted and received by YSF Canada by June 30 of that calendar year. No reimbursement will be made after this deadline under any circumstances. All expense claims must include original receipts supporting the amounts claimed, where applicable. No reimbursement will be made to claims without receipts. Overnight Travel Accommodations Where it is necessary for YSF Canada to include an overnight stay during air travel, the region shall be responsible for making reservations, paying the bill and submitting an expense claim with receipts to YSF Canada for reimbursement. Finalists shall be accommodated in separate rooms according to gender. Supervising adults (e.g., delegates and alternate delegates) shall not share rooms with finalists unless they are a parent/guardian of the finalist. Regions requiring overnight accommodation may claim actual meal costs, not exceeding the designated maximum. Cancellation or Changes to Airline Tickets The travel agent is not authorized to make any changes to the travel arrangements without YSF Canada’s approval. No changes will be made after tickets are processed. Project Shipping Projects to be shipped by air must be properly packaged to prevent damage, and arrangements must be made to ship by air cargo or by courier to the CWSF site. Regions are responsible for all shipping costs. Each air carrier determines its own baggage regulations and may charge for extra or oversize pieces of luggage. These charges are not covered under the Equalized Travel Plan.
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