General Rules
Costs for travel, food, and accommodation, for the speaker only, are reimbursable if the CEGEP or venue is 16km or more from the speaker’s home (32km round-trip).
Following the session, the speaker must record the expenses on the Fee Payment and Expense Reimbursement Form and send the completed form to UNEQ, along with receipts and a specimen cheque for payment.
Valid receipts: gas receipts; plane, train, or bus tickets; parking receipts; bank or credit card statements. The expense must have been incurred within 10 days before or after the date of the meeting.
Note: People who are registered to collect GST/QST must keep their original supporting documents for accounting purposes; please keep the original documents for your files and send copies to UNEQ.
According to the standards of the Conseil de trésor, reimbursements differ if the speaker is subject to taxes. Expenses reimbursed to a tax-registered person must exclude GST and QST paid in relation to these expenses.
For tax-registered persons, invoicing may therefore be structured as follows:
| Fees | |
| GST on fees | |
| QST on fees | |
| SUB-TOTAL | |
| Transportation (vehicle) | _____ km x $0.525 |
| Meals (total cost, excluding GST and QST) | |
| Lodging (total cost, excluding GST and QST) | |
| TOTAL |
Transportation
- Maximum reimbursement: $700
- By vehicle:
- If you are subject to taxes: $0.525/km
- If you are not subject to taxes: $0.595/km
- By public transit (bus, train, plane):
- Actual cost (minus tax if you are subject to taxes)
- Car rental or rental services (Communauto, Car-to-Go, etc.):
- If you are subject to taxes: $0.525/km
- If not subject to taxes: $0.595/km
Note: Only mileage is reimbursed and UNEQ does not reimburse car or rental service fees.
- Parking:
- Actual cost (minus tax if you are subject to taxes)
Note: Parking expenses are reimbursed even if the distance between home and the CEGEP or venue is less than 16 km.
- Actual cost (minus tax if you are subject to taxes)
Meals
Maximum reimbursement amounts:
| Meal | If you are subject to taxes | If you are not subject to taxes |
| Breakfast | $11.95 | $13.75 |
| Lunch | $16.40 | $18.90 |
| Super | $24.75 | $28.50 |
- For tax-registered people, the reimbursement covers the cost of the meal and tip but excludes taxes.
Example for a lunch (maximum reimbursement for someone subject to taxes: $16.40):
| Example 1: Cost does not reach maximum | Example 2: Cost exceeds maximum |
| Total actual cost: $13.50 | Total actual cost: $20.25 |
| Breakdown of the bill: – Meal: $10.00 – GST: $0.50 – QST: $1.00 – Tip: $2.00 | Breakdown of the bill: – Meal: $15.00 – GST: $0.75 – QST: $1.50 – Tip: $3.00 |
| Reimbursement: $12.00 (actual amount excluding taxes) | Reimbursement: $16.40 (maximum amount reached before taxes) |
Accommodation
- Reimbursement if the trip lasts 12 hours or more (250km round-trip)
- According to the number of activities planned and the distance, several nights of lodging can be reimbursed—contact UNEQ before booking your reservation to ensure your stay will be eligible for reimbursement.
Maximum reimbursement amounts:
| Place of Stay | If you are subject to taxes | If you are not subject to taxes | ||
| Low season (Nov 1—May 31) | High season (June 1—Oct 31) | Low season (Nov 1—May 31) | High season (June 1—Oct 31) | |
| Montreal | $204 | $219 | $235 | $252 |
| National-Capital | $180 | $180 | $207 | $207 |
| Laval, Gatineau, Longueuil, Lac-Beauport, Lac-Delage | $175 | $185 | $201 | $213 |
| Elsewhere in Quebec | $153 | $157 | $176 | $181 |
- For tax-registered people, the reimbursement covers the cost of the overnight stay, tip, and tax on lodging, but excludes GST and QST.
Example for an overnight stay in Quebec City (maximum reimbursement for people subject to taxes: $180):
| Example 1: Cost does not reach maximum | Example 2: Cost exceeds maximum |
| Total cost of expenses, taxes included: $150.90 | Total cost of expenses, taxes included: $203.49 |
| Breakdown of the bill: – Overnight stay: $110.00 – Tax on lodging: $3.85 – GST: $5.69 – QST: $11.36 – Tip: $20.00 | Breakdown of the bill: – Overnight stay: $150.00 – Tax on lodging: $5.25 – GST: $7.75 – QST: $15.49 – Tip: $25.00 |
| Reimbursement: $133.85 (actual amount excluding GST and QST) | Reimbursement: $180 (maximum amount reached before GST and QST) |
Partners
We would also like to express our gratitude to the following sponsors, without whom the Writers in CEGEPs program would not be possible.
