Organization of Teams for Field Visits

  1. Thorough consultation with program coordinators and cluster leaders, each research program may organize separate annual field visits or do so in collaboration with one or both of the other two research programs;
  2. In order to maximize participation from all team members, annual field visits managed by all three individual programs should attempt to be arranged continuously, ranging from the beginning of June to mid-August;
  3. Each research program must submit its annual fieldwork proposal to the Fieldwork Committee by the end of October  this committee will render decisions about the proposals by the end of November;
  4. In order to promote interaction between our team members, we encourage every team member, including a program coordinator or cluster leader, to participate in as many cluster projects as he or she may (there are seven cluster projects in each of Years 1-3, and eight in each of Years 4-6). Please note that regardless of how many research clusters in which a team member participates, he or she is only entitled to one unit of annual research funds.
  5. Although exceptions can be permitted, in general we recommend that one cluster will be composed of 5 officially affiliated members (4 cluster members plus 1 cluster leader), although the cluster may accept more team members who are officially affiliated with other clusters, or even scholars who are not officially affiliated with this grant (these “non-SSHRC” scholars, unless recruited for special reasons, will support their field visits with their own funds);

Use of the Funds for Field Visits

  1. Each project participant is allocated funds according to their role in the project. These funds will be used to support, primarily though not exclusively, each team member’s fieldwork in the form of subsidies to his or her airfare and transportation costs, housing and per diems, fieldwork-required devices.  Use of funds must adhere to the Tri-Agency Financial Administration Guide, available on line by visiting here.
  2. These funds will be allocated in addition to substantial support that each of our EA partners may provide in the form of travel subsidies and free accommodation for the conferences to be organized during the annual fieldwork period, as well as visiting professorships, which team members based in Europe and N. America may utilize.
  3. Team members are encouraged to bring one of their students (graduate students or senior undergraduates) with them to EA. Funding for student participants will be provided either by a researcher’s home institution, or through funding programs supported by this grant.
  4. Team members are encouraged to secure supplemental funding from external sources, including their home institutions.
  5. Team members who cannot join any part of annual fieldwork projects during a specific year cannot claim research funds for that year. He or she may however, recommend a colleague from his or her institution to participate in the fieldwork.
  6. In case no colleague accepts his or her recommendation, the fieldwork funds will be carried over for one year only.
  7. We understand that not all of our team members will be able to join every one of the annual fieldwork opportunities to be arranged over the life of the project. Team members who may be unable to join part or any of the fieldwork opportunities are encouraged to assist us with training and mentoring, and/or other matters related to the success of this project. For example, this could include creating textbook units, producing online instructional materials, or training videos. Funding is not available for events or workshops.

Frequently Asked Questions

 1. Can participants conduct field visits in other months? Some expressed concern that their schedules may not allow for this timing, or that the timing may not be ideal for some field sites (too hot, possible flooding, etc.).
A: Cluster leaders are encouraged to arrange site visits during the summer; however, they may note on the proposal form if this is not possible, and why.

2. Can field visits include destinations that are not located in East Asia? For example, at a library with rare manuscripts and prints.
A: NO. Cluster leaders must visit a site in East Asia each year while their cluster is active.

3. Can funds be used to hire research assistants to analyze material that has recently been made available?
A: NO (mostly). If you feel that a request is justified, submit a proposal for review by the Executive Committee. These will be evaluated on a case-by-case basis.

4. Can I use Airbnb instead of a hotel for accommodation?
A: YES. Please ensure the receipt is marked PAID.

5. Can I use some of the funds for buying books related to my topic?
A: YES.

6. As part of my trip to Japan, can I stop in Beijing (before or after Japan) for library research and meeting people? Can I claim the expenses incurred there?
A: YES. This stop is in East Asia and is part of the visit. The sponsor requires that names and affiliations of people you meet with be submitted, along with justification for the relevance to the project.

7. Can I spend my own quota for other trips related to my research? E.g. going to St. Petersburg or Paris to look at manuscripts.
A: NO. This stop is not part of the visit, is not in East Asia, and provides no direct benefit to the project.

8. I will be stopping in another city on my way to the site visit. Can I still claim the airfare?
A: YES, up to the amount a direct flight would have cost. Please ensure you submit a quote showing the direct price, along with your claim.

Reimbursements

Use of funds must adhere to the Tri-Agency Financial Administration Guide, available on line by visiting here.

Eligible expenses include airfare, ground transportation, meals and accommodation (if not provided by the visit). No receipts for meals are needed, and are reimbursed on a per diem basis ($14US-breakfast, $16US –lunch, $30US – dinner, or $60US for a whole day). We will be using claim forms (see below) that can be used to submit a claim with all original, itemized receipts (not credit card slips) and boarding passes. If you are missing any receipts or boarding passes, please complete the relevant forms below to show that you will not claim them elsewhere. To avoid any delays when submitting your form, please clearly number your receipts as they are listed on the claim form, and provide enough translation to show what the expense is for including the amount. Unfortunately, we are unable to reimburse participants until they return from the visit. Please contact vicky.baker@ubc.ca if you would like to verify the eligibility of other expenses.  For payments made to banks outside of Canada and the US, please also complete the Wire Transfer Form below. It is highly recommended that you scan you claim and send by email.

Travel Claim form

Wire Transfer Form

Missing boarding pass

Missing Receipt Form

It is highly recommended that you scan you claim and send by email before sending hard copies. All original receipts, boarding passes, and the claim form should be mailed to:

Vicky Baker
UBC Department of Asian Studies
1871 West Mall
Vancouver, BC
V6T 1Z2