Note: Old application forms (digitally completed and emailed to develop@bcit.ca) will no longer be accepted beginning in September 2025.

Please follow these steps to successfully complete the required documentation prior to your travel:

1. Check the Application Update notice on this page to confirm that applications are being accepted.
2. Review the allowable budget items under the “Financials” tab on this page.
3. Use the online TREK grant application form. (The link will be available during the grant’s application dates posted for each term.)
4. Allow at least one month for a decision to be made by the committee on your application. Once a decision has been made, you will be informed by a letter.
5. Carefully review the SharePoint TREK Application page for detailed information on pre-approval to travel and reimbursement requirements.
6. If your application is approved, submit a Pre-Approval for travel in Chrome River. Ensure you get approval from your manager and the Senior Director, SSEM.
7. Faculty members are encouraged to minimize travel and accommodation expenses when such options are available (please refer to BCIT Travel Policy [PDF] under “Accommodation”).

Remember that approval from the Institute and committee is required prior to making travel arrangements. Do not travel and then ask for approval. Your dates of travel must occur after your application has been approved by the committee. Retroactive applications will not be considered by the committee.

Funds will be released/cross-charged upon submission of your expenses and a brief reflective report of what you learned and how you might apply it.

Send your report to develop@bcit.ca.

Payroll Treatment
Funding awarded for non-salary expenses (i.e., attending a workshop as a participant or purchasing resources) will be treated as expense reimbursements if paid for directly by the applicant. These payments are not treated as employment income, and the applicant will be reimbursed the exact amount expended.

Allowable Budget Items

• Funds may be used to cover conference registration, hotels, travel, per diem, etc. All costs must be in accordance with BCIT’s current Travel Policy [PDF]. Please bear in mind the recent changes to the Travel Policy.
• If you are planning to attend the conference as a participant, you may apply for up to $1,000 to cover or help offset the costs.
• If you are participating in a poster session, you may apply for up to $1,500.
• If you are an accepted presenter on behalf of BCIT, you may apply for additional funds up to a maximum of $2,000. Funds are awarded on a per-presentation basis rather than per-presenter. When more than one individual is presenting, the amount awarded will be divided between co-presenters to a maximum of $2,000.