Travel Grants

 

Submission Guidelines

To submit a Travel Grant Application please click on the button below, and it will direct you to the application submission portal. Please review the Travel Grant Guidelines below prior to submitting an application.

 

 

GRANT OVERVIEW

Application timeline

 

PURPOSE

HTAi offers Travel Grants to support HTA stakeholders who would otherwise not be able to attend the HTAi Annual Meeting for the purpose of contributing their expertise, presenting their work or otherwise benefiting from participation in the global HTA community. These grants are funded directly by HTAi and in some cases, are sponsored by external parties on an unconditional basis.

 

ELIGIBILITY

To be eligible for an HTAi Travel Grant, applicants must qualify to represent one of the following groups:

In addition, the applicant must meet at least one of the following criteria:

HTAi strives to support as many individual participants from as many different organizations as possible. Consecutive applications and applications from individuals from the same organizations are welcome. However, additional scoring points will be granted to those applicants who have not received a Travel Grant in the last two years and there may be only one recipient from each organization to allow for diversification of funding.

 

APPLICATION PROCESS AND TIMELINE

Application Requirements

All applicants are required to complete the HTAi Travel Grant Application Form and submit it electronically, through the HTAi online Application Platform (Link), along with all requested supporting documentation. HTAi will accept proposals by email (annualmeeting@htai.org) for those with extenuating circumstances (e.g., visually impaired).

When applying for a grant, applicants must submit:

 

Changes to the Application

After the Travel Grant submission deadline, no changes to the content of the application can be made.

 

Timeline

 

Scoring of Applications

Applications are scored and ranked according to a standardized scoring framework and grants are allocated accordingly. Applicant scores will be made available to employees of the HTAi Secretariat, the Travel Grant Application Review Panel as well as members of the HTAi Executive Committee, the HTAi Board and the Annual Meeting Committee for quality checks and process oversight.

All HTAi Annual Meeting Travel Grant applications are scored according to the following criteria:

 

Identical Scores

If the situation arises where top candidates receive identical scores, the HTAi Secretariat will consider secondary characteristics in the allocation of funding, in the following descending sequence of importance:

 

Results & Acceptance by Applicant

Successful applicants will be notified by email by February 3, 2020, and must confirm acceptance by return e-mail within the given time frame, February 13, 2020. Furthermore, successful applicants must register by the Annual Meeting Early Bird Registration Deadline (March 20, 2020).  Failure to do so will result in the loss of the Travel Grant, which will be awarded to the next highest scoring applicant on the waiting list.

All decisions related to Travel Grants by the Executive Committee are final.

 

Transferability of Travel Grants

Travel Grants are non-transferable, with no exceptions.  If a recipient is unable to accept or utilize a travel grant for any reason, the recipient must inform the Secretariat at annualmeeting@htai.org and that grant will be awarded to the next highest scoring applicant. Those that do not notify the Secretariat in this regard and do not attend the Annual Meeting may not be considered for future travel grant awards.

 

VALUE

Successful applicants will be notified by email prior to the Early Registration Deadline and must confirm acceptance by return email no later than February 13, 2020. Grant amounts will reflect:

Expenses eligible to be covered by HTAi Travel Grants include economy direct travel, transportation (from and to airport/train station), accommodation for the duration of the Annual Meeting and meeting registration costs at the early bird rate. Travel times can include, and are limited to no more than, 1 night before and 1 night after the official conference days. HTAi membership fees, travel insurance, per diems and incidentals are not eligible expenses.

The grant maximum for Beijing 2020 is USD 2,200.00 per individual.

 

POST ANNUAL MEETING REQUIREMENTS

Successful applicant(s) will be asked to provide (1) a detailed expense report identifying all expenses incurred, including ALL receipts for those expenses, a completed wire transfer form to allow for payment and (2) an Annual Meeting Attendance Report to the HTAi Secretariat no later than one month after the last day of the Annual Meeting. Eligible expenses are:

HTAi membership fees, travel insurance, per diems and incidentals are not eligible expenses.

The Annual Meeting Attendance Report must include the applicant’s views regarding the following items:

The report must be completed and submitted no later than one month after the last day of the conference. Travel Grant funds will only be released after submitting the report. Reports must be completed and submitted electronically (to annualmeeting@htai.org). If required, editing may be completed by the HTAi Secretariat and the reports may be showcased on the HTAi website. By submitting a Travel Grant application, Travel Grant recipients confirm their consent to have their report published online, e.g., on the HTAi website, Annual Meeting website, HTAi Social Media channels, and to use it for marketing and promotional activities.

 

PAYMENT OF GRANTS

Grant funding will be released no sooner than 30 days after the last day of the Annual Meeting and only after ALL necessary documentation has been completed as required. Recipients will be required to submit a detailed expense report providing a description of expenses incurred, including valid receipts for ALL expenses, a wire transfer form and an Annual Meeting Report of Attendance. All required forms completed in their entirety must be submitted to the HTAi Secretariat annualmeeting@htai.org no later than 30 days after the last day of the Annual Meeting. All payments will be converted to USD (unless applicant is a Canadian resident, in which case expenses will be converted to CAD). We are able to release the funds in any unrestricted currency. Where the currency is restricted, the recipient must have an account that is able to accept USD. Any fees levied by the recipient’s banking institution are at the cost of the recipient. Grants may only be paid to individuals, and cannot be made to organizations. Reimbursement will be provided for eligible expenses only.  Should the eligible expenses exceed the amount of the Travel Grant award, reimbursement will be provided for the awarded amount only.

The Secretariat does not pay for any costs in advance of the Annual Meeting under any circumstances.  The recipient is responsible for paying all costs related to their attendance of the Annual Meeting and must submit an expense claim detailing those costs in order to be reimbursed.

No funding will be released if the respective Annual Meeting country does not grant a travel visa to the applicant, thereby preventing the applicant from participating at the Annual Meeting.

 

RESPONSIBILITY & ADMINISTRATION

HTAi’s Annual Meeting Committee has the overall responsibility to provide a standardized process for awarding HTAi Annual Meeting Travel Grants. This includes the HTAi Annual Meeting Travel Grant Guidelines, the Travel Grant Application questionnaire, and a standardized scoring framework and decisions on responsibility of tasks.

The HTAi Secretariat is responsible for the management and administration of the respective Annual Meeting Travel Grants, including initial review of applications.  The Travel Grant Application Review Panel, with the support of the HTAi Secretariat, will provide recommendations to The Executive Committee, who will review all scores assigned and arrive at final rankings and awarding decisions.

All communications regarding the Notification of Acceptance for Travel Grants or payment of Travel Grants will be processed by the HTAi Secretariat.

 

APPEAL

All decisions related to Travel Grants are final.

 

CONTACT

HTAi Secretariat
Telephone: +1 780 448 4881 ext. 234
Fax: (780) 448-0018
E-mail: annualmeeting@htai.org

 

FREQUENTLY ASKED QUESTIONS

Q: Who is eligible to apply for the HTAi Annual Meeting Travel Grant?

A: HTAi offers Travel Grants to support HTA stakeholders who would otherwise not be able to attend the HTAi Annual Meeting for the purpose of presenting their work or otherwise benefiting from participation in the global HTA community. HTAi provides Travel Grants to three different groups of applicants. Please see the detailed list of eligibility criteria under 3. Eligibility.

 

Q: If I am eligible, am I guaranteed the grant?

A: No. In addition to the eligibility criteria, every applicant has to provide further information that will be scored and compared to other Travel Grant Applications.  Successful applicants will be notified by email and must confirm acceptance by return email (by February 13, 2020) and register for the Annual Meeting prior to the Early Bird Registration Deadline (March 20, 2020). For more details please see 4. Application Process and Timeline.

 

Q: I applied and received the HTAi Annual Meeting Travel Grant before; can I apply again?

A: HTAi strives to support as many individual participants as possible. Consecutive applications are welcome. However, additional scoring points will be granted to those applicants who have not received a Travel Grant in the last two years to allow for diversification of funding.  If you were previously successful in receiving a travel grant award, did not attend the Annual Meeting for which the grant was provided, and did not notify the Secretariat in advance that you would not be attending, you may lose future considerations for travel grant awards.

 

Q: Where can I find the HTAi Annual Meeting Travel Grant Application Form?

A: All applicants are required to complete the HTAi Travel Grant Application Form and submit it electronically, through the HTAi online Application Platform (Link), along with all requested supporting documentation. HTAi will accept proposals by email (annualmeeting@htai.org) for those with extenuating circumstances (e.g., visually impaired).

 

Q: What is the deadline to submit my application?

A: The deadline to submit your application for a Travel Grant is November 21, 2019

 

Q: What type of expenses are eligible for funding?

A: Expenses eligible to be covered by HTAi Travel Grants include:

 

Q: What level of funding can I expect to receive if my application is successful?

A: Grant amounts will reflect:

  1. The grantee’s score relative to other applicants’ scores.
  2. Applicant’s estimated costs to attend the Annual Meeting.
  3. HTAi’s overall budget approved by the HTAi Board for Travel Grants, including any amounts
    received from sponsors/donors.
  4. The grant maximum for Beijing 2020 is USD 2,200.00 per individual.

 

Q: If I am offered a Travel Grant, how do I collect my award?

A: Grant funding will be released only after grantees have incurred expenses and submitted an expense statement with ALL relevant receipts, a wire transfer form and a Report of Attendance. Grants may only be paid to individuals, and cannot be made to organizations. For more details, please see 7. Payment of Grants

 

Q: When can I expect to receive payment of my Travel Grant (reimbursement of expenses)?

A: The HTAi Secretariat follows a required review and approval process that all expense claims must undergo. In addition, because of summer vacation schedules, timelines to process reimbursements can be from 30-60 days after receipt of a claim.  Every effort will be made to process reimbursements as soon as possible and by no later than August 31 of the year of the Annual Meeting.

 

Q: What if my travel plans change after I complete my application?

A: The maximum amount of awarded Travel Grant will stay the same and cannot be adjusted to changed travel plans. No funding will be released if the respective Annual Meeting country does not grant a travel visa to the applicant, which would result in preventing the applicant from participating at the Annual Meeting.

 

 

Q: Can I receive payment of my award before my departure date?

A: No.  Travel Grant recipients must pay all related costs and submit an expense claim with ALL related receipts to be reimbursed after the Annual Meeting.

 

Q: Is there a minimum or maximum length of time for travel?

A: Travel times can include, and are limited to no more than, 1 night before and 1 night after the official conference days. The official conference days for the HTAi Annual Meeting in Beijing are from Saturday, June 20, to Wednesday, June 24, 2020.