The following section presents the methods used to determine the total expenses that can be reimbursed for cultural workshops in the schools.
Expenses must be justified according to the terms and conditions specified in the section "Administrative aspects".
Depending on the region and resources available, financial assistance for cultural workshops can be as much as 100% (or 75% for private schools) of the allowable expenses, which are as follows:
- The professional fees associated with hosting an artist, a writer or a representative of a cultural organization at the school.
- If applicable, the costs incurred in preparing workshops, transportation costs, living allowances and expenses for specialized materials and equipment (the costs of purchasing perishable or non-reusable materials or the renting of equipment for which the cultural resources are responsible, is covered to a maximum of $100 per day that the artist, writer or cultural organization is present, as stated in the Répertoire culture-éducation directory).
- The costs for purchasing perishable or non-reusable materials or the rental of equipment for which the school is responsible, are covered to a maximum of $500 per day that the cultural resource is present.
- The purchase of books if required for writers' workshops (if the books are not already available) is covered to a maximum of $400 per day that the cultural resource is present.
- The preparation and administration costs listed below are covered to a maximum of 15% of the total of the other allowable expenses:
- Costs related to school secretarial and support staff required for the organization of the workshops
- The cost of stationery, printing and photocopying
- The cost of providing substitute teachers to allow the teachers concerned to participate in the various phases of the projects
The following expenses are not allowable:
- The cost of transportation to cultural venues
- Fees and expenses related to the presentation of a professional or amateur show at the school or a cultural venue
- The purchase of equipment such as:
- stage equipment
- computer hardware
- musical instruments and music stands
- still-shot cameras or video cameras
- Training costs for teaching staff and cultural partners
Project carried out with an artist or a writer
The artist or writer, who is registered in the Répertoire culture-éducation, and the school staff member responsible for the workshop contact each other to discuss the content and length of the cultural workshop at the school, the preparations for the workshop and the transfer of learning to the students.
The arrangements must be made before submitting the application for financial assistance. Before submitting a project, the person in charge of it must ensure that the artist or writer is available and must work with that person to plan the project and calculate the budget (based on the elements set out below).
It should be noted that the artist or writer may carry out activities several times as part of the same project and that, in giving a workshop, this person in no way serves as a substitute for the teacher. Accordingly, the teacher must be present in the classroom for the duration of the project.
Expenses associated with carrying out a project
To be considered eligible expenses, transportation costs must be necessary, reasonable and actually incurred. Supporting documents may be required in keeping with the terms and conditions determined by the school or school board.
- The professional fee for artists and writers is set at $325 per workday per person and is not negotiable. This fee covers all administrative costs and expenses involved in preparing and leading activities.
- The workday consists of a maximum of:
- three one-hour periods if the artist or writer has three different groups of students
- two two-hour periods in the case of two groups
- Each workshop is given to only one group at a time.
- The number of students is limited to 35 per group.
- In all cases, the most economical means of transportation must be used.
- The actual cost of public transportation and of renting a car is reimbursed.
- Reimbursements for parking expenses are based on the actual cost shown on the receipt provided.
- Workshop leaders may travel to remote regions by rail or air when the circumstances warrant it, provided an agreement to this effect has been reached.
Use of a personal vehicle
- If the use of a personal vehicle is necessary, transportation expense are reimbursed at the rate of $0.44 per kilometre. Supporting documents may be required, depending on the terms and conditions specified by the school or school board.
Expenses related to the use of a personal vehicle are allowable for return trips covering a minimum distance of 25 kilometres between the school and the main office or residence of the artist or writer. For return trips under 25 kilometres, a flat fee of $10.75 may be claimed with a supporting document (notice of meeting, parking receipt, etc.).
Trips of under 12 hours without an overnight stay
The following are the maximum meal expenses that artists and writers are reimbursed:
- Artists or writers are reimbursed for the following meal costs for trips under 12 hours without an overnight stay:
- Breakfast: $10.40 (applicable if the departure from the main office or residence occurs before 7:30 a.m.)
- Lunch: $14.30 (applicable if the departure from the main office or residence occurs before 11:30 a.m. and the return to the main office or residence occurs after 1:30 p.m.)
- Dinner: $21.55 (applicable if the return to the main office or residence occurs after 6:30 p.m.)
Travel with an overnight stay
Artists or writers whose travel involves an overnight stay may claim a per diem of $46.25 without submitting meal receipts.
Travel north of the 49th parallel
The total eligible amounts for meals are increased by:
- 30% if the meals are taken in a commercial establishment located between the 49th and 50th parallel
- 50% if they are taken in a municipality located beyond the 50th parallel
However, the following municipalities are excluded:
- Towns and villages on the Gaspé peninusla
- Lodging costs may be reimbursed up to the maximum amounts indicated below (excluding taxes). Supporting documents may be required, depending on the terms and conditions specified by the school or school board.
- Artists and writers are entitled to a fixed allowance of $5.85 per overnight stay.
- Artists or writers can choose to stay overnight with a relative or friend and receive a lump-sum allowance. This is set at $22.25 for each overnight stay.
- The actual costs of lodging in a hotel or any other type of accommodation in municipalities located north of the 51th parallel are reimbursable.
|Lodging||Low season (November 1 to May 31)||High season (June 1 to October 31)|
|a) Overnight stay in a hotel located within the limits of the city of Montréal||$126||$138|
|b) Overnight stay in a hotel located within the limits of the city of Québec||$106||$106|
|c) Overnight stay in a hotel located in the cities of Laval, Gatineau, Longueuil, Lac-Beauport and Lac-Delage||$102||$110|
|d) Overnight stay in a hotel located elsewhere in Québec||$83||$87|
|e) Overnight stay in any other establishment (campground, youth hostel, etc.)||$79||$79|
Specialized materials or equipment rental
- Artists or writers are entitled to a maximum $100 reimbursement per day to cover the cost of purchasing or renting specialized perishable or non-reusable materials and equipment, upon submitting original receipts. Any material or equipment required must be indicated under the "Special conditions" section of an artist's or writer's information sheet, in the Répertoire culture-éducation . Artists and writers are responsible for the purchase, rental and transportation of the materials they require, though they may ask school staff for assistance if necessary.
Clarification regarding the purchase of books in the context of a workshop given by a writer
- Students must be properly prepared in accordance with the characteristics of the workshop described in the Répertoire culture-éducation . It is therefore recommended that the writer and teacher agree in advance on the ways to prepare the students, principally on the need to read a particular work in advance of the workshop.
- It is not mandatory to purchase books if the nature of the workshop does not justify it or if the school already has the number of books required. If applicable, the titles of the books and the required number of copies may be established by the writer and teacher in their prior agreement, in accordance with the nature of the workshop, the number of students and the pedagogical approaches. To accomplish this, they could draw from the titles suggested in the Répertoire culture-éducation or, with the writer, select another of his or her books that relates to the workshop and is appropriate for the students.
- The purchase of books by the invited writer is an eligible expense for a maximum amount of $400. This expense must be included in the submission for a Cultural Workshops at School project.
- School boards or schools must comply with the Act respecting the development of Québec firms in the book industry (CQLR. c. D-8.1) and its regulations, and purchase books associated with writers’ visits from an accredited bookstore in their administrative region.
- The school must include GST and QST, after verifying in the Répertoire culture-éducation whether the artist or writer is subject to them.
- Taxes constitute non-allowable expenses under the program and consequently they are assumed by the school.
Project carried out with a cultural organization
The school must calculate the costs associated with the participation of a cultural organization jointly with that organization and this must done at the planning stage. Professional fees for the personnel involved, transportation costs, administrative expenses and the cost of materials and equipment are all allowable expenses. However, the organization’s general operating expenses are not eligible.