The following section presents the methods used to determine the total expenses that can be reimbursed for cultural workshops in the schools.
To be eligible for reimbursement, costs must be necessary and reasonable and have been actually incurred. Supporting documents may be requested, depending on the specific terms and conditions of the school or school board.
Depending on the region and resources available, financial assistance for cultural workshops can be as much as 100% of eligible expenses (or 75% for private schools).
- 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.
- Fees for representatives of cultural organizations remain at the discretion of the organizations. However, eligible expenses cannot exceed $325 per working day per person.
- The workday consists of a maximum of:
- three one-hour periods if the cultural resource person has three different groups of students
- two two-hour periods in the case of two groups
- 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 $0.465 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 $11.63 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 can claim:
- 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, plus taxes. Supporting documents may be required, depending on the terms and conditions specified by the school or school board.
- Cultural resource persons are entitled to a fixed allowance of $5.85 per overnight stay.
- Cultural resource persons 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.
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
b) Overnight stay in a hotel located within the limits of the city of Québec
c) Overnight stay in a hotel located in the cities of Laval, Gatineau, Longueuil, Lac-Beauport and Lac-Delage
d) Overnight stay in a hotel located elsewhere in Québec
e) Overnight stay in any other establishment (campground, youth hostel, etc.)
Specialized materials or equipment rental
- Artists, writers and cultural organizations are entitled to a maximum $100 reimbursement per day to cover the cost of purchasing specialized perishable or non-reusable materials and for the rental of equipment for which they are responsible. Any material or equipment required must be indicated under the “Costs and conditions" section of an artist's or writer's information sheet, in the Répertoire culture-éducation . For cultural organizations, needs must be determined subsequent to an agreement with the school.
- Cultural resource persons are responsible for the purchase, rental and transportation of the materials they require, though they may ask school staff for assistance if necessary.
- 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.
Costs associated with the purchase of books in the context of a workshop given by a writer
- The purchase of books by the guest 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.
- When purchasing books is necessary, 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.
- 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 in their administrative region.
Preparation and administration costs
The preparation and administration costs listed below are covered to a maximum of 15% of the total of the other allowable expenses:
- The costs related to school secretarial and support staff required for the organization of the workshops
- The cost of providing substitute teachers to allow the teachers concerned to participate in the various phases of the projects
- The cost of technical and computer support for the workshops carried out by means of videoconference.
- The cost of stationery, printing and photocopying
- 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
- photographic equipment or video cameras
- Training costs for teaching staff and cultural partners
- Operating costs of cultural organizations