The calculation methods to determine which fees may be reimbursed can be found below. Educational and cultural partners may be asked for a list of expenses to justify the lodging and travel expenses, the costs of materials and the administrative costs.
The fees paid by cultural partners, including the taxes to which they may be subject, are completely reimbursed. Financial aid awarded for other fees can cover up to 75% of eligible expenses. The school must plan to make the necessary funds available to cover the 25% of expenses not reimbursed by the program.
It should be noted that, for public schools, the maximum amount that the Ministère can award in project funding is $40 000. For private educational institutions, the financial assistance granted for a project could be limited to $10 000, depending on the overall budget.
Cultural partners’ fees are reimbursed to a maximum of $1000 per week per artist or writer, and up to $3000 per week for groups of artists or writers.
Accommodation and travel expenses
The cultural partners’ accommodation and travel expenses are reimbursed to a maximum of $375 per week for all of the partners participating in the project. The following expenses are eligible:
- Meal costs for lunch (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.): maximum of $14.30, including taxes and tip
- Public transportation
- Car rental
- Parking fees
- Reimbursement for the use of a personal vehicle: $0.49 per kilometre or a flat fee of $12.25 for any round-trip of less than 25 kilometres
The costs may include expenses incurred during planning and coordination meetings. To be considered eligible, these expenses must represent the most economical choices and be necessary for carrying out the project. They must also be approved in advance by the educational institution.
If other travel fees and accommodation costs, including lodging, costs for lunches and dinners, and travel by plane or train, must be incurred due to specific conditions, justification and a list of expenses must be provided when the project is submitted.
Specialized materials and equipment rentals
Fees for the purchase of perishable or non-reusable materials or equipment rentals may be reimbursed to a maximum of $425 per week. To be considered reimbursable, these expenses must be reasonable and necessary for carrying out the artistic exploration work of students or the personal creative work of the artist or writer and must also be approved in advance by the educational institution. Exceptionally, the purchase of permanent equipment may be permitted if the rental cost is higher than the purchase price.
- The costs of purchasing books written by a partner are reimbursable up to a total of $1000 per project. This amount must be included in the weekly eligible amount of fees for specialized materials.
- The book(s) selected must have a connection to the exploration work of the students. An explanation of their pedagogical use must be included in the project presentation form.
- The school, school service centre or school board is responsible for purchasing these books, as stipulated by the Act respecting the development of Québec firms in the book industry (CQLR, chapter D-8.1) and its regulations. Schools must purchase the books used for writer visits from a certified bookstore in their region.
Administrative expenses incurred by the school, school service centre or school board, including the cost of release time for teachers to plan and follow up on the project, are set at a maximum of $175 per week.
Administrative costs associated exclusively with a project and assumed by a cultural organization are set at a maximum of $50 per week. The organization’s general operating expenses are not allowable.
- show tickets or entrance fees at cultural or other venues
- fees and expenses related to the presentation of a professional or amateur show at the school or at a cultural venue
- the purchase of permanent equipment such as:
- stage equipment
- computer hardware
- musical instruments and music stands
- photographic equipment or video cameras
- professional development costs for teaching staff and cultural partners
- publishing costs
- costs of reproducing the final work (in the case of book publishing projects, a few reproductions are nonetheless authorized for participating classes)
- fees for professionals (computer graphics artist, videographer, editor, reviser, etc.) who have not contributed personal creative work or artistic exploration work along with the students to the project
- expenses associated with the participation of a cultural mediator
The deadline for receipt of applications has passed for the 2020-2021 school year.
Announcement of results: Early December
Public and private schools:
- Répertoire culture-éducation (in French only)