Fieldwork Cost Fund


The Fieldwork Cost Fund (FCF) assists with costs directly connected with research carried out “in the field” by registered, full-time York graduate students.

Applications are reviewed and allocations are determined by a committee consisting of:

  • One full-time faculty member selected by the University; and,
  • The Dean of Graduate Studies or designate.

Allocated funds are provided to successful applicants by reimbursement after eligible expenses are incurred and original, detailed receipts are provided. Reimbursement claims must match the budget line items approved by the Fieldwork Cost Fund Committee.

Value and Duration

  • Successful applications may be allocated up to $1,000/year.


Eligible Applicants

  • Applicants must be registered, full-time York graduate students.
  • Applicants must not have outstanding grades of “I” at the end of the term prior to receiving the award.
  • While an applicant’s MRP, Thesis, or Dissertation proposal may still be in development and pending approval at the time of application to the fund, it must have achieved all levels of approval (academic and ethics as appropriate) and be submitted to the appropriate office by the time the research is to be conducted. MRP proposals remain in the Program Office. Thesis/dissertation proposals are sent to FGS.
  • Applicants whose research involves human participation must have received research ethics approval for their proposed research before the actual in-field research is commenced.
  • Applicants must be registered with full-time status both at the time of application and at the time the research is undertaken.
  • Only complete applications are considered.
  • Students intending to travel abroad should complete the Graduate Student Risk Assessment Form and file with their Graduate Program Office.

Eligible Expenses

  • Student travel and/or accommodation necessary for research;
  • Incentive payments or token gifts to research participants—where an incentive is deemed necessary, a $5 to $10 gift certificate is recommended for survey and interview respondents;
  • Materials, supplies, photocopying and other services essential to the research; and/or,
  • Disability accommodation costs for participants (e.g., accessible transportation, interpreters, note takers)
  • Applications to cover expenses for fieldwork prior to the competition may be considered when an applicant provides sufficient rationale for why the application was not made in the previous competition;
  • Allocated funds are provided to successful applicants by reimbursement after eligible expenses are incurred and original, detailed receipts are provided (including incentives payments); and,
  • Reimbursement claims must match the budget line items approved by the Fieldwork Cost Fund Committee.

Ineligible Expenses

  • Books;
  • Conference costs;
  • Subsistence costs (e.g. food, laundry);
  • Tuition and related fees;
  • Equipment and services considered a normal student expense including the cost of researcher's intra–city transportation within the GTA (e.g., city taxis, TTC); and/or,
  • Services deemed essential without a quote from a certified professional.

Please note, the Fieldwork Cost Fund does not support student travel to present at conferences. However, if research plans include travel to a conference site for the specific purpose of interviewing experts presenting there, the applicant must provide evidence that interview appointments were arranged in advance of travel.

How to Submit an Expense Claim:

There are two ways to submit an expense claim:

  1. Paper claim:  Download a pdf form to your computer.
  2. New* Electronic claim via CONCUR: For instructions download the Student Guide to Claim Personal Reimbursement (.pdf)


  • There is one competition per year, in Spring
  • The online portion of the Spring 2020 FCF application will be available from February 1, 2020 until the deadline of March 2, 2020.
  • Completed and signed paper applications must be submitted to the relevant graduate program office by March 2, 2020. 
  • The Office of the Dean, Faculty of Graduate Studies strongly advises applicants to complete the online portion of the application well in advance of the deadline to allow adequate time to obtain the required signature and comments from their supervisor
  • Applications received incomplete or after the published deadlines will not be considered

Graduate Program Responsibilities

How to Apply

  1. The applicant completes, prints and signs the online application form. You are required to print this application form immediately upon completion of the online portion. Ensure you are able to print before beginning the application. This application cannot be saved for access at a later time. You will be sent an email confirmation after submission of the online portion of the application. The following elements are required to complete the on–line portion of the application:
    • Personal information, including your student number and program details;
    • Date of approval of dissertation, Thesis, or MRP proposal if available; draft of research proposal if final is not yet approved;
    • Explanation of how funds will benefit research;
    • Travel information (if applicable);
    • Detailed project budget.

    Technical Note: It is recommended that you complete the online portion of the application on a computer using a Windows operating system. If you are using an Apple computer, use Google Chrome as your browser.

  2. The applicant submits the printed application form to the relevant graduate program office, with:
    1. A one–page (250–word maximum) description of the thesis/dissertation project; and,
    2. A supervisor’s statement/letter of support from their principal supervisor (may be written on actual application form or on separate page).
    3. After graduate program directors review and rank applications for submission, graduate program offices deliver approved and ranked applications along with the cover sheet to the Office of the Dean, Graduate Studies.


Allocation Process

After the FCF Committee determines allocations, all applicants are notified by email of the committee’s decision(s) prior to the summer 2019 term. Successful applicants receive notification of the maximum value of the allocation, the budget line items approved for reimbursement and the process for filing claims for reimbursement.

Submitting claims

In accordance with deadlines provided on the notification of award, students are to:

  • Submit claims within six (6) months of an expense; and within one (1) year of funding notification or within one year of the date of convocation, whichever is earlier.
  • Complete and sign a Reimbursement of Expense Claim form (.pdf)
  • Attach original, detailed receipts and a list of items and/or services purchased, the method of payment and total cost;
  • Attach a detailed list of expenses corresponding to the submitted receipts and the expenses approved by the FCF Committee; and,
  • Credit card or bank statements, and/or credit card or debit payment confirmation slips are not original detailed receipts and cannot be used in this claim.


  • Graduate Program Office

Last updated February 3, 2020