Speaker Honouraria & Expenses
Speakers, please familiarize yourself with the following details regarding types of session, honouraria, expenses, and other financial details.
Types of Session
- 60 minute sessions - 60 minutes sessions provide adequate time to introduce and explore a unit, novel idea, or pedagogical approach.
- Half Day Workshops - A half day workshop includes lots of time for a combination of presentation, discussion, and active teacher participation.
- Full Day Workshops - A full day workshop is organized around a particular theme or subject which includes ample time for teachers to work with presenters to fully explore a topic and to collaborate with colleagues so knowledge can be transferred back to their school contexts.
- Two Day Symposiums - A two-day symposium provides time for teachers and presenters to explore a theme or subject in an indepth way via a combination of speaker presentations, breakout sessions, group, and individual work time. Two Day Symposiums are scheduled from 09:00-15:00 on both days of convention.
Speakers receive a modest honourarium to compensate them for the time they spend preparing session presentations and materials. This amount is reported to the Canada Revenue Agency (CRA) by the Alberta Teachers’ Association (ATA).
Our standard honourarium for each type of session is as follows:
- 60 minute Sessions - $200
- Half Day Workshops - $400
- Full Day Workshops - $800
- Two Day Symposia - $1,600
This honourium will be shared between speakers who co-present. Co-presenters offering Full Day Workshops and Two Day Symposia which contain multiple concurrent break-out sessions does not entitle each speaker to accumulate honouraria for each individual seminar within their larger events unless this has been pre-approved.
If payment is to be split between multiple speakers, all speakers must provide their social insurance number and home address to the ATA for tax reporting purposes. Alternatively, one individual or company may receive payment and ensure the distribution of these funds between speakers. This individual or entity would have to provide a social insurance number or GST number and the ATA will report the total honourarium to the CRA as being received by this one individual or entity.
Collecting Speaker Honouraria
If your proposal included an honourarium request and your contract was accepted, then a cheque will be issued to you after your final session is over at the nearest Speaker/Host reception centres.
Speaker/host reception centres are located at:
- Calgary TELUS Convention Centre (in Telus 111 on the main floor of the north building).
Speakers receiving payment will required to provide their social insurance numbers. Companies receiving payment will need to provide an invoice for their services. Speakers with 'paid' sessions will be required to provide an invoice for payment of paid sessions. GST will not be paid unless an invoice includes a CRA GST Registration Number.
International speakers should complete a CRA 105 Waiver form or 15% of their honouraria will be held for tax purposes.
Travel Allowance (Receipts not required)
Costs affiliated with travel, expenses and accommodations MUST be applied for in the initial application. This is a component of the approval process. If approved by the CCTCA will deal with each speaker travel allowances on an individual basis. If expenses are NOT applied for and not approved and agreed upon prior to the speaking engagement will be the responsibility of the speaker.
Travel within Alberta
Speakers driving between 100 km and 400 km (one way) and have made application for travel allowance will receive payment based on their total kilometrage from their home city to Calgary return (CCTCA uses google maps for payment purposes). This amount will be added to the honoraria cheque and does not require receipts to be submitted. The current rate for reimbursement is $0.46/kilometer. This allowance covers the costs of gasoline, vehicle wear and tear, parking (including at convention venues and the hotel), and any meals/snacks on the road.
- Travel of 100 km (one way) or less- no allowance
- Travel of 101 km - 400 km (one way)- $0.46/km
- Travel over 400 km (one way)- flight + $250 travel allowance
Travel by Air
Speakers travelling further than 400 km (one way) will have flights booked by CCTCA. If applicable, a $250 allowance will be provided for speakers flying into Calgary to help with meals and ground transportation. This expense allowance is added to the honouraria cheque and does not require receipts to be submitted.
Actual Expense Remuneration (Receipts required)
Costs affiliated with travel, expenses and accommodations MUST be applied for during the application process and approved by the CCTCA prior to the speaking engagement. Any travel, expenses and accommodations which are not approved prior to the speaking engagement will be the responsibility and at the sole expense of the Speaker.
Speakers who have applied for expenses during the application process and had the application approved may received reimbursement of expenses. Speakers will be reimbursed for 'actual costs' of meals, materials and kilometrage with original receipts. It is the responsibility of the speaker to create an invoice for all expenses and send this, with receipts to the CCTCA.
The Canadian Revenue Agency considers $17 to be reasonable for the meal portion of travel allowance and the CCTCA, therefore considers $17 for breakfast, $17 for lunch, and $34 for dinner to be reasonable meal averages. If your meal costs are exceeding these guidelines by a significant margin, the CCTCA Treasurer reserves the right to cap your reimbursement at the $17, $17, $34 rate. Meal costs DO NOT INCLUDE the purchase of ALCOHOL BEVERAGES.
Actual costs will be paid as follows: the predetermined travel allowance will be added to the speaker's cheque. Additional expenses owed will submit an invoice with supporting receipts. Invoices will be paid by cheque, 30 days post convention.a
Lunch will not be paid on days individuals speak. Lunch is provided Thursday and Friday between the hours of 11:00 am - 2:00 pm, Speaker pass is required.
Many of our speakers travel with a significant other, business associate, or assistant. Please be aware that the CCTCA only covers the expenses of its contracted speakers. If you intend to claim your actual expenses, when dining, please ensure that receipts/bills are split and that only the speaker's meals are submitted.
Copying and Materials
The CCTCA does not provide remuneration for copied session materials nor does it provide copying for speakers. If you would like materials uploaded to the registration site, please send documents to email@example.com by February 03 11:59 pm.
If you requested substitute coverage, you must provide the firstname.lastname@example.org with the name and contact information for the HR representative in your school board who can be contacted to arrange payment. The CCTCA pays school boards directly for sub coverage once invoiced; payment is not made directly to speakers.
Flights must be pre-approved by CCTCA prior to booking with Tier One Travel. Flights booked prior to authorization will be the reponsibility and sole expense of the speaker.
Calgary City Teachers' Convention arranges for flights for speakers through our travel agent:
Accommodation will be provided for out-of-town speakers, if indicated in the initial application. Accommodation will be available at the Hyatt Regency Hotel and limited to ONE night accommodation, exceptions are approved by CCTCA.
Once sessions are scheduled and confirmed, speakers will receive an email including a reservation website link and an access code (that will connect their room fee and taxes to the CCTCA master account). Speakers will have to provide a credit card to pay for parking (if necessary), meals, and other room charges.
The CCTCA Executive Assistant and Hyatt staff will help you register if needed.