Budget & Travel Itinerary - Showcase or Sell Travel

Use these scribes to help you complete your budget and travel itinerary for the Showcase or Sell Travel Grant Budget Tips: - Use the official template for the current fiscal year - Include only eligible costs (airfare, hotel, per diems, registration, etc) -Use actual prices and currency conversion if needed Itinerary Tips: - Use it to calculate fees for hired staff -List each day of travel and event participation with their expenses

Navigate to <https://creativesask.smartsimple.ca/>

Once logged into GMS, go to the top left part of the screen to and click on “Templates & Additional Materials”

Then click “Showcase or Sell Travel”

Then click “Application Templates”

From there, download the budget for the current fiscal year

Templates are updated annually, so ensure that you are working with the most up-to-date version of the template that is available

If you don’t use the template provided by Creative Saskatchewan, your application will not be accepted

Ensure the expenses you intend on putting into the budget template are eligible - Eligible and ineligible expenses are outlined in both guidelines: [Creative Saskatchewan General Program Guidelines](https://www.creativesask.ca/general-program-guidelines/) and [Creative Saskatchewan Showcase or Sell Travel Grant](https://www.creativesask.ca/marketing-showcase/showcase-or-sell-travel/) - Any questions can be directed to a [Program Advisor](https://www.creativesask.ca/about/#programs)

If ineligible expenses exceed 50% of the total project budget, the whole application will be deemed ineligible

Be sure to read the Creative Saskatchewan Applicant Travel Policy found under “Resources” at [Creative Saskatchewan Applicant Travel Policy](https://www.creativesask.ca/travel-policy/)

**Prepare Your Plan and Expenses** - Summarize your project plans and begin gathering what you will need to complete the Budget and Travel Itinerary for your application - Organize your Budget Line Support Documentation for all line items $500 and over - NOTE: If support documentation has not been provided for more than 50% of line items $500 or more, the application will be deemed ineligible. - Examples of budget line support documentation include:\ o Estimates or invoices from vendors and service providers\ o Calculated breakdown of applicant/staff labour (# of hrs x rate = total)\ o An email, text message, price list, or website screenshot from the vendor or service provider confirming their rate

Remove GST/HST from your expenses as it is an ineligible expense. (PST and all other taxes can be included, just not the Canadian federal sales tax).

All amounts must be in Canadian Dollars. For international amounts, use the “Exchange Rates” tab. To get the correct international rate, use the [Currency Converter - Bank of Canada](https://www.bankofcanada.ca/rates/exchange/currency-converter/) found in the [Creative Saskatchewan Applicant Travel Policy](https://www.creativesask.ca/travel-policy/). Demonstrate the exchange rate calculation in the budget line column “Expense Calculation”. (Ex: $1.00USD x 0.7294 (exchange rate per July 15, 2025) = $0.7294 CDN)

First, start by completing the Travel Itinerary, which will automatically populate some of the travel expenses in the budget. As this example is for 2 people travelling together at the same time, open the "Travel_Itin_Same_Travellers" tab

Click "Travel_Itin_Same_Travellers"

If your project entails more than one person and you will be travelling different days than them, you would fill out the "Travel_Itin_Diff_Travellers" tab

If hiring staff for the event, calculate their fees. Start by entering their name

Then their role

The number of events

And the rate you are paying them per event

The total fees for that person are then calculated automatically. Continue as needed

The total for Hired Personnel Fees will then be calculated and automatically populated in the Budget

Next, list the Saskatchewan residents travelling to the event. Start with their name

And then their position. Continue as needed

Scroll down to the rest of the itinerary. Begin with the first date

Using the drop-down menu, select what you will be doing that day \-Travel\ -Performance\ -Sale\ -Press\ -Day Off

Enter the Country you will be in

Then the City/Town you are departing from

If driving your personal vehicle at all, enter the kilometers. You can use google maps (or a similar program) to determine the kilometers. The mileage rate is then calculated based on the current Government of Saskatchewan approved rate

If renting a vehicle and buying fuel, do not use the kilometers travelled column, those amounts are to be entered in the "Cost of Other Travel" column

If you are flying, the next step would be entering the airfare for that leg of the trip

If it's a round-trip flight, divide it by 2 (after removing any GST and HST expenses)

Then enter the cost for "Other Travel" such as train, ferries, and other modes like tolls, subways, buses, and taxis/ubers. Larger trips (like a train or long bus ride) should be determined with estimated screenshots or booking receipts. In this example, they will be taking a taxi to/from the airport and hotel on travel days, and return taxis between accommodations and the event facility on setup and show days, so an estimate of $25 per trip was used. The last travel day also includes their $200 long-term parking expense

Then enter the nightly rate for the accommodations. In this case, they are renting an Air BnB for 8 nights. Because 2 of the nights are for personal days off, the total amount was divided by 8 and only claimed for 6 nights

If traveling abroad, look up the exchange rate at [Currency Converter - Bank of Canada](https://www.bankofcanada.ca/rates/exchange/currency-converter/) and enter it in the "Exchange Rate" column here

Then select the daily Per Diem rate. As all travel is in Canada for this trip, the exchange rate will remain at 1 and the rate of $130.80 will be used for work and travel days

"0" should be selected as the per diem rate for days off

And enter the daily Per Diem rate in the last column. You can also hit "enter" and the CAD rate will be automatically populated

When finished, enter the number of Saskatchewan people travelling

The total will automatically be calculated! The Travel Itinerary is now complete!

Open the "Budget" tab

As you can see, many of the amounts have been populated from the Travel Itinerary. So now it's a matter of entering any other eligible expenses you expect to incur for the project, such as: - Conference or Tradeshow Registration Fees - Rental Vehicles - Rental Vehicle Fuel - Shipping - Bonds, Carnets, Immigration - Marketing expenses In this example, there is a registration fee for the craft show

And shipping (for the extra bags on the flights)

The Hired Personnel Fees will be received by a Saskatchewan resident, so the amount should also be entered in the "Sask Spend" column

The “Sask Spend” amount indicates the amount of the budget item that will be spent in the Province of Saskatchewan

If any of the expenses are In-House (money spent within your own business, organization, or group), the amount will also have to be entered into the "**In-House Spend**" column. An example of In-House activities would be editing, design and layout within the company by salaried staff

Next add in all the marketing expenses. In this case, the type of marketing activity and the expense breakdown

Once the Marketing expenses have been entered into the budget, compare the total to the 10% cap for marketing to be claimed. In this example, the total marketing expenses are slightly under the 10% amount

Also, a few of the Marketing Expenses are being spent in Saskatchewan, so the amounts should also be entered in the "Sask Spend" column

Click on the "Grand Total" amount. The “Amount Requested from Creative Saskatchewan” has been auto-populated to the maximum eligible amount, either: - 50% of the Grand Total OR - The maximum eligible amount for the grant In this example, 50% of the Grand Total is less than $5,000.00 (the maximum eligible amount for the Showcase or Sell Travel Grant), so the maximum eligible amount has been auto-populated. The expense portion of the Budget is now complete!

Next is the "Project Financing" structure which outlines how the project will be paid for. The "Amount Requested from Creative Saskatchewan" has been auto-populated into the Project Financing structure, so if you are requesting a lower amount, the adjust both cells accordingly

In this example the applicant is contributing the other 50%, so enter in the name, and remaining amount. And be sure to select "Confirmed"

The "Total Financing" should match the "Grand Total" of the budget

Incomplete project financing will result in the application being deemed ineligible

The last step is completing the "Revenue Projections". If you have any, enter in the source, the low estimate(s) and the high estimate(s)

The Investment Summary is then auto-populated with the amounts based on the Total Expenses and the Revenue Projections

Ta-Da! You're now finished! 👏 - Save the file in Excel or as a PDF - they are the 2 accepted file types. All other formats are not accepted - Upload the completed Budget and Travel Itinerary in the “Upload” tab of your application within GMS - Use the totals in the correlating fields of the “Project Summary” tab