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Report on annual expenses for travel, hospitality and conferences 2017-2018

As required by the Board of Governors, this report provides information on the total annual expenses for each of travel, hospitality and conference fees for IDRC for the financial year ending 31 March 2018. This information is updated annually and does not contain information withheld under the Access to Information Act or the Privacy Act.

Travel, hospitality, and conference fees incurred by the Centre are related to activities that support IDRC’s mandate described in About IDRC.

IDRC works in developing regions of the world to improve research capacity and to research and propose solutions that support sustainable development and poverty reduction. IDRC’s activities involve scientific communication, dissemination, and networking across countries and regions. While some of these activities take place through various means of telecommunication, the achievement of desired outcomes requires a significant degree of face‑to-face interaction.

Annual expenses for travel, hospitality and conferences of IDRC are summarized below:


Expense category

Expenses for the year ending 31 March 2018

Expenses for the year ending 31 March 2017


(in thousands of dollars)


for operational activities $3,399.4    
to meet key stakeholders $1,094.0    
for internal governance $253.5    
for training $52.2    
for other purposes $25.3    

A. Total travel




B. Hospitality

$45.3 $66.9 ($21.6)

C. Conference fees

$31.2 $37.5 ($6.3)

Total [A+B+C]




International travel by Governors included in travel

$119.4 $111.8 $7.6

Significant variances relative to the previous financial year

IDRC manages travel, hospitality, and conference expenses with prudent stewardship and probity, and monitors its travel activities in order to meet its mandate and strategic objectives.

The total expenses on travel, hospitality, and conference fees have increased by $471,400 in the financial year ended 31 March 2018 compared to the financial year ended 31 March 2017. The main variances are explained as follows:


In comparison with 2016-2017, 2017-2018 travel expenses increased by $499,300 due to:

  • an increase in research project activities;
  • preparations for the relocation of the Middle East Regional Office from Cairo to Amman. Part of the increase in travel costs has been offset by savings in overseas allowances and benefits;
  • more executive travel compared to financial year 2016-2017, which was abnormally low.


Compared with financial year 2016-2017, hospitality expenses decreased by $21,600. The method of capture of hospitality expenses implemented in 2016-2017 has served to better control expenses across the organization.

Conference fees

The year-over-year variance is insignificant. It represents two or three fewer registrations across the organization.