Program Resident Reimbursable expense (RAF/REF)

(Revised for 2020-21)

All UBC programs are allocated a fixed per resident funding for Resident Activities.  This funding is used to provide educational support to residents during their 2 year training. This includes funding for residents to attend program-wide courses and conferences, educational materials, Program Orientation, R1 Academic Day, Scholarship Day, resident support and resilience. A discretionary, per resident funding will also be allocated to the sites for a similar purpose at the site level.

The intent of the funding is to supplement the education experience of the residents and should not be used towards CME for future career development. If a resident chooses not to attend group programs or not to take advantage of funding available for group activity, the funds will stay in the pool and not be made available to the resident in any other way.

Reimbursement Process

A Resident Activity Fund Reimbursement Form must be completed for every claim. Each claim must include scan of original receipts and/or credit card statements showing expense incurred.

***New process as of Nov 02, 2020:

Residents must submit the Resident Activity Fund Reimbursement Form and supporting documents to their Site administrators via email within 3 months after the expense is incurred.

With UBC-wide transition to finance/HR platform Workday, all program resident reimbursement claims will be entered on Workday by your Site administrators. Please note residents do not direct access to Workday platform.

It will be Site Director’s responsibility to assess the appropriateness and value of the course or educational materials in terms of their resident’s educational experience and to approve the expenditure.

Centrally Administered Funding for Courses and Conferences

  1. Mandatory Courses
  • ACLS, Neonatal Resuscitation (NRP) and ALARM for all residents. (ACLS course is a pre-residency requirement. No travel expense will be reimbursed.)
  • ATLS for Rural residents (Fort St. John, Kootenay Boundary, Northern Rural, Rural Okanagan, Strathcona, Terrace, and Okanagan South) and IMG residents with a ROS in an RSA community. Course fee and reasonable travel expenses will be covered for rurally based residents.
  • Essential Surgical Skills Course (ESSC) – similar to ATLS, Rural residents will receive full funding to attend this course.
  • CARE course for Rural Residents – funding for this course is provided by REAP
  • Travel and accommodation expenses will be covered for all mandatory courses as per PGME policy
  1. Non-Mandatory Courses
  • A one-time funding of up to $1,000 will be offered to non-Rural residents to take ATLS OR CARE-UR course to cover the course registration fee. Remaining course related costs (travel/accommodation) is the responsibility of the resident. Alternatively, the resident can request use of their Resident Education Fund, if approved by the Site Director.
  1. Conference Attendance
  • Travel funding and conference registration may be approved when residents are presenting a paper, poster, or moderating at the Family Medicine Forum conference. Funding is assessed each year, followed by a selection of residents who have applied for funding.

Site Administered Resident Education Fund

Funding for educational support for residents in the amount of $350 per resident per year is allocated to each Site in conjunction with the site budget. This is meant for the Site to use towards locally designed events or to disburse to residents based on established learning needs and learning objectives. Sites will be responsible for tracking the usage of this fund. In principle, this fund can be applied to:

  • Registration for courses or educational conferences that are not covered by the Central Program.
  • Costs for any online educational modules deemed mandatory by the Program or Site Directors. Books for the site library, as well as educational software applications for sites.
  • Site Directors may apply to use the funds to support locally designed and delivered educational programs or events, or provision of other relevant educational supports.

The funds are not available for individualized and personalized resident use, but rather for those projects, programs, and other supports which address the learning objectives of the Postgraduate Program in Department of Family Practice.

Resident Education Fund (REF) is NOT to be used for:

  • Hardware purchase (computer, PDA, phones)
  • Courses not relevant to medical education
  • Professional or career development after residency training.
  • Clinical software or apps that are available through Divisions of Family Practice

It will be Site Director’s responsibility to assess the appropriateness and value of the course or educational materials in terms of their resident’s educational experience and to approve the expenditure.

Use of funding in the final two months of residency training must be applicable to the current training and not focused on future practice. Use of funding during this time should be planned in advance.