Program Resident Reimbursable expense (RAF/REF)

(Revised for 2021-22)

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

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

Residents must submit a copy of original receipts/proof of payment to their Site administrators via email within 3 months after the expense has 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 have direct access to the 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.

Site Administered Resident Education Fund

Funding for educational support for residents in the amount of $350/resident per academic year is allocated to each Site in conjunction with the site budget. This funding is meant for the residents to supplement their educational experience, based on established learning needs and learning objectives of the postgraduate residency program in the Department of Family Practice. Sites will be responsible for tracking the usage of this fund. Please note that all expenses for Resident Education Fund must be approved by program Site Directors.

In principle, this fund can be applied to:

  • Registration for courses or educational conferences that are not covered by the Central Program.
  • Subscriptions to journals, online educational modules, and/or educational sfotware applications relevant to medical training.
  • Textbook and/or manuals relevent to medical training.
  • 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.

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.

Centrally Administered Funding for Courses and Conferences 

  • Non-Mandatory Courses 
    • A one-time funding of up to $1,000 will be offered to non-Rural CMG 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.
    • ***non-Rural sites include: Abbotsford-Mission, Chilliwack, Kamloops, Nanaimo, St. Paul’s, Surrey South Fraser, Vancouver Fraser, and Victoria.
  • 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.
  • Scholarship Project
    • Each resident can claim up to $200 towards their scholarship project expenses (e.g. supplies, participant honorarium, cost of services, etc).
    • Each project is eligible up to $240 towards statistical support.