Resident Reimbursement

 

Note: Residents are required to keep original expense receipts to support a claim. Refer to the PGME website for reimbursement for mandatory claims. 

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This policy covers reimbursement for the following categories:

  1. Travel to mandatory rotations at a distributed Site
  2. Travel for Educational or Academic Events

Travel to Mandatory Rotations at a Distributed Site

A distributed site is defined as a site distant from the resident's home program which requires the resident to reside in that location (at the discretion of the Site Director).  Home site is defined as the residency site where the majority of the resident's training takes place.

As trainees of a public institution which aims to use its resources as effectively as possible, residents must exercise care when incurring travel expenses. It is the responsibility of the traveler to make the most economical travel and accommodation arrangements possible.

Travel

  1. Residents will be reimbursed for economy airfare or mileage to a maximum of $700 to and from (one round trip) a mandatory rotation at a distributed site within the province of British Columbia. One return trip mid-rotation to the home site per four-week block, or one spousal trip will be funded during the rural rotation to a maximum of $700 within BC only.
  2. Reimbursement for travel to a rotation at a distributed site:
    • a) Travel by vehicle - a mileage rate of 50¢ / km is reimbursed to a maximum of $700. All mileage claim must include a Google map ad gas receipts as a backup.
      • The starting point for calculating mileage should always be from the resident's home site, not from the resident's home address.
    • b) Travel by air - round-trip economy airfare will be reimbursed up to $700.  Any travel expense exceeding the stated amount need to be pre-approved by the UBC Program Office prior to the start of the rotation.  Maximum approved travel claim is $1,000 for a round trip, applicable only to rural rotation travel but not mid-rotation trip.  The Resident Travel Travel Allowance Tool allows residents to check how much they can claim by picking a city in the “from” and “to” drop-down list.  **Flights paid by cash will not be reimbursed**
      • Because significant savings can be realized by making reservations in advance, residents should plan their travel at least 14 days prior to departure.  Last-minute booking may result in travel costs higher than what the program will cover, in which case the balance will have to be absorbed by the resident. If there are potential issues or concerns, residents should discuss such matters prior to their travel.
    • Unless pre-approval is obtained, the lesser of the amounts in a) and b) will be reimbursed under normal circumstances.
    • Travel for mandatory rural rotations in Inuvik, Masset and Queen Charlotte may be eligible for reimbursement up to a maximum of $1700 due to the remote nature of the site. Eligibility is based on the PGME Travel Allowance Tool.
      • The mid-rotation trip is funded as per travel policy within BC (i.e. maximum of $700 for a mid-rotation trip).
  3. Core rotations must be done within the province unless previously approved.  All travel claims to or from locations outside of B.C. are not eligible for reimbursement.
Community Rotation or Daily/Extended Commute to a Distributed Site
  1. Should a resident be required to commute to a mandatory rotation, instead of staying in the community, where the mileage is greater than 40 km one way, the resident will be reimbursed at the rate of $.50/km.
  2. If a resident must leave their distributed site for approved departmental events, travel costs will be reimbursed as per this policy.

Accommodation

  1. If pre-arranged accommodation is available in a distributed site but no contract is in place, and the resident must pay the landlord directly, the resident will be reimbursed according to the negotiated monthly rates. In the event that residents choose to arrange their own accommodation in those sites, a reasonable accommodation rate will be reimbursed to a maximum of $1,400 per month (pro-rated for durations over or under one block). **Accommodations paid in cash will not be reimbursed.** VCH requires supporting documents such as bank statements or cleared cheques to accompany all non-commercial rent receipts (i.e., hand-written receipts or receipts that do not have a business registration number).
  2. It is the expectation that residents will stay in the accommodation arranged by the Program. When accommodation at a distributed site is pre-arranged by the program through a rental contract (e.g. Gibson, Sechelt), or when it is provided at a distributed site without cost to the Program, residents are required to stay in this housing. Requests for alternate housing must be pre-approved and will only be granted on the basis of written documentation of physical limitations or health reasons.*
  3. If a resident does not incur any accommodation costs while at a mandatory distributed site none will be reimbursed.
  4. Accommodation at some distributed sites may cost more than the maximum reimbursement of $1,400 (e.g. Tofino or Osoyoos in the summer). Residents are responsible for rental costs in excess of $1,400 per month and should take this into account when they make their site selection.
  5. No overnight stay is allowed to be claimed for a one-day event if residents can travel to the event on the same day (eg. Nanaimo to Victoria, Kelowna to Vancouver, Abbotsford to Vancouver).
  6. The program will reimburse for a reasonable "host gift" for free accommodation under the following guidelines:
    • the gift must not go to a family member
    • original receipts must be produced
    • up to $100 for host gift if accommodation is provided without charge by the host site
Reimbursement for mandatory rotations outside of British Columbia

Mandatory rotations outside of BC may qualify for reimbursement, if in the judgment of the Program, the rotation is not available within the province, or if a special arrangement has been negotiated between the Program and the site.

Currently, only the following mandatory rotation outside of British Columbia qualifies for reimbursement:

Inuvik:

Travel for mandatory rural rotations in Inuvik may be eligible for reimbursement up to a maximum of $1700 due to the remote nature of the site. Eligibility is based on the PGME Travel Allowance Tool. https://postgrad.med.ubc.ca/current-trainees/resident-reimbursements/

The mid-rotation trip is funded by the Family Practice Program as per travel policy within BC (i.e. maximum of $700 for a mid-rotation trip).

Addendum to Travel Policy - Definition of Spouse

All residents are eligible for a return trip to the Resident's program base at the end of every four week block. Alternatively, resident's spouse is also eligible for mid-trip rotation trip to a distributed site. The Collective Agreement between HEABC and RDBC defines "spouse" as as a person living with a Resident as a common law partner for a period of not less than one (1) year.

Reimbursement for Rural Residents

Please refer to Rural Site Travel Policy for more details

Travel for Mandatory Educational or Academic Events (Academic Half Days)

As trainees of a public institution which aims to use its resources as effectively as possible, residents must exercise care when incurring travel expenses. It is the responsibility of the traveler to make the most economical travel and accommodation arrangements possible.

Residents may claim reasonable expenses up to $600 per trip ($700 for remote sites with pre-approval)  to a maximum of 13 trips per academic year. This amount INCLUDES the cost of airfare, ferry, mileage, and accommodation. The Resident Travel Travel Allowance Tool allows residents to check how much they can claim by picking a city in the “from” and “to” drop-down list.

The starting point for calculating mileage should always be from the resident's home site, not from the resident's home address. Submit expenses using the "Academic Day Transportation log".

Travel for program-wide academic events

The Residency Program will cover travel expenses for residents to attend the following mandatory educational events:

  • ALARM course
  • Postgrad Resident Retreat (when it's held)
  • Program Orientation (for incoming residents)
  • Residents Scholarship Day
  • Approved Program events (eg. CaRMS)

Group travel should be arranged whenever possible in attending the above events. Unless pre-approval is obtained, the most economical mode of transportation will be reimbursed.

Accommodation Subsidy for Mandatory Educational Event

In the event that a resident needs to stay overnight to attend a mandatory educational event, the resident can claim up to $200 including tax per night for accommodation or $200 + $100 per additional eligible traveler for shared accommodations. Reimbursement above the stated amount will not be processed without prior approval from the Residency Office. All overnight stay claims must be supported by original receipts with GST #.

Residents can take advantage of the hotel and motel rates negotiated by the Provincial Government within the Province of British Columbia. These rates are intended for business travel only and so UBC or Hospital identification may be requested when checking into the property.

See: BC Provincial Government rate

Meals

Meals and food purchases are not eligible for reimbursement.

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

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 $500 towards statistical support (updated Dec 07, 2022)