PGME Resident Reimbursable Expenses 

Home site: The residency site where the majority of the resident’s training takes place

Distributed site: A site distant from the home program, requiring the resident to reside in that location (at the discretion of the site director)

Contact:

Travel

• Travelers must make the most economical travel and accommodation arrangements possible.
• Residents will be reimbursed for economy airfare or mileage.
• Core rotations must be done within the province unless previously approved. 
  • Claims outside of BC are not eligible for reimbursement.

Accommodation

• 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.
  • 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 
• Residents are expected to stay in the accommodation arranged by the program. When accommodation at a distributed site is pre-arranged by the program through a rental contract, 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.
• No overnight stay is allowed to be claimed for a one-day event if residents can travel to the event on the same day

Mandated Housing Update Applicable to the 2023-2024 Academic Year

• 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. Use the Resident Travel Allowance Tool to check how much you can claim.
• The starting point for calculating mileage is from the resident’s home site, not from the resident’s home address.

Travel for program-wide academic events

Travel expenses are reimbursable for the events below:

• ALARM course
• Postgrad Resident Retreat
• Program Orientation
• Residents Scholarship Day
• Approved Program events (eg. CaRMS)

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

Accommodation Subsidy for Mandatory Educational Event

• If required, residents can claim up to $250 including tax per night for accommodation or $250 + $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 access the BC Provincial Government rate.
  • UBC or Hospital identification may be requested when checking into the property.

Meals and food purchases are not eligible for reimbursement.