TRAVEL GUIDE FOR FAMILY MEDICINE/ ENHANCED SKILLS RESIDENTS

Transcription

1 TRAVEL GUIDE FOR FAMILY MEDICINE/ ENHANCED SKILLS RESIDENTS

2 This guide only applies to conference leave and ATLS fees For travel between rotations or other types of leave, please contact : Gabbriell Hickey, Secretary gabbriell.hickey@med.mun.ca tel: Postgraduate Medical Education (PGME) Room M2M401 Medical Education Building Health Sciences Centre 300 Prince Philip Drive St. John's, NL A1B 3V6 Shenoa White, Scheduling Secretary FMEvals.leaves@med.mun.ca tel: Family Medicine Postgraduate Office Room 2743 Health Sciences Centre 300 Prince Philip Drive St. John's, NL A1B 3V6

3 CONFERENCE LEAVE FOR FAMILY MEDICINE RESIDENTS Residents are entitled to seven (7) days of paid leave in each of the 2 years of the program to attend educational events such as medical conferences. The 7 days includes travel and conference time. These days can be used for multiple conferences as long as the total number of days allowed is not exceeded. Conference leave days cannot be carried over from one year to another. The Discipline of Family Medicine provides up to $ total allowance during the two-year program, with preference that it be used in the second year. This funding can be used for conference expenses and/or towards ATLS completion. Please do not confirm any travel plans until your Leave Request has been reviewed and you have received final approval from the Family Medicine Postgraduate Office. Continued on next slide.

4 CONFERENCE LEAVE REQUEST Must be submitted at least 8 weeks prior to conference leave dates. Must be approved in advance by the service involved. These requests may not be approved on certain rotations such as Pediatrics, Janeway Children s Hospital and Internal Medicine at St. Clare s Mercy Hospital. All conference leave requests during rotations must be reviewed and approved by the Program. Conference leave requests during rotations of four weeks or less are discouraged. Conference leave during vacation does not qualify for days off in lieu on another rotation. Conference leave requests will not be approved if the resident is not in good standing.

5 TRAVEL REQUEST Travel Requests should be submitted to the Chair s Office at least 14 days prior to travel OR submitted along with your Conference Leave Request. Travel Request form can be downloaded at: Can be faxed, ed, mailed or hand delivered to the Chair s Office Please do not confirm any travel plans until your Travel Request has been reviewed and you have received notification from the Finance Office or Chair s Office. Please remember to sign your Travel Request (Electronic signatures are not accepted) Procedure for Travel Requests

6 TRAVEL CLAIM Please submit Travel Claim A within 10 business days of returning from conference leave or completing ATLS. Travel Claim form can be downloaded at: Please remember to sign your Travel Claim (Electronic signatures are not accepted) Please note: A Travel Claim is required if you completed ATLS out of province. See slide 9 for requirements if ATLS was completed in St. John s. See next slides for items to submit with your claim. Procedure for Filing a Travel Claim

7 AIRFARE PLEASE SUBMIT THE FOLLOWING IF CLAIMING AIRFARE: Flight Itinerary Must be original itinerary ( that you received from carrier is considered to be an original). Please print or forward as faxes or scans are not accepted. Must show payment information and be in your name. Quotes from Expedia, booking.com, etc. are not accepted; however, other documentation such as a bank statement can be submitted as back up (if submitting bank statement, please black out any personal information such as card number and other purchases). Boarding passes Must be original (faxes or scans are not accepted). If using electronic passes, take a screenshot of the boarding passes before they expire and save as a JPEG or PDF. Continued on next slide.

8 AIRFARE continued If missing boarding passes, proof of travel can include one of the following: A hotel invoice at the travel destination, or Taxi/transit receipts to/from the airport destination, or A record of conference attendance If no other documentation is available, an affidavit must be completed (see slide 11)

9 ACCOMODATIONS IF CLAIMING ACCOMODATIONS: Hotel Must provide an original bill (a bill that was sent to you by is considered to be an original). Print or forward as faxes or scans are not accepted. Bill must be in your name. If using Airbnb or other booking service, please submit a receipt that shows amount paid, or a $0.00 balance. If no receipt is available, a bank statement can be used (please remember to black out any personal information). Private Accommodations Reimbursed at $25.00 per night. No documentation required, but must be indicated on Travel Claim.

10 REGISTRATION FEES IF CLAIMING REGISTRATION FEES, PLEASE PROVIDE: Confirmation of payment (must show $0.00 balance). A receipt that was sent by is considered to be an original. Print or forward as faxes or scans are not accepted. Confirmation of conference attendance if boarding passes are unavailable. Note: A Travel Claim is not required if ATLS was completed in St. John s. Please forward original receipt to the Chair s Office (if you paid online, please forward or print confirming payment). Please refer to slide 5 if ATLS was completed out of province.

11 WHEN TO COMPLETE AN AFFIDAVIT PLEASE COMPLETE AN AFFIDAVIT IF: You are missing your boarding pass You are missing any receipts (e.g., taxis or other form of transit) Receipts don t show a balance of $0.00 (provided a quote only) Documents are in another name (spouse/roommate) Original receipts aren t available (only have a copy)

12 TRAVEL POLICIES Travel General Conference Leave See Resident Handbook Page e176a902c2/Resident-Handbook Updated-July aspx

13 QUESTIONS? Please contact Jill in the Chair s Office By jill.colbourne@med.mun.ca; By phone: ; or Family Medicine Offices, Room 2701A (Front desk)