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Contact Info

PGME Administrator:
604.875.4111 x 24709
pgme.reimbursement@ubc.ca

Resident Reimbursements

Submitting Reimbursement Requests

Please click on the appropriate tab below that best coincides with the type of item you are looking to be reimbursed for.

Mandated Distributed Rotation Travel

Residents submit their expense claims through the Resident Reimbursement Site. Submitted claims are routed to PAs for approval and then the PGME Office. Once approved by the PGME Office, claims are submitted to VCH who reimburse residents directly via direct deposit.

See Reimbursement Site FAQ section below for more details.

Applicable PGME Policies:

Mandated Distributed Rotation Housing

Residents submit their expense claims through the Resident Reimbursement Site. Submitted claims are routed to PAs for approval and then the PGME Office. Once approved by the PGME Office, claims are submitted to VCH who reimburse residents directly via direct deposit.

Residents who are provided with PGME leased accommodation while on distributed mandated rotations are required to stay in the assigned PGME housing. Residents will be given the option to opt out of PGME leased accommodation in advance of determining placements.

When PGME housing is not available or residents have opted out of PGME housing, residents are required to source their own housing and are eligible for up to $1,400 in reimbursement per block. The monthly maximum reimbursement rate of $1,400/block will be treated as equivalent to a single rotation (28 days), and pro-rated for any duration less than 26 days or greater than 31.

Any accommodation exceeding $1400/block must be pre-approved by the Postgraduate Dean’s Office with a minimum of eight weeks’ notice. Please forward these pre-approval housing reimbursement requests for any housing expenses above $1,400/block to pgme.mandatedhousing@ubc.ca. Requests should include at least 3 housing options with links and costs.

See Reimbursement Site FAQ section below for more details.

Applicable Policies:

Extended Commuting

Residents submit their expense claims through the Resident Reimbursement Site. Submitted claims are routed to PAs for approval and then the PGME Office. Once approved by the PGME Office, claims are submitted to VCH who reimburse residents directly via direct deposit.

Commuting distances for mandated rotations greater than 40km one way are eligible for extended commuting reimbursement.

See Reimbursement Site FAQ section below for more details.

Applicable PGME Policies:

Course Fees Reimbursed by PGME

Residents submit their expense claims through the Resident Reimbursement Site. Submitted claims are routed to PAs for approval and then the PGME Office. Once approved by the PGME Office, claims are submitted to VCH who reimburse residents directly via direct deposit.

PGME will process reimbursements up to the maximum amount (if applicable) to residents, provided that the course they are claiming is on this list and is required for their program. If your program has a mandatory course that is not included in this list, you are required to submit a request to PGME for pre-approval.

See Reimbursement Site FAQ section below for more details.

Applicable PGME Policy:

 

Mandated Academic Events and Academic Half-Days (AHDs)

Residents submit their expense claims through the Resident Reimbursement Site. Submitted claims are routed to PAs for approval and then the PGME Office. Once approved by the PGME Office, claims are submitted to VCH who reimburse residents directly via direct deposit.

PGME is requesting programs to submit a list of mandatory Academic Half-Day/Educational Events to PGME for pre-approval. Please complete the Academic Half Day Survey Form and submit it to PGME (postgrad@postgrad.med.ubc.ca) for approval.

See Reimbursement Site FAQ section below for more details.

Applicable PGME Policy:

Off Site Call-back Travel

Residents submit their expense claims through the Resident Reimbursement Site. Submitted claims are routed to PAs for approval and then the PGME Office. Once approved by the PGME Office, claims are submitted to VCH who reimburse residents directly via direct deposit.

See Reimbursement Site FAQ section below for more details.

Policy listed in RDBC Collective Agreement Article 22.01 and below:

22.01 Mileage

A Resident, scheduled by the Program Director to be on-call (off site) and who is called back or who is required to provide services at multiple sites on the same shift shall receive:

 (a)  an allowance equal to the maximum allowable per kilometer rate under the Canada Revenue Agency automobile allowance rates as adjusted from time to time; or

 (b)  taxi fare from home to the hospital and return.

The minimum allowance shall be two dollars ($2.00) per each round trip.

Resident Activity Fund (RAF) Reimbursements (entered by Program Administrators)

Submitted by the Program Administrator through UBC Workday.

Residents are considered “students” in the Workday system and will not have login access themselves. Program staff will need to login to Workday and initiate student expense claims of behalf of residents. Please see this document for additional details and instructions.

Note: Since these payments are processed through UBC and not the resident employer, residents will need to add/update their direct deposit information into the UBC Student Service Centre (SSC) where residents go to pay their UBC registration fees every year. Instructions for residents on how to add direct deposit information in the SSC are available at https://students.ubc.ca/enrolment/finances/direct-deposit

Applicable PGME guideline:

Call Stipends

Statutory Holiday Pay

Lead Resident Allowance (entered by Program Administrators)

On-call Parking

On-call parking reimbursement requests are submitted separately using this form. Residents working at hospitals within Vancouver Coastal Health should fill out this form and submit directly to VCH Payroll and Karen Chow. The form must be signed by the Program Administrator. All other residents should submit their on-call parking reimbursement requests through the hospital where they are working.

Canadian Medical Protective Association (CMPA) Reimbursements

CMPA coverage is a mandatory requirement for all residents. Each resident should arrange and maintain their own CMPA coverage. All UBC residents are reimbursed CMPA expenses via their pay on a monthly recurring basis . This will show as a separate line item on resident paystubs (See section A44 Membership Reimbursement). This is considered a business expense and is not taxable. 

Applicable policies:

 

Resident Reimbursement Platforms

Resident Reimbursement Site

The platform to submit various reimbursement claims

RDBC - Call Stipends

Use this link to receive payment for Call Stipends

RMS

Use this link to submit stat holiday pay and Lead/Principal residents

UBC Workday

For PAs: Access UBC's administrative system for managing HR and finance processes

 

Useful Resources and Tools

Policies and Procedures

Learn more

Policies regarding resident reimbursements can be found in the “Travel and Reimbursement” section.

This PDF is a summary of reimbursable travel expenses

Resident Travel Allowance Tool

Learn more

PGME offers the use of the Resident Travel Allowance tool to simplify the process of requesting pre-approval from PGME for additional travel expenses. Residents will be able to check the maximum amount they can claim by picking a city in the “from” and “to” drop-down list using this Resident Travel Allowance Tool. Please note: should residents need to travel to and from locations that are not included in the drop-down list, and want to claim beyond the standard maximum, they will still have to follow the standard pre-approval process and make a request before making travel arrangement.

Mileage Grid

Learn more

PGME offers the use of a mileage grid to increase the efficiency of reimbursement processing. Google Map printouts are not required in reimbursement claims if the sites are included in the grid.

Reimbursement Site FAQ

Expand to browse common concerns

What is the link to the Resident Reimbursement Site?

https://apps.sp2019.med.ubc.ca/reimbursements/SitePages/Home.aspx

I can’t login to the Resident Reimbursement Site. What should I do?

Learn more

  • The username for this site is your CWL login ID.
  • The password is the CWL Login password
  • Some residents may have issues logging in the site in the initial attempt
  • The issue can be resolved by resetting the CWL passwords and clearing browser cache
  • Residents should also check if there is another CWL Login ID associated with their Student EAD Account
    • Go to https://www.cwl.ubc.ca/myAccount
    • Login using your CWL username and password
    • Go to “View/Update Login Details” section
    • Use the CWL login ID in bold that linked to Student EAD Account
  • If you still have issue with logging in, please contact pgme.reimbursement@ubc.ca
  • Please include your CWL login ID in your email

Are there manuals available to approvers and residents?

See downloadable manuals available

How should I submit my receipts?

Learn more

When submitting claims, all receipts/documentation need to be merged into one PDF document and uploaded to the claim as this is the required format for exporting data to VCH for payment.

Will I receive notification on pending claims for review?

Learn more

  • Primary Approver receives daily notification on pending claims. Items that are submitted for review will be included in the notification next day
  • Secondary Approver receives weekly notification on pending claims
  • Department Approver receives daily notification on pending claims

In order to receive notifications and updates on pending actions residents must update their work emails in the site. Instruction on how to update work email is available in page 1 of the Resident’s Manual.

How do I find out about the status of my reimbursement claim?

Learn more about each status

  • The status of reimbursement forms are located at “My Request”.
  • The status “Pending for Program Approval” means the forms are under review by your Program/Site Admins.
  • The status “ Pending for Department Approval” means the forms are under review by the Department Office for approval. Example: for Family Practice, the Department Office is the Family Practice Postgrad office.
  • The status “Pending for PGME Approval” means the forms are under review by the PGME office.
  • The status “Approved” means the forms are approved by PGME and are ready for payment processing
  • The status “Completed” means forms have been sent for payment processing. Payment will be sent within 2 weeks of the completion date.
  • The status “Resubmit for Review” means the forms are returned to residents for further action.
  • The status “Rejected” means forms are rejected by approvers.

How will I receive my reimbursements?

Learn more

The default payment method is direct deposit (EFT). Resident reimbursements are sent by PGME to VCH and will be paid by VCH as the resident employer.

Can program administrators submit claims on behalf of residents?

Learn more

  • Program administrators can submit claims on behalf of residents. Please ensure you replace the name in the Resident box on the form to the resident’s name. Program Approver will still need to approve forms that are submitted on behalf of residents

I have multiple round trips to/from the same locations. Do I need to add multiple Expense Details sections on the form to claim all trips?

Learn more

Residents are welcome to submit multiple round-trips by listing them in multiple Expense Details sections, or lump the mileages for all trips and enter the total mileage in one Expense Details section. Please note: it is important that the exact travel dates are provided in the comment section or in the attachment if you choose to enter the total mileage in one Expense Details section. Forms will be returned if the exact travel dates are missing.

Can I submit Resident Activity Fund(RAF) expenses through the Resident Reimbursement Site?

Learn more

  • No. Please follow the original procedure within the program and submit the RAF claims to UBC Financial Operations

Can I submit mandatory rotation expenses that are foreign funded (ie. Visa-trainee) through the Resident Reimbursement Site?

Learn more

  • No. Please submit a BCIRPA form for mandatory rotation expenses for foreign funded Visa trainees

I am a BCY resident. Should I submit my reimbursement forms to the BCY Program or my home program?

Learn more

All expenses incurred while in BCY Residency Program should be submitted to BCY Programs for approval. Please ensure the appropriate BCY site is selected in the “Program” box on the Resident Reimbursement Form.

Can sponsored (VISA) residents submit reimbursement claims through the Resident Reimbursement site?

Learn more

No. Sponsored residents are not employed through VCH so cannot submit reimbursement claims through the Resident Reimbursement site. Sponsored residents are eligible for reimbursement for travel expenses for mandatory rotations and mandatory course. They are not eligible for reimbursement for academic events. Sponsored resident reimbursements are processed by PGME through Workday. Sponsored residents / programs are requested to submit all receipts via email to pgme.reimbursement@ubc.ca.

How do we update the approvers for our program?

Please send the new approver’s information to pgme.reimbursement@ubc.ca