Resident Reimbursements

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.

• Click here for the Resident Travel Allowance Tool
• Click here for the Travel Summary PDF document
• Click here to download the PGME mileage grid spreadsheet

See Reimbursement Site FAQ section below for more details.

Applicable PGME Policies:

• Policy 016a – Resident Mandated Travel and Reimbursement Policy
• Policy 016b – Resident Mandated Rural Outreach Rotation Policy

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.

• Click here for the Mandated Housing FAQ Page

See Reimbursement Site FAQ section below for more details.

Applicable Policies:

• The Resident Collective Agreement: Article 28 – Distributed Training Locations
• Policy 015 – Housing Accommodation for Mandated Rotations Policy
• Policy 016a – Resident Mandated Travel and Reimbursement Policy

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.

• Click here to download the PGME mileage grid spreadsheet

Applicable PGME Policies:

• Policy 017 – Reimbursement Policy for Rotations Requiring Extended Commutes

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:

• Policy 013 – Mandatory Course Policy

Sponsored residents are eligible to claim course fees, travel expenses, extended commuting and housing expenses for mandatory training expenses through PGME. The maximum reimbursement is $1,500 per academic year. Residents submit their documentations via email to pgme.reimbursement@ubc.ca. Documentations must include, purpose and duration on the rotation, an itemized expenses supported by original, dated receipts and a written approval from your Program Director or Program Administrator.

Requests for accommodation must be sent by the Program Administrator to pgme.mandatedhousing@ubc.ca. If PGME housing is not available, residents are required to source their own housing  and are eligible for up to $1,500/year. Additional funding may be available at the program level. Please contact your Program Administrator for more information.

Once mandatory training expenses are approved by the PGME Office, claims are submitted on the residents behalf in Workday. UBC reimburse residents directly via direct deposit/cheque. Please verify that your direct deposit and home address information is accurate and up to date.

Applicable PGME Guideline:

• Sponsored Resident Reimbursements

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 for AY2025/2026. Please complete the Academic Half Day Survey Form and submit it to PGME (pgme.reimbursement@ubc.ca) for approval.

See Reimbursement Site FAQ section below for more details.

• Click here for the Resident Travel Allowance Tool
• Click here for the Travel Summary PDF document
• Click here to download the PGME mileage grid spreadsheet

Applicable PGME Policy:

• Policy 018 – Geographically Distributed Travel and Reimbursement Policy

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.

• Click here to download the PGME mileage grid spreadsheet

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.

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:

• Refer to Resident Activity Fund expenditure guideline (updated Mar. 28, 2022)

Residents are compensated for working call shifts according to the terms of the Collective Agreement. In order to receive payment for working call shifts residents must submit a Call Stipend form, with their monthly call schedule attached, through the Resident Doctors of BC website.

Relevant policies:

• See Collective Agreement – Article 20

Contact: schedules@residentdoctorsbc.ca

Residents submit through Resident Management System (RMS). Submissions are approved by the Program Adminstrators and submitted to VCH for pay via resident paycheques.

Process: https://postgrad.med.ubc.ca/current-trainees/resident-management-system-rms/

Applicable Policy:

• See Collective Agreement – Article 11

Program Administrators submit Lead/Principle Resident assignments through Resident Management System (RMS). Submissions are submitted to VCH for pay via resident paycheques monthly.

Reference guide available for PAs: https://mednet.med.ubc.ca/teaching/resident-management/resources/

Applicable Policy:

• See Collective Agreement – Article 22.02

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 Beibei Jia. 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.

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. 

• Click here to learn how to apply for CMPA membership

Applicable policies:

• Collective Agreement Article 18.02

Policies and Procedures

Resident Travel Allowance Tool

Mileage Grid

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?

Are there manuals available to approvers and residents?

How should I submit my receipts?

Will I receive notification on pending claims for review?

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

How will I receive my reimbursements?

Can program administrators submit claims 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?

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

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

How do we update the approvers for our program?

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