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Accommodation and Travel Expense Policies

(As of February 28, 2017)

The Department of Family Medicine is partially funded by the Ontario Ministry of Health and Long-Term Care and provides reimbursement of travel and accommodation expenses for Residents and Western Medical Students that are completing training rotations within Southwestern Ontario and outside of their core teaching site, or within the Cities of London or Windsor. This travel policy meets the guidelines of The University of Western Ontario and the Schulich School of Medicine and Dentistry.

Accommodation and Mileage for Core Rotations

Step 1: Determine your Eligibility

Part A: Rotation Eligibility
Learners may be eligible for Department of Family Medicine (DoFM) funding when they participate in core rotations in the Family Medicine Residency Program. Core clinical rotations include any rotation that IS NOT an elective. An elective rotation is identified as (e) in resident’s schedule. Typically core rotations include family medicine, palliative care, surgery, medicine, OB/GYN, pediatrics, emergency medicine, core selective, and rural family medicine (for London and Windsor residents) but can very among different programs. The exceptions are the OB and Palliative Care rotations in Kitchener which will be covered. Elective clinical rotations include elective rotations within Schulich Medicine Distributed Education boundaries. Refer to the Schulich Medicine Distributed Education website for elective funding eligibility.

Part B: Distance Eligibility
If a core rotation is 35 kms or more from your core teaching site, mileage may be funded. If a core rotation is 35 kms or less from your core teaching site, mileage is not funded. To determine if you meet the distance criteria of 35 kms or greater, please use Table 1 to identify addresses used for Academic Home Base/Teaching Site or your registered home address, whichever distance is shorter. All distances are calculated using the shortest route identified on Google Maps. Clinical location sites must be within an approved DoFM training site within Southwestern Ontario. Exceptions are the OB and Palliative Care rotations in Kitchener which will be covered. Mileage to all other communities will be calculated by the DoFM. Note for London Program: there is no mileage reimbursed for rotations in Ilderton, Mount Brydges, St. Thomas, and Thorndale.

Table 1: Distance Eligibility – Academic Home Base Reference

Academic Home Base  Teaching Site  Address used for Mileage Reimbursement
London Program VFMC, BFMC, SJFMC

Western University, 1465 Richmond St. 

Windsor Campus Windsor University of Windsor, 401 Sunset Ave
Rural Program Chatham 465 Grand Ave W
Rural Program Goderich 180 Cambria Road N
Rural Program Hanover  118 7th Ave
Rural Program Petrolia  4130 Glenview Rd
Rural Program Stratford 511 Huron St. 
Regional Program Ilderton Middlesex Centre Regional Medical Clinic
36 Heritage Drive
Regional Program Strathroy  31 Caradoc Street N.
Regional Program SWMHC  Southwest Middlesex Health Centre
22262 Mill Road

Step 2: Determine your Request type

Temporary Housing Request:
The Department of Family Medicine (DoFM) strongly encourages trainees to live and learn in the community to optimize their experience. Funding for housing is provided to learners who maintain two places of residence during the rotation block(s): a primary residence at the Academic Home Base as identified in the above chart and a secondary residence in the community for the duration of the rotation. Funding is not intended to pay rent/mortgage for the learner’s primary residence.

Accommodation must be requested by the learner 90 days prior to the start of their community rotation. If notice is not received 90 days prior to the start of the rotation, it will be assumed that accommodation does not need to be arranged by DoFM. If you would like the DofFM to arrange accomodation for you for rotations within Southwestern Ontario, please fill out Distributed Education's request form. If you require accomodation for Kitchener core rotations, please contact Chelsea Hillier (chelsea.hillier@grhosp.on.ca). Note for London Program there is no accommodation provided or accommodation funding for rotations in Aylmer, Exeter, Ilderton, Ingersoll, Mount Brydges, St. Marys, St. Thomas, Strathroy, and Thorndale. Learners may occasionally wish to arrange their own housing. If accommodation hasn’t been requested, DoFM must be notified of any housing arranged by the learner at least one month prior to the rotation.

The DoFM provides accommodation funding up to $600.00 per block (HST included). Accommodations during core rotations > 35 km are provided at designated locations or, upon submission of receipts, learners are able to find their own accommodations and will be reimbursed up the funding limit of $600.00 per block if designated accommodations are not available.

Learners who choose temporary housing are entitled to travel funding for one return trip from their Academic Home Base/Teaching Site to their core rotation location.

Professionalism: Once booked, learners are responsible for communicating to both the landlord and to the DoFM any change that would impact the confirmed housing, including date changes and/or cancellation. The learner will be responsible for any accommodation costs associated with the learner’s cancellation or non-use of housing.

Requirements –

  • Temporary housing funded by the DoFM MUST BE used for living/overnight stays
  • Accommodations are provided for the individual learner only; additional guests are not permitted.
  • Accommodations may be co-ed with shared kitchens, bathrooms and sitting area.
  • Please be aware that pets and smoking are not permitted at any housing site.
  • All learners are required to adhere to the landlord’s housing rules.
  • Additional fees may be applied for any internet overages. Learners who use community computing privileges for illegal downloading and file sharing will face disciplinary action for a violation of Western’s Student Code of Conduct, Western’s Code of Behaviour for Use of Computing Resources (MAAP 1.13) and the possibility of criminal or civil prosecution by the copyright holder.
  • Please notify Family Medicine if there are special requirements for housing, such as allergy alerts, disability accommodation, or religious observances. Every reasonable effort will be made to accommodate these requests.

Commuting Request
You are strongly encouraged to live and learn in the community to optimize your experience, however, there may be situations when commuting is the necessary choice. When making this decision, please consider call schedules, weather and travel time.

Learners who do not choose to live in temporary housing in the community, may qualify for travel reimbursement to support daily commute up to a maximum of $400.00 per 4-week rotation block.

Funding for daily commuting will only be provided to learners if notification of accommodation cancellation is received and confirmed 60 days (minimum) prior to the start of the community rotation up to a maximum of $400.00.

Step 3. Submit your funding request

Mileage reimbursement
Family Medicine Residents must complete their mileage reimbursement claim through MyFM. Following the completion of each block (blocks 1 -13), complete the Travel Expense Claim Form in MyFM for reimbursement. Only forms with complete information will be processed. Travel expense claims will be processed at the end of each block. Cheques are issued by The University of Western Ontario and can take up to six weeks to process. Cheques will be mailed to the address on the PGME database. All claims for Department of Family Medicine funding must be submitted within 60 days of the final day of the rotation. Claims that are submitted late will not be processed.

Accommodation organized by the learner reimbursement
Following the completion of each block (blocks 1-13), send the following to Department of Family Medicine (Western Centre for Public Health and Family Medicine, 1st Floor, Schulich School of Medicine & Dentistry, Western University, 1465 Richmond St. London, ON, Canada N6G 2M1):

  • Original accommodation receipt
  • Learner’s name
  • Address of accommodations
  • Dates of occupancy
  • Amount paid
  • Name and signature of the landlord
  • Email and telephone number at which landlord can be reached

Travel expense claims will be processed at the end of each block. Cheques are issued by The University of Western Ontario and can take up to six weeks to process. Cheques will be mailed to the address on the PGME database. All claims for Department of Family Medicine funding must be submitted within 60 days of the final day of the rotation. Claims that are submitted late will not be processed.

Accommodation organized by the DOFM
For housing arranged by DOFM, no documents are required from the learner.

Accommodation and Mileage for Core Academic Teaching Programs

Step 1: Determine your Eligibility

Mileage (travel that exceeds 35 kms within the SWO boundary, with the exception of Palliative Care and OB rotations in Kitchener) may be provided for in–person attendance at mandatory, core teaching programs, which include any sessions of the following: Behavioural medicine curriculum; Ethics curriculum; Wednesday academic half-days (PGE and Department of Family Medicine); Neonatal Resuscitation Program, Resident Project Day, and McWhinney Lecture Series. To determine if you meet the distance criteria of 35 kms or greater, please use Table 1 to identify addresses used for Academic Home Base or your registered home address, whichever distance is shorter. All distances are calculated using the shortest route identified on Google Maps. 

Step 2: Determine your Request type

Mileage (travel that exceeds 35 kms within the SWO boundary, with the exception of Palliative Care and OB rotations in Kitchener) may be provided for in–person attendance at mandatory, core teaching programs. Accommodations can be provided for those residents who are traveling from out of town (greater than two hours) to attend any core teaching programs that may occur in the early morning (< 8:00am). Please note that the Department of Family Medicine has accommodation providers at designated sites, no other reimbursement for hotels, etc. will be covered. There is also no reimbursement for any accommodation charge Fridays – Sundays. Accommodation must be requested by the learner 30 days prior to the core teaching program. Learners who choose temporary housing are entitled to travel funding for one return trip from their Academic Home Base/Teaching Site to their core academic teaching location.

Once booked, learners are responsible for communicating to both the landlord and to the DoFM any change that would impact the confirmed housing, including date changes and/or cancellation. The learner will be responsible for any accommodation costs associated with the learner’s cancellation or non-use of housing.

Requirements –

  • Temporary housing funded by the DoFM MUST BE used for living/overnight stays
  • Accommodations are provided for the individual learner only; additional guests are not permitted.
  • Accommodations may be co-ed with shared kitchens, bathrooms and sitting area.
  • Please be aware that pets and smoking are not permitted at any housing site.
  • All learners are required to adhere to the landlord’s housing rules.
  • Additional fees may be applied for any internet overages. Learners who use community computing privileges for illegal downloading and file sharing will face disciplinary action for a violation of Western’s Student Code of Conduct, Western’s Code of Behaviour for Use of Computing Resources (MAAP 1.13) and the possibility of criminal or civil prosecution by the copyright holder.
  • Please notify Family Medicine if there are special requirements for housing, such as allergy alerts, disability accommodation, or religious observances. Every reasonable effort will be made to accommodate these requests.

Step 3. Submit your funding request

Mileage reimbursement
Family Medicine Residents must complete their mileage reimbursement claim through MyFM. . If you are on rotation in a different location than your Academic Home Base, on MyFM Travel Expense Claim Form,  select Travelled to “Other” and key in the city with the Rotation Start and End Date. Following the completion of each block (blocks 1 -13), complete the Travel Expense Claim Form using MyFM for reimbursement. Only forms with complete information will be processed. Travel expense claims will be processed at the end of each block. Cheques are issued by The University of Western Ontario and can take up to six weeks to process. Cheques will be mailed to the address on the PGME database. All claims for Department of Family Medicine funding must be submitted within 60 days of the final day of the rotation. Claims that are submitted late will not be processed.

Accommodation organized by the DOFM
For housing arranged by DOFM, no documents are required from the learner.

Conference Reimbursement Expense Claims

Original receipts to be submitted no later than sixty (60) days after the end of the conference to:
Department of Family Medicine
Western Centre for Public Health and Family Medicine, 1st Floor
Schulich School of Medicine & Dentistry, Western University
1465 Richmond St.
London, ON, Canada N6G 2M1

Expense Claim Q & A

Q: I have been elected as a Chief or Senior Resident. I understand there are administrative bonuses for these roles. How will I receive compensation?
A: Administrative Bonuses for these roles are compensated. For current rates and information, please refer to the PARO website, or contact them by email at paro@paroteam.ca.

Q: I have been travelling for in-hospital, or home call visits. Are there call stipends, or travel reimbursements available?
A: This would be covered by PARO, not the Departmental Office, so please contact PARO atparo@paroteam.ca, or by telephone at 1-877-979-1183.

Q: For a core rotation greater than 35 km one-way, if I select to travel daily instead of staying in accommodations, will I be reimbursed for daily mileage.
A:Yes, but up to a maximum of $400 per 4-week rotation block.

Q: During my core rotation, I travel to other ER sites as a horizontal core emergency rotation. Would I be eligible for reimbursement for mileage?
A: No.

Q: For attendance at core teaching programs, I forgot to mark my attendance online. Can I be reimbursed for mileage?
A: No, reimbursement for mileage is based from the attendance sheet. You have 14 days to mark your attendance online.

Q: Can I be reimbursed for my hotel stay at a conference?
A: No. The department does not reimburse accommodation or travel to attend conferences.