Accommodation, Travel, and Conference Expense Policies

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, general surgery, internal medicine, obstetrics & gynecology, pediatrics, emergency medicine, core selective, and rural family medicine (for London and Windsor residents) but can vary among different programs. The exceptions are the Obstetrics 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
There is no mileage reimbursed for London and Regional Program residents travelling to rotations in London, Ilderton, Mount Brydges, St. Thomas, Strathroy, Thorndale, and the immediate area.

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 Obstetrics and Palliative Care rotations in Kitchener which will be covered. Mileage to all other communities will be calculated by the DoFM.

Table 1: Distance Eligibility – Academic Home Base Reference

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. 

The DoFM provides accommodation funding up to $800.00 per block (HST included). Accommodations during core rotations > 35 km are provided upon submission of receipts and learners will be reimbursed up to the funding limit of $800.00 per block. 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. 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.

There is a Housing Resource in One45 under Handouts and Links with a listing of locations residents have previously stayed (Note: this listing is not an endorsement but can be used as a resource when booking accommodations). Residents completing rotations in Chatham, Sarnia, or Stratford might qualify for housing arranged directly by Distributed Education. Distributed Education will email you before your rotation to ask if you would like accommodations arranged or you can access their request form on the Distributed Education website. Residents completing rotations in Windsor might qualify for housing arranged directly by Windsor Campus. Access their request form on the PGME Website.

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. All distances are calculated using the shortest route identified on Google Maps based on your Academic Home Base/Teaching Site or your registered home address, whichever distance is shorter. 

Mileage reimbursement (submitted through MyFM)
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. Indicate under "Comment" section if you commuted daily or if the claim is for one round trip. Only forms with complete information will be processed. Travel expense claims will be processed at the end of each block. Cheques are issued by Western University 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 reimbursement (organized by the learner)

Steps:

• Follow the instructions on Western Financials to initiate an accommodation expense claim form.
• Complete the form, attach all relevant receipts, and submit the claim to Pat Yong (University contact User ID: PYONG).
• If you have any questions while completing the form, the eForms Assistant is available to help.
• You can select your existing address or banking information in the system. Please ensure your details are up to date before making a selection. Fill in as much information as possible.  Pat Yong will enter the Speed Code for your claim. 

Required Documentation for Accomodation Claims:  Please upload the following documents (incomplete submissions will be returned):

• Receipt or a separate sheet must include:
• Learner’s name
• Name and address of accommodations
• Dates of occupancy
• Amount and method of payment
• Landlord’s name and signature
• Landlord’s email and telephone number

Receipts must clearly show the amount paid and payment method. Western University cannot reimburse accommodation expenses without official receipts.

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.

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. 

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). There is no reimbursement for any accommodation charge Fridays – Sundays. Accommodation must be requested (fmpgc@schulich.uwo.ca) 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.

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 Western University 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.