POSTGRADUATE RESIDENT REIMBURSEMENT PROTOCOL Approved: 2007/04/26 by Postgraduate Education Committee Revised: 2013/01/07, approved by PGEC, 2013/05/30 Responsible Office: Postgraduate Education (PGE) Responsible Officer(s): Associate Dean, PGE; Director, PGE 1.0 Protocol Statement/Rationale Support for CME, research, technology, travel, and advanced skills courses is a key aspect of NOSM s distributed education model. Funds must be used as intended, within public sector guidelines and applied fairly across all residency programs. NOSM is responsible to ensure public funds are used for their intended purpose (Broader Public Sector Directive). This protocol is designed to support resident education and to establish the principles, mandatory requirements and guidelines for the Northern Ontario School of Medicine (NOSM) Postgraduate Resident Reimbursement Program. The is a companion document to NOSM s Travel Management and General Expenses Protocol (FN 2.0), which governs guidelines for insuring travel, and education expenses are in adherence with accounting procedures at NOSM and the Province of Ontario Broader Public Sector Expenses Directive. FN 2.0 also outlines procedures for obtaining reimbursement. 2.0 Applicability This protocol applies to all residents whose funding for training is administered by NOSM. International medical graduates (IMGs) may access the benefits in the reimbursement program once they have completed the mandatory assessment verification period (AVP). Residents on leave (parental, sick or other) are not entitled to access the reimbursement program while on leave. 3.0 Responsibility NOSM PGE Office is responsible for: Ensuring the principles and requirements in this protocol are adhered to within NOSM. Ensuring the expense claims they approve are in adherence with the protocols of NOSM. Ensuring that residents are made aware of this document and procedures. Ensuring that when exercising discretion, rationale is documented and filed with the claim. Approvers are accountable for their decisions which must be made subject to good knowledge of the situation, exercised in appropriate circumstances and comply with the principles and mandatory requirements set out in this Protocol. Tracking individual resident claims to ensure compliance within the allotted maximum amounts provided within each funding category.
Claimants are responsible for: Obtaining necessary authorizations as outlined in the Protocol. Submitting original, itemized receipts accompanied by the correct expense form within the quarter following the incurred expense. See chart below for claim deadlines. 4.0 Getting Help Queries regarding interpretations of this document and resolution of issues should first be directed to: 5.0 Authority Program Coordinator Contact Information Provided at Orientation Then for further resolution to: Director of Postgraduate Education 807-766-7503 This protocol delegates to the Director of Postgraduate Education authority in administering these expenses within the provisions of this protocol. 6.0 Related Documents/References o Travel Expense Statement Canadian Currency o Cheque Requisition Form (all expenses other than travel) o FN 2.0 Travel Management and General Expense Protocol All of the above are found on the NOSM external web-site at: http://www.nosm.ca/about_us/organization/administration/general.aspx?id=2002
7.0 Categories of Reimbursable Expenses The following chart outlines allowable expenses and the stipulations for funding periods:. Type of Funding Continuing Medical Education Amount Funding Period Allowable Expenses $500 Per residency year, carry over not permitted Registration fees for approved conferences, courses, and workshops; Self learning activities; Reference materials, books, journal subscriptions, CME course CDs; Travel costs to attend resident initiated CME events in compliance with FN 2.0 Travel Management and General Expenses Protocol (link). Research Support $200 Per residency year, carry-over allowed Expenses associated with resident research projects as approved in writing by your research supervisor. Advanced Cardiac Life Support (ACLS) Registration Fee Once per entire residency One full certification course of ACLS may be reimbursed if self-funded up to six months before starting with the NOSM Postgraduate Program OR if full certification course is taken and self funded during residency. One re-certification for ACLS OR any other Program approved advanced skills course requiring recertification
during residency Proof of pass required when submitting claims with original receipts Only the registration fee is covered, not travel One advanced skill course in addition to ACLS Registration Fee Once per entire residency One full certification course such as ATLS, ALARM, PALS, ALSO, WALS OR one other advanced skills course as approved in writing by the Program Director taken during residency Proof of pass required when submitting claims with original Only the registration fee is covered, not travel Neonatal Resuscitation Program (NRP) Pediatrics and Family Medicine Registration Fee Once per entire residency One full certification NRP course if taken during residency and is not part of core academics Proof of pass required when submitting claims with original Only the registration fee is covered, not travel Technology Benefit $1,000 One-time per resident. NOTE: if an individual completes more than one residency or transfers between programs, the benefit is only Computer hardware such as laptops, printers, monitors, PDAs, mobile devices, webcams, flashcards, and hardware upgrades etc. Software, to be used for educational purposes as approved in writing by the Program Director.
Additional Travel Supplement provided per person once. $800 Per residency year, carry-over not permitted Travel support* is available for residents who may be away from their families for extended periods of time while on rotation. Funds can be used to offset the travel costs of: The resident travelling to visit family at their permanent residence or elsewhere, or family member travelling to a rotation location or residency homebase location, Travel for compassionate reasons or, Travel to attend to a personal/family emergency. This benefit can also be used in combination with the CME benefit to support travel to conferences that are not considered part of core academic curriculum or program-funded. * Note this funding is in addition to travel funded to the declared home-base for mandatory academics, core rotation change of location or travel in between consecutive core blocks away from the residency declared home-base. 8.0 Auditing Requirements Reimbursements to residents for travel and other related expenses are subject to examination by external auditors, including Revenue Canada. If NOSM reimburses expenses that are subsequently found not to comply with this protocol, the resident will be required to repay such amounts.
9.0 Reimbursement Procedures Claims for the reimbursement of eligible expenses under this protocol must be sent to the Postgraduate Office at the following address for verification and approval: Postgraduate Education Office Northern Ontario School of Medicine 955 Oliver Road Thunder Bay, ON P7G 1E3 ATT: Registration and Reporting Coordinator Approved claims that do not require additional information/clarification from residents will be sent within three to five business days of receipt in the PGE Office to the Office of Finance for processing and payment will be issued to residents via direct deposit within ten business days. Claims must be submitted within 3 months following the expense incurred.