Circular concerning reimbursement of residents’ travel expenses
Interpretation
This Appendix takes effect on July 1, 2019, and remains in effect until the renewal of the collective agreement.
In short, this Circular provides for payment by the establishment hosting you on rotation of travel, accommodation and living expenses for mandatory rotations performed more than 50 kilometres from your home base, i.e., the establishment where most of your rotations are performed or a university family medicine group (GMF-U).
You are entitled to:
- Two return trips per rotation period reimbursed at the rate of $0.440 per kilometre for your travel expenses. Ride-sharing is also encouraged, and the driver will receive an additional allowance if he has passengers. It is possible to take a plane if the rotation site is 800 km or more from your home base.
- $225 for your living expenses.
- Accommodation in good condition provided by the establishment. Should no accommodation be provided or made available by the establishment, you must check whether accommodation is provided by the Federation or an affiliated association, and available, at the location where you will be on rotation. Should the latter have no accommodation available during your rotation period, you are entitled to $580 per rotation period for accommodation.
Moreover, if you are performing most of your training in a university family medicine group (GMF-U) in a remote region (see Schedule I of the Circular), you will be accommodated by your GMF-U and, if that is not the case, you will receive $580 per rotation period for accommodation, as well as applicable travel and living expenses during rotations performed in that GMF-U.
Reimbursement procedures vary from one establishment to another, and you will have to find out about them from the establishment hosting you on rotation. That being said, you will probably have to complete a form and submit supporting documents to receive your reimbursements.
Subject
The purpose of this Circular is to present the terms and conditions for reimbursement of residents’ travel expenses as well as the eligibility criteria for such reimbursements.
Background
A Collective Agreement has been concluded between the Minister of Health and Social Services and the Fédération des médecins résidents du Québec. Article 19.06 of the said Agreement provides that travel expenses for residents shall be under the responsibility of establishments, in accordance with the terms and conditions set out in this Circular.
These terms and conditions for reimbursement of travel expenses shall come into effect on July 1, 2019, and remain in effect until the renewal of the Agreement.
Terms and conditions
Scope and conditions
This Circular presents eligible reimbursements aimed exclusively at residents performing a mandatory rotation in Quebec. This rotation shall be carried out in an establishment located more than fifty (50) kilometres from a Quebec medical faculty or the resident’s home base. The travel allowance shall be established on the basis of the Quebec Ministry of Transport’s tool for estimating highway distances.
- In this Circular, unless the context indicates otherwise, the following definitions are used: “Resident”: A resident, excluding clinical fellows, within the meaning of Article 1.04 of the Agreement between the Ministry of Health and Social Services and the Fédération des médecins résidents du Québec. “Travel”: Travel authorized and carried out by a resident in the performance of his duties, and during which he bears transportation, accommodation and living expenses in particular. “Home base”: For the family medicine resident, the home base corresponds to the university family medicine group (GMF-U) to which he is assigned and where he performs the majority of his rotations for an academic year. For the resident in a specialty other than family medicine, the home base corresponds to the establishment where he performs the majority of his rotations for an academic year. “Year”: The year of application is from July 1 to June 30 the following year. “Mandatory rotation”: Within the meaning of this Circular, any mandatory rotation required by the university program and associated with the competencies to be acquired with a view to obtaining specialist certification from the Collège des médecins du Québec or the Royal College of Physicians and Surgeons of Canada (RCPSC) or the College of Family Physicians of Canada (CFPC). “Rotation period”: Period of 28 days’ duration. “Public transit”: Collective transport aimed at conveying several individuals simultaneously, over the same route. It is generally accessible in exchange for a fare, such as a ticket. Examples of means of public transit are bus, metro or train.
General principles
- The President and Executive Director of the establishment to which the resident travels shall be responsible for management and application of this Circular with a view to ensuring optimum use of the human, material and financial resources required during travel carried out by residents in order to permit the organization and performance of rotations.
- To be reimbursable, travel expenses shall be necessary, reasonable, and incurred with a view to performing work meeting the conditions of this Circular. The President and Executive Director of the establishment shall ensure that the resident completes an expense account form including supporting documents appropriate to the circumstances of the travel. In addition, as far as possible, the use of public transit or ride-sharing shall be encouraged. The expenses usually paid by a resident to travel to his establishment from his home and back are not reimbursable. The same applies to return travel expenses between his establishment and his home to take his meals there. To be able to benefit from the travel expenses provided for in this Circular, the resident shall take accommodation during the rotation period within 50 km or less of the site of said rotation. Nevertheless, except for residents contemplated in Article 9 d), if the accommodation concerned is his principal residence, the resident shall receive no reimbursement under this Agreement. The resident contemplated in Article 9 d) of this Circular shall take accommodation during the rotation period in the geographical area in which he is performing his rotation in order to receive the allowances provided for. The President and Executive Director of the establishment shall be responsible for ensuring that the resident is accommodated within the geographical area.
- If the resident is absent for more than five (5) days during a rotation period, he shall receive no reimbursement pursuant to this Circular for that rotation period, if such absences result in the rotation not being valid. Also, the resident who cannot complete his rotation period owing to an extended absence pursuant to Articles 26 (Parental rights) and 28 (Life, health and salary insurance plans) shall continue to benefit from the terms and conditions of Article 9 of this Agreement, for a period not to exceed 28 days following the start of such absence. The resident shall then provide proof that he has continued to reside in the accommodation contemplated by Article 9 during the period in question in order to benefit from the terms and conditions concerning accommodation expenses.
TRAVEL ALLOWANCES
A- Transportation expenses
- The resident who uses means of public transportation to effect travel shall be reimbursed for the actual cost of the means of transportation insofar as it does not exceed the cost which would generally have been paid pursuant to Article 6 or 7 of this Circular.
- The resident who is required to use his personal motor vehicle for travel shall receive, for any distance travelled during the same year, an allowance established on the basis of the following terms and conditions:
a) kilometric allowance-up to 8,000 km $0.440 / km
-more than 8,000 km $0.395 / kmb) Additional allowance
The resident who uses his personal motor vehicle for the purposes of travel in the specific circumstance set out below shall be entitled to an additional allowance of $0.110 per kilometre thus travelled:- Transportation of at least three (3) residents, including the driver, authorized by this Circular.
Reimbursement of travel expenses associated with the use of a personal vehicle shall not exceed the reimbursement which would have been received pursuant to Article 7 of this Circular.
- Air transportation shall be authorized for trips of more than 800 km. Reimbursement of actual expenses shall be authorized up to the average cost corresponding to travel in economy class, reserved four (4) weeks in advance.
- The resident shall benefit from travel expenses for a maximum of two (2) return trips per rotation period.
B- Accommodation expenses
- The resident required to travel during a rotation period in accordance with the terms and conditions provided for in the Scope and Definition section shall benefit from the accommodation expenses incurred, on the basis of the following terms and conditions:
- As far as possible, the establishment shall provide accommodation for the resident travelling for a rotation period, for the entire duration of his rotation. In such a situation, the establishment shall benefit from reimbursement up to a maximum of $580.00. The accommodation shall be in a good state of cleanliness, and in habitable, safe, sanitary condition. It shall be accessible at all times, and feature basic amenities (kitchen, bathroom, etc.).When he ceases to benefit from this accommodation, the resident shall be required to return it to the condition in which he received it, but he shall not be held responsible for changes resulting from the age or normal wear and tear of the accommodation, or for acts of god. Moreover, the resident shall be required to repair any loss or deterioration in or change to the accommodation, unless he proves that such losses are not attributable to his fault or to the fault of individuals to whom he allows access to the accommodation.
- If a medical resident association or the Fédération des médecins résidents du Québec (FMRQ) provides accommodation for the resident travelling for a rotation period, the establishment shall reimburse the FMRQ, for the period in question and upon receipt of the appropriate supporting documents, the amount set out in Appendix II, up to a maximum reimbursement of $580.00. The accommodation shall be in a good state of cleanliness, and in habitable, safe, sanitary condition. It shall be accessible at all times, and feature basic amenities (kitchen, bathroom, etc.).
When he ceases to benefit from this accommodation, the resident shall be required to return it to the condition in which he received it, but he shall not be held responsible for changes resulting from the age or normal wear and tear of the accommodation, or for acts of god. Moreover, the resident shall be required to repair any loss or deterioration in or change to the accommodation, unless he proves that such losses are not attributable to his fault or to the fault of individuals to whom he allows access to the accommodation. - If the resident does not benefit from accommodation provided by the establishment or by a medical resident association or the FMRQ, the resident travelling for a rotation shall be entitled to reimbursement of travel expenses up to a maximum of $580.00 per rotation period.
- The resident whose home base is located in one of the university family medicine groups (GMF-Us) in a geographical area contemplated by Ministerial Decree 97-02 and designated in Appendix I of this Circular shall benefit, for each rotation period performed at that GMF-U and in accordance with the same terms and conditions in this Circular, from reimbursement of the accommodation expenses incurred in accordance with the terms and conditions of Article 9 a), b) or c).
- The resident required to travel during a rotation period shall benefit from the living expenses incurred, on the basis of the following terms and conditions:
- The resident shall be entitled to a lump sum of $225.00 per rotation period as compensation for the living expenses incurred during the travel.
- If the establishment provides the living expenses, in whole or in part, the reimbursement the resident receives shall be prorated to the benefits thus received.
This Schedule lists the university family medicine groups (GMF-Us) located in one of the eographical areas designated in Ministerial Decree 97-02.
Region | University family medicine group (GMF-U) |
|---|---|
1 | GMF-U de Trois-Pistoles |
1 | GMF-U de Rimouski |
2 | GMF-U d’Alma |
8 | GMF-U de Rouyn-Noranda |
8 | GMF-U de la Vallée de l’Or |
8 | GMF-U des Aurores Boréales – La Sarre |
8 | GMF-U Les Eskers d’Amos |
9 | GMF-U de Manicouagan |
11 | GMF-U de Gaspé |
11 | GMF-U Baie-des-Chaleurs |
15 | GMF-U Mont-Laurier |
If a medical resident association or the FMRQ provides accommodation for a resident entitled to reimbursement of the accommodation expenses provided for in this Circular under Article 9 b), the establishment shall reimburse the FMRQ directly for the resident’s accommodation expenses.
Such reimbursement shall not exceed the actual cost of this accommodation paid by the medical resident association or the FMRQ, up to the maximum provided for in Article 9 b), by rotation period, depending on the location where the resident is housed.
The committee provided for in Article 19.07 shall determine the actual costs, on a yearly basis, up to the maximum provided for in Article 9 b). These costs shall be updated by the parties no later than May 1 each year, failing which the reimbursements shall be deemed to have terminated.
Information capsule
Reimbursement of Travel, Accommodation and Living Expenses: What You Are Entitled to
To help you understand what you are entitled to, here are some basic details.
Important definitions
Home base
- In family medicine → It is the university family medicine group to which you are assigned and where you perform the majority of your rotations for an academic year.
- In other specialties → It is the establishment where you perform the majority of your rotations for an academic year.
Mandatory rotation
Any rotation required by the university program and associated with the competencies to be acquired with a view to obtaining specialist certification, from the Collège des médecins du Québec, RCPSC or CFPC.
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Eligibility criteria
The following criteria must ALL be met in order for your travel, living, and accommodation expenses to be reimbursed.
- The rotation must be mandatory.
+ - The rotation must be performed more than 50 km from your home base.
+ - The rotation must be performed more than 50 km from your principal residence.
+ - The rotation must be performed in Quebec.
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What you are entitled to
Travel
Reimbursement of two return trips per 28-day rotation period at $0.440 per kilometre. Road distances must be calculated using the Transport Quebec site.
It is also possible to be reimbursed for two return trips by air per 28-day rotation period, if the rotation is more than 800 km from your home base.
Ride-sharing is encouraged, too. If you drive two or more colleagues, you are entitled to an additional allowance.
Living expenses
$225 per 28-day rotation period
Accomodation
First: Accommodation provided by the establishment
Contact your establishment, which will tell you whether accommodation is made available to you.
*Most establishments that provide accommodation are in the regions, except for Charles-Lemoyne Hospital.
Second: Accommodation provided by the FMRQ
If no accommodation is provided by the establishment AND your rotation is in the Montreal area, you must apply for accommodation to the FMRQ.
To reserve a place in one of the three FMRQ apartments located in Montreal:
Write to logements@fmrq.qc.ca specifying:
your name;
the requested period(s);
the location of your rotation;
accommodation preference (Rosemont, Côte-des-Neiges or Sud-Ouest districts, see locations in the FMRQ mobile app)*.
A staff member will contact you to confirm the availability of a room.
Once the availability of a room is confirmed, complete and have your program director or his representative sign the Request to reserve an FMRQ apartment form (in French only)
Email the form at logements@fmrq.qc.ca.
Third: Reimbursement of $580/28 days
If no accommodation is provided by your establishment or the FMRQ, you will have to find accommodation yourself, and will be eligible for reimbursement of $580 per 28-day period.
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Where to apply for reimbursement
Apply to the Teaching Office of the establishment hosting you on rotation. That establishment is responsible for reimbursing you for your travel, living and accommodation expenses, where applicable.
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How to apply
At the end of the rotation, you must complete the Application for reimpursement of travel, living and accommodation expenses (in French only), or the form provided by the establishment where you performed the rotation, and submit it to that establishment’s Teaching Office. Don’t forget you have to provide supporting documents for each of your expenses.
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Special rules apply if you are performing your residency in a designated region in one of the following university family medicine groups (UFMGs, or GMF-U):
- GMF-U de Trois-Pistoles
- GMF-U de Rimouski
- GMF-U d’Alma
- GMF-U de Rouyn-Noranda
- GMF-U de la Vallée de l’Or
- GMF-U des Aurores Boréales – La Sarre
- GMF-U Les Eskers d’Amos
- GMF-U de Manicouagan
- GMF-U de Gaspé
- GMF-U Baie-des-Chaleurs
- GMF-U Mont-Laurier
When your residency takes place in one of the above UFMGs, you are automatically eligible for reimbursement of travel, living and accommodation expenses. You do not need to meet the eligibility criteria.
Caution! If you perform a rotation certified as mandatory by your program director and that rotation takes place more than 50 km from your UFMG located in a designated region, you must apply to the establishment hosting you on rotation for reimbursement of travel, accommodation and living expenses. The eligibility criteria listed in this information capsule apply. Please note that during this rotation, your home UFMG will no longer reimburse you for the expenses they paid you for while you were with them.