Conference Travel Claims
Educational Materials
Educational Courses
A Reimbursement How-To
Title of presentation
umanitoba.ca
Conferences
• Residents are entitled to five days of conference leave per
academic year.
• Conference leave requests are made in Ventis and approved
by the Program.
• We need 8 weeks’ notice prior to the start of the rotation in
which the conference takes place.
• Travel related to research requires the approval of the
Research Director.
Resident Travel Expense Policy
• The Resident Travel Expense Policy outlines the eligibility
criteria, procedures and guidelines for travel reimbursement.
• Residents may be reimbursed to a total of $2000 per year,
including:
– Expenses related to conference travel (airfare,
accommodations, meals, etc.)
– Educational Materials (textbooks, software)
– Educational Courses (pre-approved by Program Director
and/or Department Head)
• In addition, research conference travel may be eligible for an
additional $2000 (generally, once only in your residency).
Allowable Expenses Related to
Conference Travel
• Reasonable Accommodation
– from the day before a conference up to the last day of the
conference
– room service, telephone, internet and other misc. charges
will not be reimbursed
• Airfare
– Economy airfare may be booked using Carlson Wagonlit
Travel
• Conference Registration Fee
• Transportation
– Return trip from airport (local and conference destination);
expense should be equivalent to regular taxi fare
• Mileage
– no more than the cost of economy airfare
• Meals
– the University’s Maximum Per Diem Allowance (receipts not
required), less meals included in the event
– Per Diem = $50/Day in Canada; $60/Day Outside Canada
Allowable Expenses Related to
Educational Materials
• Text books
• Computer Software
(but not equipment)
Allowable Expenses Related to
Educational Courses
• Must be pre-approved by the Program Director
and/or Department Head and related to Emergency Medicine
What to Do…
1. Request Conference Leave in Ventis.
Conference Leave
will be approved in
Ventis by the
Program Assistant
once reviewed by
the Program
Director.
2.
Contact the Program Assistant* for a unique RN
number which you will need to submit your claim
form.
*Ann Marie at [email protected]
204-977-5664
*CCFP-EMs: You can apply to Family Medicine for $250 funding
for your conference (complete at least 4 weeks in advance of
your conference):
http://umanitoba.ca/faculties/health_sciences/medicine/units/fami
ly_medicine/media/Resident_Leave_and_Funding_Request_Form
.pdf
3.
Fill out the Travel Request Form found on our
departmental website.
4. Sign and date the form and forward to
[email protected].
5. Ann Marie will have it signed and dated by the
Program Director, complete the FOAP information
(required for booking airfare), and return the form
to you.
6. Book your airfare.
You will need you RN number and the FOAP to book through the
University provider:
Carlson Wagonlit Travel
1-866-855-9850
7. Email your confirmed itinerary to Ann Marie.
After the Conference…
8. Complete Sections A, B, D on the
Travel & Business Claim Form
• Collect all your original
receipts:
• boarding passes
• taxi receipts
• proof of conference registration
…and itemize your expenses on
this form.
9. Sign section F of the Travel & Business Claim
Form.
Forward to Ann Marie with:
• Your original receipts, itinerary. Please make sure receipts have the
vendor’s address, are dated and itemized if necessary.
• A copy of your Conference Agenda.
• File a claim for reimbursement within 2 weeks of your return.
Research Reimbursement
• Residents may receive $1000 should they be accepted to present
their abstract at a conference.
• An additional $1000 is available if the resident completes and
submits a draft manuscript to the Research Committee for approval
within one year.
• Contact Vanessa Perinot, 204-318-5295 for assistance.
There’s more…
PGME Research Support
• PGME supports residents that present an abstract, poster or oral
presentation at a conference once per academic year up to $1000
(and matched by the Department).
• A letter requesting funding must be sent to Dr. Cliff Yaffe in the
PGME office PRIOR to the conference for pre-approval. Along with
the letter of request, the Pre Authorization Travel Form must also be
completed and submitted with the request for funding letter.
• After the conference, you are filling out the Travel & Business
Claim Form again (with receipts, signature, etc.).
• This is forwarded to Vanessa Perinot, DEM Research Assistant.
This presentation, complete with links to relevant forms and email
addresses is on our DEM website, under Forms.
FRCP and CCFP Program
Assistance (including travel
claims and claims related to
educational materials and
courses):
Ann Marie Aldighieri
204-977-5664
Research and Research
Reimbursement:
Vanessa Perinot
204-318-5295
Department of Emergency Medicine
NA617, 700 McDermot Avenue, Winnipeg MB R3E 0T2
Title of presentation
umanitoba.ca