Family Medicine Residency Program

Rural Rotation Information for Urban FM Residents – per Distributed Learning and Rural Initiatives (DLRI) and Family Medicine Residency Program - updated September 2016

This document outlines policies and procedures relating to your Rural FM rotation in second year. If you wish to complete additional rotations outside , please speak with your Program Coordinator for detailed procedures and approval processes.

Your Accommodation in Rural Location

1. All rural accommodations are arranged through DLRI (Distributed Learning and Rural Initiatives) in the Cumming School of Medicine. 2. DLRI is aware of your upcoming Rural FM rotations and you will receive an email from DLRI at the beginning of the year asking about your accommodation needs (e.g: bringing family, etc.) • Please note, we have a “no pet” policy. 3. You will receive your accommodation info (address, how to get keys, etc.) from DLRI 2-3 weeks prior to the start date of your rotation. If you haven’t heard 2 weeks out, please contact DLRI staff at [email protected].

Eligible Travel Expenses (For Locations)

1. Round trip mileage is reimbursed for locations in Alberta. 2. Mileage calculations are based on an approved mileage chart – Please see page 2 (no gas receipts required). 3. Alberta non-funded locations are: Airdrie, Calgary, , Cochrane, Devon, , , Leduc, , , , St. Albert, and Stoney Plain. 4. Return trips to Calgary are funded for the following events (in addition to the initial round trip): a) CFPC Exams (October Block 5, OR May Block 11) b) Scholarship Day (March, Block 10)

Travel Expense Reimbursement Process (For Alberta Locations)

1. Near the end of your rural rotation (usually a week before end date), you will receive from DLRI the Expense Claim Form and a link to a brief survey via email. 2. Complete the survey. 3. Submit your expense form to DLRI by email ([email protected]) or in person (Heritage Medical Research Building, Room G12). Please note the survey must be completed prior to expense reimbursement. 4. To be reimbursed, your expense form must be submitted to the DLRI office within 60 days of the end date of your rotation.

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RPAP MILEAGE CHART - July 2014 RPAP MILEAGE CHART - July 2014 SITE LOCATION CALGARY SITE LOCATION CALGARY Athabasca 450 Jasper 414 Banff 127 Kananaskis 87 Barrhead 415 Lac La Biche 531 Bassano 142 Lacombe 174 795 Lake Louise 182 Bellevue 213 Lamont 362 Black Diamond 64 208 Blairmore 217 545 553 244 Boundary Ranch (2) 99 294 303 McLennan 732 46 Milk River 294 Brooks 189 Okotoks 42 Camrose 290 Olds 94 Canmore 105 315 230 Peace River 781 129 214 Coaldale 223 Ponoka 200 Coleman 223 Raymond 244 Cold Lake 605 Red Deer 146 Consort 370 198 Crossfield 50 214 Crowsnest Pass 229 Siksika (Gleichen) 94 Cypress Hill 377 551 De Winton 26 Spirit River 818 Didsbury 82 Stand Off 200 303 St. Paul 491 135 Stettler 227 Edson 495 Strathmore 52 90 117 Fairview 855 515 168 Sylvan Lake 158 Fort McMurray 753 Taber 258 Fort St. John 958 128 Gibbons 354 344 Gleichen (Siksika) 94 Trochu 147 622 397 752 Vermillion 487 Hanna 212 Viking 369 Head Smashed In 180 Vulcan 126 1076 Wabasca 625 665 Wainwright 431 61 Waterton 267 Hinton 580 385 Hythe 810 249 Innisfail 118 474

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Eligible Travel Expenses (For Whitehorse OR Yellowknife)

1. Residents who are scheduled to complete a mandatory rotation or have an approved elective in Whitehorse or Yellowknife are eligible for reimbursement of travel expenses.

2. Airfare and baggage fee (maximum of 2 bags) can be reimbursed by the Family Medicine Residency Program (not DLRI). If the total cost will exceed $900, you are required to submit a pre-approval request before purchasing. It’s highly recommended to book your flights early to avoid unusually high fees. a. The pre-approval request needs to be submitted to the FM Residency Program Finance Analyst by email [email protected] In the email, provide your name, the rotation period, and a quote/cost estimate based on your flight plans. b. Normally accommodation is arranged by DLRI with Whitehorse or Yellowknife. Residents are not required to pay directly for accommodation. Therefore, the Program won’t cover accommodation expenses. The Program also won’t cover ground transportations or meals of any kind.

Travel Expense Reimbursement Process (For Whitehorse OR Yellowknife)

1. After the rotation, submit all the receipts and boarding passes by email to [email protected] or by mail to Room 8402, DFM Postgraduate Education office, 8th Floor, 1213 4th Street SW, T2R 0X7. a. The reimbursement request must be submitted within 60 days of the end date of your rotation. Late request will not be processed. 2. Provide your mailing address, email address, and phone number when you submit your receipts. a. To receive direct deposit, please complete the Electronic Fund Transfer (EFT) Form and submit it along with your receipts. The EFT form can be found at: http://cumming.ucalgary.ca/pgme/current-trainees/expense-reimbursement b. If you don’t complete the EFT form, you will receive a cheque in the mail. c. Contact [email protected] if you have questions.

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