Principle

Overview

The Faculty of Medicine (FoM) at Memorial University (Memorial) places particular emphasis on the importance of community and rural medicine learning experiences during undergraduate medical training. 

Purpose

To establish the principles and requirements for learner travel arrangements and expense reimbursement.

Scope

Learners in the Doctor of Medicine (MD) program in Phases one – Phase three who are completing community/clinical placements.

Policy

1.0. General 

1.1. The cost of travel will only be reimbursed for the most economical travel option that is available and practical.

1.1.1. The shortest direct route must normally be chosen. Seeking the lowest fare via the most direct route is encouraged.

1.1.2. If a learner chooses not to travel by the most economical and practical mode for the trip, DME will reimburse the cost of travel, not mileage, based on a direct routing to the destination. The total cost of travel cannot exceed the cost of the most economical travel option as confirmed by appropriate documentation.

1.2. The cost of travel will only be reimbursed once a student’s Travel Request form has been submitted and approved. Any travel booked prior to approval may not be reimbursed. 

1.3. Original receipts are required for expenses and must be submitted for reimbursement.

1.4. Learner who will not have access to a car at their clinical/community placement are encouraged to contact the Accommodations Coordinator to discuss their travel options. 

2.0. Approved Travel by Air 

2.1. Proof of travel must be submitted with the Travel Claim, regardless of how the flight was booked. Acceptable documentation to support proof of travel includes at least one of the following: 

2.1.1. a boarding pass (paper or printed copy of the image of an electronic boarding pass, that clearly indicates flight information); 

2.1.2. a hotel invoice at the travel destination, if applicable; or, 

2.1.3. taxi/transit receipts for travel to/from the airport to the accommodation location and vice versa. 

2.2. If a learner chooses to purchase a flight through a travel rewards program, only taxes and fees will be reimbursed. 

2.3 Reimbursement of taxi/bus services from the airport to the accommodation location and vice versa will be provided. 

2.4. The baggage fee for one (1) piece of luggage, each way, will be reimbursed if the fee is not included in the airfare.

2.5. The fees associated with seat selection will not be reimbursed. 

3.0. Approved Travel by Car 

3.1. For learners driving their own vehicle, actual mileage will be reimbursed, as per the MUN mileage reimbursement rate.  

3.2. Travel to a clinical/community placement located at least 30 km, from their primary campus (i.e. Health Science Centre) will be reimbursed. 

3.3. If the housing accommodation provided by DME is located at least 30 km, one way, from the location of the clinical/community placement, travel between the accommodation and placement location will be reimbursed. 

3.3.1. Travel between a housing accommodation and the location of the clinical/community placement will not be reimbursed if a learner chooses to stay in a housing accommodation that is located at least 30 km one way from the location of the clinical/community placement and closer DME provided accommodations are available. 

3.4. Travel within the community where a placement is located will not be reimbursed. However, travel to clinics at least 30 km, one way, from the community where the placement is located will be reimbursed.

3.5 Expenses for parking, traffic or parking violations, and vehicle maintenance (i.e. windshield wash, wiper blades, automobile repairs), will not be reimbursed. 

3.6. When using their personal vehicles, learners are not covered by the University auto insurance policy. Learners must be aware that when they are driving their own vehicle, their personal insurance will always be their own insurance that is in effect. They are responsible for their own safety and any other individual they may transport. 

Related Documents

Travel- General Policy

Procedures: