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7. Learner Travel and Expense Reimbursement

NOSM provides support to learners attending one of our partnering programs in Ontario, through the Rehabilitation Studies Stream (RSS) or the Northern Studies Stream (NSS) who have been approved to complete a placement in Northern Ontario. Expenses are submitted and reconciled at the end of the placement, after learners have completed the End of Placement Evaluation and Feedback Survey

Approved expenses for RSS and NSS learners are outlined in Appendix D – Health Sciences and Interprofessional Education of the NOSM Travel Management Policy. All learners who have been approved for a RSS or NSS placement should familiarize themselves with Appendix D and the information provided in the sections below. Any questions regarding travel, eligible expenses or the reimbursement process should be directed to hsplacements@nosm.ca

Prior to Your Placement

Learners are responsible for booking their own travel arrangements via the most economical and direct route as soon as they receive their formal placement confirmation from NOSM. Travel bookings are to follow the NOSM Travel Management Policy. Some Northern Ontario travel resources are provided below. However, if you have any questions about booking your travel, please email hsplacements@nosm.ca

Travel arrangements should involve arrival to the placement community the day before the placement starts and depart the day after placement ends. 

If you have requested NOSM Housing for your placement in your PaNDa Application, details related to these accommodations will be provided in an email directly from NOSM Housing. NOSM Housing is available after 3:00 PM the day prior to the placement start date and until 9:00 AM the day after the placement ends. Any questions related to NOSM Housing should be sent directly to housing@nosm.ca 

If you require housing for your placement and are notified that NOSM Housing is not available, you should send an email to hsplacements@nosm.ca notifying us as soon as possible. We will work with you where possible to find alternative arrangements for your placement. 

Prior to your placement starting, you should complete a Personal Direct Deposit Form and return it with a VOID cheque directly to accountspayable@nosm.ca This will help to prevent any delays in processing your reimbursement after your expenses have been processed.  

Guidelines specific to expenses for traveling by plane and your own vehicle are provided below. However, if the most economical option for travel to your placement community is by renting a vehicle, pre-approval for this expense is required by the HS Programs and Partnerships Coordinator (hsplacements@nosm.ca). Without pre-approval, reimbursement will not be provided. As part of the pre-approval process, you will be required to provide cost estimates for all other means of travel to and from your placement community. Reimbursement will not be provided to keep a rental car for the duration of your placement – only for the days traveling to/from your placement community where this is the most economical option. 

Should you have any questions about special circumstances regarding your travel to or from your placement community, please send an email to hsplacements@nosm.ca

Guidelines on Travel Expenses

Mileage Expenses:

  • When using your own vehicle, mileage will be reimbursed from your home university community to your placement community at the rate of $0.155 per km, up to a maximum of $400.00 round trip.
    • Reimbursement is available only to the driver of the vehicle. Passengers are not eligible for reimbursement from NOSM. 
    • Learners will need to provide a Google Map screenshot of the travel from their home university community to their placement community. Gas receipts are not required when using your own vehicle.
    • If pre-approval was provided for a rental vehicle, mileage to/from the placement community is not eligible for reimbursement. However, learners can submit gas receipts for the days of travel and be reimbursed up to a maximum of $400 round trip. 
  • An overnight hotel stay is covered when driving distance exceeds 800 km one way.
  • For any meals and accommodations that are eligible for reimbursement during your travel days, itemized receipts are required at the time of expense submission.
  • If mileage expenses are incurred related to travel for placement duties, this requires pre-approval from the HS Programs and Partnerships Coordinator hsplacements@nosm.ca.
    • If approved, please keep track of all mileage using our Mileage Reimbursement Chart. Gas receipts are not required when using your own vehicle.

NOTE: Due to liability issues, clients must never be transported in a personal vehicle. Personal vehicles must be insured at the vehicle owner’s expense for personal motor vehicle liability. NOSM is not responsible for reimbursing any deductible amounts related to insurance coverage. Any traffic/parking violations incurred are the personal responsibility of the learner. Due to liability issues, we do not approve or reimburse travel through the United States.

Flight/Bus/Train Expenses:

  • One round trip flight (economy) or bus/train ticket at the lowest practical fare and the most direct route from the home university community to the placement community.
    • Where roundtrip fares are over $1,500 please contact the HS Programs and Partnerships Coordinator (hsplacements@nosm.ca) for prior approval.
  • Only 1 piece of checked luggage will be covered.
  • One return taxi trip between the airport terminal, bus/train station and your housing in the placement community will be covered.
    • Most Northern Ontario communities do not have ride-sharing services (e.g., UBER), buses or taxis available 24 hours a day. Students should confirm community ground transportation prior to travel.
  • $60.00 per month will be reimbursed for an intra-city bus pass and/or taxi fares for travel between their placement site and accommodation if required.
  • If flight/bus/train expenses are incurred related to travel for placement duties, this requires pre-approval from the HS Programs and Partnerships Coordinator (hsplacements@nosm.ca).

NOTE: NOSM will not provide reimbursement for any expenses associated with altering travel arrangements, rescheduling trips or additional luggage. Approval for hotel stays are granted in unforeseen circumstances such as severe weather, flight delay/cancellation, road closures or other conditions that affect learner safety. 

Should you have any questions about eligible expenses or the reimbursement process, please send an email to hsplacements@nosm.ca

After Your Placement Ends

Learners are responsible for completing and submitting their online travel expense claim within 90 days of the end of placement, after completion of the End of Placement Evaluation and Feedback Survey

  • After 90 days, a claim may not be eligible for reimbursement. A reminder email with a link to these instructions will be sent to you in the final week of your placement. 

Please refer to the Electronic Expense Reimbursement Submission Document for instructions on submitting a travel expense claim.

  • It is important to follow this document carefully as failure to submit to the proper program may result in delays in processing your reimbursement. 

For any meals and accommodations that are eligible for reimbursement, itemized receipts are required at the time of expense submission. Retain all original receipts for 24 months after placement for auditing purposes.

Once a travel expense claim is submitted it will be reviewed by the NOSM HS Unit before it is sent to NOSM’s finance department for processing. Learners will be contacted via email if any additional information is required to process the expense claim.

Should you have any questions about eligible expenses or the reimbursement process, please send an email to hsplacements@nosm.ca

Northern Ontario Travel Resources

Below are some resources to help learners make their arrangements. If you have any questions regarding your travel please contact hsplacements@nosm.ca.

Bus Companies:

Airlines Servicing Northern Ontario:

Hotel Information:

Learners may be eligible for preferred rates when booking hotel rooms. Please mention that you are a NOSM learner at certain hotels in Sudbury and Thunder Bay. Information regarding preferred rates at hotels in Thunder Bay and Sudbury can email hsplacements@nosm.ca.

Ground Transportation in Placement Community:

Taxis do not always run in the evening and on weekends in some of the smaller/more remote communities and typically are not waiting outside bus stations or airports. Once you have made your travel arrangements please contact a taxi company in your placement community to make arrangements for pick up and drop off when you arrive.