8. FAQs

Mail should be sent to your accommodations address.

Please contact hsplacements@nosm.ca, an official letter will be required from your University outlining your needs.

You will receive your housing package 4 to 6 weeks prior to your placement start date.

What items are not eligible for reimbursement:

• Alcohol
• Interest charges
• Personal expenses
• Parking and traffic fines
• Expenses for failure to cancel transportation or hotel reservations
• Late fees
• Gym memberships
• Seat selection on flight

NOSM University follows the Broader Public Service Sector Expenses Directive; you may be reimbursed for reasonable gratuities for meals and/or taxis only.

Yes. Learners are expected to use the most economical options when traveling to their placement community – so if you find a cheaper option which involves you traveling out of Ontario, this is allowed and your expenses will still be eligible for reimbursement.

Travel Claims must be submitted within 3 months (90 days) of the end of your placement. If your claim is not submitted within this time frame then your expenses may not be reimbursed.

Complete the Travel Expense Summary form with the mileage for this trip and provide a google map if the route is not included in the Kilometer Matrix.

Travel Expense Summary form 

• Use the Kilometer Matrix to calculate your mileage between your placement community and home community. (Figure 1)
• Enter the mileage for travel at the start of your placement on one row, and enter the mileage for the return travel on a separate row in Section 7. Other Expenses. (Figure 2)

Figure 1 – Kilometer Matrix (found on the second tab of the Travel Expense Summary form)

NOTE: If your route is not included in the Kilometer Matrix, a google map of your route must be included to verify the mileage claimed.

Figure 2 – Travel Expense Form, Section 7. Other Expenses

Complete both the Travel Expense Summary form and a Mileage Claim Chart. A google map for each route claimed must also be submitted.

Travel Expense Summary form

Travel between housing and the clinical site during placement: 

• Complete the Mileage Claim Chart to calculate the total mileage that will be claimed for travel during your placement.
• Enter the total kms calculated in the Mileage Claim Chart on one row in Section 7 Other Expenses. (Figure 1)
  • Enter the first date of placement as the date of travel.

Mileage Claim Chart

Enter the details of your daily travel for your placement, completing one row per week.  (Figure 2)

• Note: Make sure to submit a google map for each route claimed. (Figure 3)

Figure 1. Travel Expense Summary form, Section 7. Other Expenses

Figure 2 – Mileage Claim Chart

Figure 3 – Google map – daily travel route

All dates entered in the Travel Expense Summary form must accurately reflect the actual dates when the expenses were incurred, or when the travel took place.

The only exception is if your placement travel exceeds the 60-day limit.

For that situation, the end date of the placement travel will need to be altered to conform to the form’s 60-day limit, and the actual travel dates must be explained within the form.

Example Scenario:

Learner drove from Ottawa to Thunder Bay for a placement from April 7 – June 13.

• Driving that distance required 2 days of travel with an overnight break each way.
• Actual Travel Start and End dates – April 5 – June 15.

Figure 1 is an overview of the Travel Expense Summary form completed with this example scenario. Figures 2-5 focus on the specific sections that would be affected (i.e. Sections 2, 4, 6, and 7).

 

Figure 1 – Travel Expense Summary form, Overview

Figure 2 – Section 2. Travel Details

• Travel Start Date: enter the correct first date of travel to your placement.
• Travel End Date: use the drop-down menu and select the last possible date available.

Figure 3 – Section 4. Additional Details

Provide the actual end date for travel, and note that it was changed due to the Travel Expense Summary form’s limitations.

Figure 4 – Section 6. Meals

• Actual travel dates – April 5 and 6, June 14 and 15.
• Entered dates – April 5 and 6, June 2 and 3.

Figure 5 – Section 7. Other Expenses

• Actual date for the return from placement travel – June 14.
• Entered date for return travel – June 2.

Rename the documents and ensure they are in an acceptable format (excel, pdf, jpg, and png).

The Expense Reimbursement web pages are hosted on NOSM U’s Intranet (SharePoint).  Please use your NOSM U’s (PaNDA) credentials to access this site. 

If you have credentials from another institution (McMaster, Queen’s, U of T, etc.) saved to your browser, you will need to log out of that account, switch browsers, or use “Incognito Mode”. If you are unsure of how to do this, or if you experience issues logging in, please follow the instructions in the help document.