Claims

Core Internal Medicine - Resident Professional Development Fund (RPD)

As per PGME Resident Trainee Digest July 2023 - The Resident Professional Development (RPD) funding is allocated to each ministry funded resident up to $650 per year for professional development and training purposes. This funding is to be used during the period of July 1, 2023 to June 30, 2024.

Starting for the 2023-2024 academic year, the PGME office will be distributing the eligible allocation to each resident through Bear Tracks in the fall. Residents are eligible for $650 per appointment year. If program length is less than one year, these funds will be prorated to the number of months. Contingent on ministry funding, the maximum allowable amount per resident is equal to the standard length of the training program.

By accepting these funds the resident is agreeing to only use the funds for eligible expenses. Residents must ensure their personal and banking information is current in Bear Tracks. It is the responsibility of each resident to keep receipts supporting the funding received and associated spending in case the University of Alberta requires documentation for audit purposes.

Before purchasing, connect with medcim@ualberta.ca to ensure the expense is eligible for this fund.

Effective March 24, 2022:  Residents are no longer required to "delegate" staff in PeopleSoft as we are now using the Non-Employee Reimbursement form.  Please DO NOT submit claims on your own.  The program is responsible for tracking these funds, and your claim will be denied if you submit it on your own.

Expenses NOT eligible:

• Computer hardware/mobile devices

• Tuition or Membership fees

• Subscriptions (except UpToDate)

• Personal medical equipment (stethoscopes, reflex hammers, etc.)

• Costs associated with certification exams, including related travel costs

• Items of clothing (e.g. lab coats, hoodies, etc.)

• Costs associated with electives (e.g. Yellowknife ground travel)

• Expenses related to RCPSC or CFPC certication exams (e.g. exam fees, travel expenses etc.)

• Claims under $100

• Costs associated with electives (e.g. Yellowknife ground travel)

Required Documentation

1. Please send your MAILING ADDRESS.

2. All associated receipts and paperwork must be in PDF format.  It is the resident's responsibility to provide proper documentation.

3. If your receipt is in USD, you MUST provide a PDF of your credit card statement showing the exchange rate and total CAD amount.  You may "blackout" personal information on the statement for privacy or use a screenshot of the “Detail” view for the transaction from your credit card/banking app.

4. For all conferences and courses, you MUST provide proof of attendance with your claim.  These will only be reimbursed after the conference or course has finished.

5. Abstract submission fees require proof of submission acceptance and are only reimbursed after the conference is over and proof of presentation is provided.

6. Boarding passes must be included with flight receipts. 

Claims Process

1.  Once you have all your documents, send them to medcim@ualberta.ca in one email.

2.  The claim will be entered, and a copy will be sent to you for approval.  Once you receive the email, ensure all information (name, address, phone and email) is correct, as this is where your payment will be sent.  Once the info is confirmed, please respond to the email with “Approved".  This will serve as your signature on the claim. 

3.  Once your “Approved” email is received, the form and supporting documents will be submitted to central services on your behalf. 

4.  We are unable to provide updates or a timeline for reimbursement. 

Contact for CIM claims medcim@ualberta.ca.

AHS Claims (IExpense)

Residents who complete Life Support courses (ie BLS, ACLS) are entitled to financial reimbursement.

You MUST take the iExpense training before submitting a claim electronically. To register for a training session, log into the MyLearningLink portal using your AHS network username and password.

Once you have completed the training, you may log into iExpense using your Oracle user ID and password. (Note: this is different from your AHS network account and can only be obtained after completing the mandatory training). 

You can find detailed steps in the How to Submit Claims Document.

Monitoring your AHS email is crucial to the iExpense process. Relevant communications, including a payment confirmation and claim denials, will not be directed to external email accounts (ex. U of A email).

For questions regarding the reimbursement process, please contact Medical Affairs at EDM.AcademicMedicine@ahs.ca or 780-735-0712.

Contact for AHS Claims EDM.AcademicMedicine@ahs.ca.