Reimbursement Guidelines
The following expenses are eligible for reimbursement. View a PDF copy of the full Expense Reimbursement Guide.
Sessional & Expense Claims
For any questions or concerns regarding sessional and expense claims, please reach out to the Finance Team any time.
Sessional Claims
Compensation: Effective April 2024, family physicians and specialists receive the Joint Collaborative Committee (JCC) rate of $176.18/hr for consulting services.
GST: Sessional payments do not include GST unless requested by the provider. To have GST added to sessional payments, please provide your GST registration number to the Finance Team on the Direct Deposit EFT form or via email to [email protected].
Submission Deadline: Sessional claims must be submitted within 90 days.
Payment: All payments are sent via EFT/direct deposit. If you are a new payee OR if your banking/contact information has changed, please complete the Direct Deposit EFT Registration form prior to submitting claims. Claims will not be processed unless an EFT form has been received by the Finance Team.
Expense Claims
Claims must be submitted within 90 days of incurring the expense or the date of the event.
Expenses incurred for an event and submitted prior to the event will not be reimbursed until the event has occurred (e.g. advance conference registration; airfare purchased in advance of an RCCbc event, etc.)
All payments are sent via EFT/direct deposit. If you are a new payee or if your banking/contact info has changed, please complete the Direct Deposit EFT Registration Form prior to submitting claims. Claims will not be processed unless an EFT form has been received by the Finance Team.
Hotel Accommodations
Up to $410/night from Oct 1 – Apr 30 and up to $550/night May 1 – Sep 30, including hotel taxes and fees.
Pet fees, room service charges, and liquor charges are not eligible for reimbursement. An official itemized receipt is required.
There must be no travel options to return home if claiming 2 nights for 1 full day meeting.
Meal Stipends
Per diem meals may be claimed if you purchase a meal while attending or travelling to an RCCbc event and a meal is not provided. Claims must be reasonable in relation to the event duration and travel requirements.
- Receipts are not required
- Per diem rates are: Breakfast – $20 / Lunch – $30 / Dinner – $45
Claims for working group meals related to RCCbc programs require itemized receipts. Please note that RCCbc will not fund nor reimburse alcohol expenses.
Mileage
Distances over 50kms (excluding ferry travel) are reimbursed at $0.65/km, up to the cost of economy airfare. Fuel expenses cannot be claimed in addition to mileage. Receipts are not required.
Airfare
Economy/ Econoflex airfare is eligible for reimbursement. An official receipt is required.
Other Expenses
Other expenses such as ferries, parking, working group meals, etc. are also eligible for reimbursement. Itemized receipts are required. Please note: RCCbc does not reimburse the purchase of alcohol.
