Reimbursement Guidelines

Application for Expenses (PDF)

Expenses must be paid directly when incurred and then claimed for reimbursement. Expenses are eligible for reimbursement for only one return trip. For a difficult to recruit locum assignment, travel originating outside of BC may be reimbursed up to $1,000 for the out-of-province portion. Expense claims are for locum travel only.

Accommodation

Reimbursement for accommodations while providing locum service under the rural locum programs in an A or B community, will be paid for the duration of the assignment in accordance with the approved list of accommodations offering government rates. Physicians providing locum services in C or D communities will be reimbursed for overnight accommodations while traveling to and from the community only.

Government rates will be applied. Copies of receipts are required.

Note: Pre-paid accommodation booking by Locums for Rural BC staff is recommended. Contact travel@locumsruralbc.ca for assistance.

Vehicles

The policy for reimbursing vehicle expenses incurred by locum physicians is:

• Car rental (economy class) will be reimbursed in A and B communities where it is necessary for a locum physician to rent a vehicle. Exceptions are made in situations with bad road conditions where it may be necessary to rent a 4-wheel drive or car with mud/snow or winter rated tires. In C and D designated communities, car rental expenses will only be covered when travelling to and from the community as required. Copies of receipts are required.
• Personal vehicle use will be reimbursed at 63 cents/km while providing locum services in the community under the rural locum program in an A or B community only. Reimbursement for physicians providing locum services in C or D communities will be made only when traveling to and from the community.

Meal Allowance

To be claimed only while on travel status during a mealtime:

Out of Province (OOP) Travel Allowance

Locums travelling from outside of British Columbia (BC) whose primary residential address is outside of BC, may be eligible for out-of-province (OOP) expenses reimbursement up to $1,000 for round-trip travel. OOP travel expenses that may be eligible for reimbursement include airfare, mileage, airport parking, and taxis.

OOP travel is calculated as follows:
Motor vehicle: from the time when the vehicle crosses the BC border.
Air: when the airplane lands/departs from BC.

Family/Partner

Expenses for family members are not covered and any additional costs are the responsibility of the locum physician.

Pets

Locum physicians must contact the facility to determine if pets are allowed. Any additional costs are the responsibility of the locum physician. 

Submission Deadlines:

Effective April 1, 2024, Application for Expense, Travel Time Honorarium and Daily Rate claims must be received by LRBC within 90 days from the date the travelling physician arrives home to receive reimbursement. Physicians who fail to submit within 90 days will forfeit eligibility for the reimbursement of travel time honorarium. Physicians who submit after 90 days are still eligible for daily rate and travel expense reimbursement up until March 31 of the next fiscal year. For example, a physician who submits a claim after 90 days for Fiscal 2023/24 will have up until March 31, 2025, to receive reimbursement for their travel expenses and the daily rate only.

If you would like more information or are available to help, email us or call us toll-free: 1.877.357.4757
Please don’t hesitate to contact our office if you have any questions.

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