Yukon Locum - Travel & Expenses

Please review the information below before completing the expense form. 

If there is a discrepancy between versions, the 2025-2028 Memorandum of Agreement shall be considered the correct version. 

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More information can also be found on Yukon Locum Program

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Any questions can be directed to:

Fund Manager, Yukon Medical Association
5 Hospital Road, Whitehorse, YT Y1A 3H7
funds@yukondoctors.ca

APPENDIX “F” - Locum Support Program

Purpose

The purpose of this program is to support resident (local) Physicians for short-term leaves for the purpose of vacation and continuing medical education, and long-term leaves for illness/injury or parental leave.

Eligibility Criteria

The resident (local) physician who is seeking locum coverage must:

• be a full YMA member;
• reside and practice in the Yukon;
• require locum coverage that is not covered directly by Government; and
• sign the locum support checklist provided by the Administrator in advance of the leave confirming which locum expenses will be reimbursed and the coverage dates.

The locum physician who is seeking reimbursement of travel expenses must:

• be a non-resident YMA member;
• reside outside of the territory and provide required locum coverage for a Physician who resides and practices in the Yukon;
• sign the locum support checklist in advance of the leave confirming which locum expenses will be reimbursed and the coverage dates;
• not submit expenses related to the travel for a spouse, family members or dependents;
• submit a reimbursement claim detailing all travel related expenses and include photocopies, flatbed or sheet-fed scans of actual receipts, documents to set up payment via direct deposit and a locum coverage calendar detailing days worked and for which physicians; and keep their original receipts for income tax purposes and send copies with the application reimbursement claim.
   

Program Details

• The resident Physician and the locum must complete the locum support checklist (to be created and provided by the Administrator) in advance of the start of leave coverage.
• Reimbursement will be issued to the locum Physician upon submission of a completed reimbursement claim.
  A list of eligible expenses is provided below and will be publicly available on the Association website.

 

Expense Guidelines

Usual and Reasonable Expenses Eligible for Locum Reimbursement

Eligible expenses include airfare or other methods of transportation up to the cost of basic airfare, checked baggage fees and other airline fees, local accommodation, local vehicle rental, and licensing expenses. Expense claims do not extend to a spouse, family members or dependents.

Air Travel

• Only advance-booked, economy-class tickets will be reimbursed to a maximum of the equivalent of an Air Canada Flex fare. Only the most direct routing will be reimbursed. Only one round-trip flight will be reimbursed.
• Checked bag fee - one checked bag per flight is reimbursable. Receipt required.
• Seat selection fees for standard economy seats are permitted.

Ground Transportation

• Should a locum Physician drive to and from the Yukon for work they will receive the dollar value of an equidistance economy Air Canada Flex fare.
• Receipts for ground travel do not need to be submitted for reimbursement but require preapproval (funds@yukondoctors.ca). An example airfare will be generated by the Administrator, using standard criteria, on receipt of the Locum Support Fund application.
• Reimbursement for taxi fare to and from the airport may also be included.

Local Vehicle Rental

• If a vehicle is required for work, commercial rental vehicle charges for locums are reimbursable, with the following stipulations:excess mileage charges will not be reimbursed;
• the reimbursable period is the span of locum contract, plus two days prior to starting and two days following completion of the contract;
• the maximum reimbursement for a daily rental charge will be limited to $110. This includes insurance charges, concession fee recovery and other billable charges;
• any variations from the above will be dealt with on a case-by-case basis, and only with pre-approval. For example, a locum coming with a family that requires a larger vehicle;
• rental fees charged for private vehicles will not be reimbursed;
• and in lieu of a rental car, bicycle rental from a rental company, and/or taxi or drive share equivalent will be reimbursable to a maximum of $110 /day (same as for rental vehicle).

Accommodation

• Reimbursement for rent is capped at $250 per night and $5,000 for 31-day span. This cap is inclusive of utilities, phone, internet, cable, condo fees, cleaning fees, etc. 
• Reimbursement for alternative housing arrangements (private housing) will be applicable to a cap of $50 per day and must be pre-arrangcd with the resident physician and pre-approved by the fund manager. 
• Reimbursable period is duration of locum contract plus two days prior to starting and two days following completion of the contract.
• All receipts must include the following information:
  • renter’s name, rental address, check-in date, check-out date
  • rent amount, $0.00 balance owing, method of payment

Licensing Expenses

The following items are reimbursable with submission of receipts:

• Yukon Medical Council (YMC) registration and licensing fee
• Certificate(s) of Professional Conduct
• Yukon First Nations 101 training webinar
  NOTE: registration and licensing fees for professional corporations are not eligible expenses under this program.

Clinic Overhead Costs

• Clinic overhead costs are not reimbursable to the resident or locum Physician.

 

Terms and Conditions

Requirements and eligibility criteria are subject to change. Always download the latest version from www.yukondoctors.ca

Any feedback on this or any of the YMA forms welcomed and appreciated to funds@yukondoctors.ca