Travel and Accommodation Policy

This policy is effective as of July 1st, 2010

ROMP encourages eligible health professional learners to travel away from their academic centres and live temporarily in the communities in which they are undertaking clinical rotations by easing the financial burden for doing so. 

Eligible learners who participate in community rotations that are between one and six consecutive months in duration, qualify for ROMP funding which will reimburse travel expenses to the community as per the Travel Policy and for either their accommodation or commuting expenses based on the criteria outlined in the Accommodation Policy.

Learners who spend six consecutive months or more in one community for their rotations are eligible to claim funds through the Travel Policy, but are not eligible to claim funds through the Accommodation Policy.

Travel Policy

All funded learners are reimbursed one return trip per four week block between their academic centre (or Satellite Campus) and the community rotation site.

Reimbursement for two return trips per four week block between the academic centre and the community rotation site is provided only when deemed necessary by the University Program Director and when the learner is required to live in the community for six (6) or more consecutive months, thereby not being eligible for accommodation financial support.

Learners are reimbursed at a rate of $0.40 per kilometer and round trip kilometers are predetermined by ROMP (see Distance Calculator Charts).

Local community transportation, parking and vehicle servicing expenses are not reimbursable.

Exception for Thunder Bay Based NOSM Learners:

NOSM: Thunder Bay learners are reimbursed for the equivalent of both one return flight to Toronto and for one return trip from the Toronto Airport (Pearson International) to the community rotation site as predetermined by ROMP Mileage Charts per four week block.  All flights must be booked through NOSM's Travel Coordinator and any claimed equivalent funding must be pre-approved by ROMP with it being evident that the lowest possible rate was obtained.  Original receipts and boarding passes must be mailed to the ROMP Office.

Accommodation Policy

The maximum reimbursement permitted for any combination of accommodation and commuting (between ROMP Communities only) expenses is $800 per month for a maximum of five (5) consecutive months.

Learners are to pay for their accommodations directly, obtain and submit a receipt from the landlord, and are reimbursed by ROMP at the end of the rotation.   When accommodation costs are more than $800 per month, the learner is responsible for the difference.  If the accommodation is for more than one month, ROMP's reimbursement can be claimed at the end of each month.

In cases where financial arrangements have been made directly between ROMP and the landlord, ROMP will pay the rent directly.  In these cases, assigned housing is not to be shared with other individuals without prior approval from ROMP.

Learners choosing to commute more than 35 kilometers from the ROMP community in which they are continuing to live are reimbursed at a rate of $0.40 per kilometer, provided that the combined reimbursement for accommodation and commuting does not exceed $800 per month.

Please Note:

• Learners who need to cancel accommodations arrangements must do so directly with the landlord and let ROMP know immediately.  In situations where ample notice is not provided to the landlord and to ROMP, the learner will be personally responsible to cover the accommodation costs.
• Any complaints received as a result of unacceptable living practices or damage incurred while staying in ROMP funded accommodations will be forwarded to the appropriate Program Director and highlighted as a professionalism issue.  The learner will be personally responsible for any associated costs.

Accommodation Policy for McMaster Family Medicine Rural Stream

It is expected that the rural resident will reside in the base community that they are matched. No financial resources are provided to the resident while they are on their four month family medicine rotation in their matched community; or any other subsequent rotations that may take place in that home base community (ie electives, selectives, or specialty rotations). It is strongly encouraged that residents live and learn in the communities where their rotation occurs. This policy is effective July 1, 2010 and applies to rotations that meet ROMP's funding criteria for rural stream resident level trainees only. When a rotation is scheduled outside the Carms matched site, the above accommodation policy will apply.

Travel and Accommodation Policy for University of Toronto Rural Stream

Policy under review. Please direct inquiries to administration at 1-877-445-7667.

**By claiming funds through ROMP, all trainees confirm that they have read the above policy and agree to abide by its rules.

If you have any questions or concerns regarding this policy, please contact the ROMP office.

ROMP Funding Qualifications

ROMP Distance Calculator

Additional Accommodation Information

If you require accommodations for your rotation, ensure that you have checked the appropriate box on the online application.  If you have special accommodation needs you must tell ROMP about them in the expectation of learning box on the ROMP application and although we cannot guarantee that we can meet all of your needs, we will do our best to accommodate you.

All ROMP accommodations are subject to availability and are not the same in every community.  Accommodations in most ROMP communities include:

                               Basement apartments

                               Rooms for rent in private homes

                               Bachelor apartments

                               Hospital accommodations

                               Bed and Breakfasts (subject to seasonal availability)

If you are a community member who has extra space in your home, an apartment or if you own a B&B and would like your name on the ROMP accommodation list, please contact the ROMP office.