Reimbursement Process
Please review the following details carefully:
Who is eligible?
APPHON will support non-physician registrants travelling farther than 100km (one-way) with mileage*, bridge/road tolls, parking, hotel room (double occupancy), and per diem meal reimbursements (for meals not already included in the conference). Registrants from Newfoundland & Labrador are eligible for flight reimbursement (certain restrictions apply, see below).
*Mileage Restrictions: Our conference budget does not allow for individual travel to / from the conference. This means that carpooling from the various regions of the province is necessary. Please decide in advance who will cover and claim the travel mileage.
Travel Pre-Approval Form:
- If arriving from outside of NS, to be eligible for reimbursement, the following must be processed in advance:
Travel Pre-Approval Form (coming soon)
- As soon as you regsiter, download the form, complete, and submit by email to APPHON Admin.
Flight Booking Restrictions:
Travel pre-approval must be confirmed prior to booking flights. Flights must be booked directly with the airline (not a third-party website such as Expedia). Booking economy or standard fare only. Route from home city to Halifax return (no other travel combined). Checked baggage fees are not eligible for reimbursement. Receipt and boarding pass must be submitted with Expense Claim form.
Expense Claim Process:
Hotel rooms and parking are paid by APPHON directly to hotel. Travel and meals must be paid upfront by registrants and reimbursed after the event. Expense claim forms (with receipts) must be received within 14 days after the Conference. Reimbursements are processed by Research and IWK Finance; we estimate 30 days processing (from when we receive your complete Expense Claim form) but we cannot guarantee turnaround times.
Expense Claim Form:
- All attendees requesting reimbursement are required to submit the following (with receipts) within 14 days after the Conference:
Expense Claim form (coming soon)
- Download the form, complete, and submit by email to APPHON Admin.