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). Registrants from Newfoundland & Labrador are also eligible for flight reimbursement. 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. CERTAIN RESTRICTIONS APPLY; please read all details below.
Travel Pre-Approval Form:
If arriving from outside of NS: To be eligible for reimbursement, the following must be processed in advance of any travel: Travel Pre-Approval Form. As soon as you regsiter for the conference, download the form, complete, and submit by email to APPHON Admin.
Expense Claim Form:
Within 14 days of the event, attendees requesting reimbursement are required to submit the following (with receipts): Expense Claim Form (example only; request excel form by email)
Timeline:
Reimbursements are processed by Research Finance and IWK Finance; we estimate 30 days processing from when we receive your complete Expense Claim form, but we cannot guarantee turnaround times.
Mileage Restrictions:
Our conference budget does not allow for individual travel to/from the conference. If others are traveling from the same location, carpooling is necessary. Please decide in advance who will cover and claim the travel mileage.
Flight Booking Restrictions:
Travel pre-approval must be confirmed prior to booking flights (see process and form above). Flights must be booked directly with the airline (not a third-party website such as Expedia). 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.