MPAS Clinical Rotations Travel Policy

The purpose of the MPAS Student Travel Policy is to prescribe college-level standards for approval of Master of Physician Assistant Studies Students’ travel for academic purposes in Year 2 of the Program, and to ensure reimbursement of students for travel, when appropriate.

This policy is intended to outline a consistent approach to approval of Master of Physician Assistant Studies Student travel when this travel is required by Year 2 of the MPAS program. As such, this policy outlines approaches to ensure student safety with travel while ensuring a standard for reimbursement for travel expenses.

This policy applies to all students registered in the Master of Physician Assistant Studies (MPAS) program at the University of Saskatchewan irrespective of the geographically distributed site/campus to which they are currently assigned. This policy pertains to travel associated with Year 2 Core Clinical Rotations and Electives, Year 2 Transition to Clinical Rotations Week(s) and Consolidation Weeks, and Year 2 supplemental assessments/OSCEs. This policy does not pertain to personal travel.

Home Site: The primary urban hub (e.g. Saskatoon, Regina, Prince Albert) to which a student is assigned for the majority of their Year 2 clinical training.

Rural Hub: A designated rural or regional clinical site that serves as a primary location for PA Trainees’ completion of their rural longitudinal clinical experiences.

1.0 Types of Sessions and Reimbursement Applicability

1.1 Mandatory Academic Sessions for which there is NO reimbursement for travel

Academic activities are arranged outside of the home campus/site of the students to support enhanced learning. Mandatory sessions of this type include, but are not limited to, Year 2 Clinical Rotations that occur at a student’s assigned home site (urban hub). Travel within a student’s assigned home site (urban hub) is not eligible for reimbursement.

1.2 Mandatory Academic Sessions for which there is reimbursement for travel expenses

To ensure comparability of learning experiences and assessments, there will be times during the MPAS program when students are required to attend sessions at their home campus/site, while they are at a distributed site, or attend mandatory sessions away from their home site. Mandatory sessions of this type may include Year 2 Academic Day sessions, Clinical Rotations where travel to another site is needed to support capacity, and Year 2 Supplemental assessments or OSCEs.

2.0 Travel Approval for Sessions for which there is reimbursement of travel expenses

MPAS students who must travel for academic sessions for which travel expenses will be reimbursed may be required to complete an Authority to Travel form, depending on the nature and location of travel. Requirements for Authority to Travel will be communicated to students in advance, where applicable.

3.0 Travel Expenses

3.1 Transportation

Travel exceeding 35 km (one way) from the student’s assigned home site (urban hub) to the approved academic activity location is eligible for reimbursement. Local travel within a student’s Home Site (urban hub) will not be reimbursed. See MPAS Clinical Experiences Guideline for information on home site assignment.

Students who travel to a distributed site for an approved core (mandatory) rotation (ie. Rural Placement site) will be reimbursed for one return trip between their assigned home site (urban hub) and the distributed site, in addition to reimbursement for mandatory in-person sessions scheduled during the student’s placement, as indicated above. Details regarding travel and accommodation for specific program components (e.g. consolidation week) will be communicated in advance and may vary by academic year.

MPAS students making requests for reimbursement should make every reasonable effort to find and use economically responsible travel options. Whenever travelling between campuses or sites, MPAS students are encouraged to contact their site’s administrative support in advance, if students require support or have questions regarding reimbursement. If a private vehicle is the preferred or only mode of transportation, reimbursement will be in accordance with the University of Saskatchewan’s per kilometre rate. This rate is reviewed on an annual basis.

3.2 Housing/Accommodations

In the event that housing/accommodations are required for individual academic sessions for which there is reimbursement for travel expenses, it is preferable that physician assistant students stay with family or friends, where possible. In this case, the student will be entitled to a reimbursement of $30 per day.

Reimbursement will be consistent with the length of required accommodation specifically related to the mandatory academic session. For example, it is expected that only one night of accommodations would be required for an OSCE or supplemental exam held in the morning; for an OSCE or supplemental exam held in the afternoon, no accommodation would be required.

Accommodations are also available on the Saskatoon campus at some times during the academic year. Consideration will be given to utilizing on-campus housing, when available. If hotel accommodations are required, the MPAS program reserves the right to compensate students up to standard non-luxury hotel rates for a single room in a commercial establishment of reasonable class.

For information regarding housing/accommodations for longer stays, such as clinical rotations, see MPAS Housing Guidelines.

3.3 Non-allowable expenses

The following expenses, as well as expenses of similar nature, are not eligible for reimbursement:

• Parking
• Traffic and parking fines
• Lost or stolen tickets, cash, or personal property
• Damage to a private vehicle due to collision or other physical damage
• Kilometres travelled for students travelling as passengers in another MPAS learner’s vehicle, for the same purpose

4.0 Insurance

Students may be required to complete a Student Travel Insurance Form, as directed by the MPAS program. Where applicable, students will be informed in advance. Completion of this form is required for risk management purposes and does not imply eligibility for reimbursement of travel-related expenses.

5.0 Travel Tips

Travel for mandatory academic sessions may occur throughout the year across Saskatchewan. Students are encouraged to follow these recommendations:

• Stay up to date on the latest weather and road condition updates
• Notify a friend or family member of the destination and anticipated arrival time
• Always drive according to the conditions, including driving at a slower speed and allowing additional time, when appropriate.
• If travel is not recommended due to inclement weather, or if the student does not feel safe travelling, they should not travel and should advise relevant program staff as soon as possible. Such situations will be addressed on a case-by-case basis.

Refer to the MPAS Inclement Weather Policy.

Students must ensure all documentation is submitted within thirty (30) days of the transaction date or before their official program end date, whichever is earlier. Any receipts submitted after either of these deadlines will not be approved for reimbursement.

• Original itemized receipts must be submitted to mpas@usask.ca
• Expenses must comply with MPAS Clinical Rotations Travel policy
• Funding is subject to availability and approval

Year 2 MPAS Student is responsible for ensuring complete submission of applications and receipts for reimbursement immediately after travel, and no later than 30 days after returning or before the final day of the program.

The Academic Director of the MPAS program is responsible for providing oversight to the overall administration of the MPAS Student Travel Policy.

The Manager of the MPAS program, with assistance from the MPAS Office, is responsible for the implementation, monitoring, maintenance, and evaluation of the MPAS Student Travel Policy. This includes the development and stewardship of the standard operating procedures associated with this policy.

Instances or concerns of non-compliance with the MPAS Student Travel Policy should be brought to the attention of the Academic Director of the MPAS program.

Program Manager, Master of Physician Assistant Studies (MPAS) Program
Phone: 306-966-4252

• University of Saskatchewan Authority to Travel form
• MPAS Clinical Experiences Guidelines
• MPAS Inclement Weather Policy
• MPAS Housing Guidelines