# Expense Reimbursement

**Source**: https://cumming.ucalgary.ca/pgme/expense-reimbursement
**Parent**: https://cumming.ucalgary.ca/pgme/future-trainees

All expenditures **must** be approved and deemed eligible by the residency program prior to incurring the expense. Please refer to the [**ELIGIBLE EXPENSE GUIDELINES**](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/eligible-expense-categories-pgme-may-25-v1.pdf)for Education Enhancement (EE) and Alberta International Medical Graduate (AIMG) guidelines.

Once approval has been granted and the expenses have transpired:

**1.**Claimants must complete the [Expense SUMMARY Form](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/expense-summary-form-pgme-aug21-v1.xlsx) and submit the form with accompanying receipt(s) to their Program Administrator.  To avoid a delay in reimbursement, please refer to the [SUPPORTING DOCUMENT REQUIREMENTS](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/instructions-expense-summary-form-pgme-Jul2025.pdf) to ensure that the claim submission is complete.

**2.** Upon receipt of the claim, Program Administrators must complete the [Expense DESCRIPTION Form](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/pgme-expense-description-form-pgme-2025-06-v2.pdf). (Please note: This form functions best in Internet Explorer). The entire claim submission is then submitted as one file to the [PGME Business Administrator](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/Updated%20PGME%20Business%20Admin%20form.pdf)assigned to their program.

**3.**The above process applies to all PGME expense claims with the exception of the following.  Please click the applicable links for further direction:

- [CaRMS Interview Expenses](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/carms-interview-expenses-pgme-Oct24-v1_0.pdf)
- [Career Days](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/career-days-pgme-sept2021-v3.pdf)
- [Royal College - Specialty Committee Meeting and ICRE](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/royal-college-claims-pgme-July%202025.pdf)
- [Research and Leadership Travel Grant Instructions](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/travel-grant-expense-claims-pgme-jul2025.pdf)

**4.**Claims for conferences and courses must be submitted within a timely manner following the event.  All claims must be submitted by the fiscal year end deadlines indicated by PGME Business Administrators**.**  Failure to comply may result in the claim being declined.

**5.** When possible, goods and services should be purchased using the University of Calgary’s [Preferred Suppliers](https://www.ucalgary.ca/finance/purchasing-distribution/competitive-pricing/preferred-suppliers)[.](https://www.ucalgary.ca/finance/node/125)

**6.** Claimants not currently set up for payment by Direct Deposit with the UofC should complete the [EFT Form](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/SCM-eft-form%20Sep%202021.pdf)and include it with the claim.

**7.** All expense reimbursements must adhere to the University of Calgary[Travel and Expense Regulations and Guidelines.](https://cumming.ucalgary.ca/sites/default/files/teams/6/finance/ap-travel-and-expense-reimbursement-handbook-Apr2025.pdf)