Notice: Effective March 2020, the Ministry of Health no longer accepts mailed or couriered documents related to application-based programs. Only applications that are sent by email to a ministry-designated account or via fax (705-564-7493) will be accepted. Applications that include electronic signatures (such as, scanned original, electronic device applications, or digital) will be accepted in lieu of original, signed documents

Overview

The objective of the Nursing Community Assessment Visit Program is to help relocate or recruit nursing professionals to underserviced and rural communities across the province.

The program:

  • provides reimbursement to employers for travel and accommodation expenses incurred by nurses (and their spouses if applicable) for the purpose of assessing nursing employment opportunities in communities with a Rurality Index of Ontario (RIO) score of 40 or over
  • is available to all practising nurses in Ontario including Registered Nurses, Registered Practical Nurses and Nurse Practitioners interested in relocating to a community with a RIO score of 40 or greater
  • is available to Ontario nursing graduates under the Nursing Graduate Guarantee initiative and Ontario nursing students (RN and RPN) in the last year of their respective programs

Please note that the RIO scores are reviewed periodically and this may have implications for the administration of the program in future years.

Eligibility

To be eligible to participate in this program, the organization must have a permanent nursing position available for the nurse that is funded by the Ministry of Health (MOH).

The employer will invite the nurse for the community assessment visit. The employer will then contact the Northern Health Programs (NHP) of the MOH to receive written approval prior to the visit taking place, as per the program guidelines, to ensure that travel and accommodation costs for the nurse (and spouse if applicable) will be reimbursed. The employer will then submit a claim for reimbursement of eligible expenses to the NHP.

The nurse must have a valid nursing registration with the College of Nurses of Ontario (CNO) to practice or Temporary Registration with the CNO if they are a recent nursing graduate. A nursing student must show evidence in writing that they are eligible to obtain a certificate of registration, within one year of the visit date, subject to the rules and regulations of the CNO.

How to apply

The following steps outline how to apply to be a part of the program.

  1. The nurse applies for or contacts an employer regarding permanent nursing position(s) in a community with a Rurality Index of Ontario (RIO) score of 40 or greater. To find out if a community is eligible, contact the NHP.
  2. The employer must invite the nurse for a community assessment visit and must have a permanent nursing position available for the nurse that is funded by the MOH.
  3. The employers will contact NHP for written approval prior to the visit to ensure that the costs for travel and accommodation for the nurse (and spouse if applicable) to assess practice opportunities will be reimbursed, as per the program guidelines.
  4. Nurses are encouraged to arrange several interviews during the same trip. The number of nights of hotel accommodation reimbursement (cost of hotel or motel - single occupancy costs if the nurse travels alone or double occupancy costs if spouse accompanies) will be based on the number of interviews and distance between communities (for only one interview, a three day maximum will apply). A second trip to the same area(s) will not be approved. The nurses are responsible for arranging their own appointments, travel and accommodation for the community assessment visit.
  5. The nurse submits original receipts to the employer.
  6. The employer reimburses the nurse for the visit.
  7. The employer submits appropriate receipts along with the government expense claim form to the NHP for reimbursement of eligible expenses.
  8. NHP will review the claim and reimburse the employer for eligible expenses (please note that this process may take up to 6 weeks).

Allowable expenses

Reimbursement to the nurse or employer by the ministry for site visits will be on a first-come, first-served basis. The following eligible travel and accommodation will be reimbursed.

  • Travel reimbursement for the nurse (and spouse if applicable) will be calculated on the least possible expensive mode of travel (economy airfare, or where possible,
    use of a personal vehicle or car rental). The kilometre rate reimbursed for use of a personal vehicle is 41¢/km.
  • Justifiably required accommodations for the nurse (and spouse if applicable) to attend scheduled interviews (cost of hotel or motel - single occupancy costs if the nurse travels alone or double occupancy costs if spouse accompanies) will be reimbursed.
  • In the event that a car rental is required for travel within the community and to attend the interview, reimbursement for an economy size vehicle only will be accepted.
  • Private stays with family, friends or colleagues are encouraged. A maximum of $30.00 per night for gratuitous lodging expenses is allowed. No receipt is required in this case.
  • Eligible travel costs for a spouse.

Claims for reimbursement must be submitted to the employer as soon as possible after the travel has taken place. The employer must submit claims to UAP within 90 days of the date of travel to be eligible for reimbursement. Claims received after 90 days will not be paid.

Reimbursement

To receive reimbursement for travel and accommodation costs through the Nursing Community Assessment Visit Program:

  1. Contact the NHP to find out if a community is eligible (for example, has a Rurality Index of Ontario (RIO) score of 40 or greater)
  2. Contact organizations/community contacts and set up meetings and interviews.
  3. Employer must receive written approval from NHP before you can travel.
  4. For reimbursement, original receipts must be provided to the organization. Copies of credit card vouchers are not acceptable receipts. Airfare is based on economy class. The receipt is the last page(s) of the airline ticket or a copy of the e-ticket.
  5. The organization will reimburse the nurse directly.
  6. Claims for reimbursement from organizations must be received by NHP within 90 days of completing the trip. Claims received after 90 days will not be paid.

Expenses not covered

The following are not eligible for reimbursement:

  • travel to Ontario from other provinces or countries
  • meals
  • personal long distance telephone calls
  • relocation costs
  • expenses for children

Clinical placements

The Nursing Community Assessment Visit Program is for nursing professionals and nursing students in the last year of their program who are considering permanent relocations to eligible communities in Ontario, and is not meant to be used for the purpose of assessing a clinical placement.

Contact Us

For more information, you can contact the Ministry of Health, Primary Health Care Branch by: