CFMS-MD Travel Equity Fund

Each year the CFMS and MD Financial Management allocate funds to provide financial assistance for CFMS member medical students who wish to attend our General Meetings and annual events.

What is TEF?

The Travel Equity Fund (TEF) was created by CFMS and MDFM to reduce financial barriers for students attending CFMS events like: a) AGM (Annual General Meeting), b) National Day of Action (NDoA), c) Canadian Medical Student Conference (CMSC), d) Medical Education Day of Action (MeDOA)

Why it Matters:

Not all travel costs are equal. Students coming from rural, remote, or geographically distant regions often face higher expenses. TEF aims to make participation more equitable and inclusive, no matter where you study.

What Can TEF Cover?

TEF reimburses a portion of travel-related expenses:

• Air- or trainfare

  • Tickets must be booked at least 5 weeks before the event. Acceptions can be requested through email with proof that permission for time off was sent in more than 5 weeks before the event.

  • Only Basic or Standard tickets are included. Seat selection and checked bagage are excluded. (See CFMS Travel Policy.)

    • Excessively more expensive fares may be reduced to the level of other requests received departing from the same airport. CFMS Travel Policy states to look for and book the cheapest option available

  • Payments done in points cannot be reimbursed

• Travel by car or bus

  • Students who have to travel from one city to another to reach the airport can include this travel in their TEF reimbursement request.

  • The travel by car cannot be more expensive than travel by plane or train. (See CFMS Travel Policy.)

Students receiving Medical Student Society or other funding are still eligible as long as they are transparent about it in their application.

CFMS will be piloting alternative TEF approaches which may include more expenses than the ones mentioned above. Such a pilot will specify what will be included.

How are Reimbursements Calculated?

Funding depends on a) number of applicants per event, b) TEF budget set for an event, c) travel distants and declared needs.

• Reimbursement request must be received by CFMS within 14 days after the event

• Travel expenses must adhere to the CFMS Travel Policy which can be found here

• Ticket fares from the same airport will be compared. Outliers may be adjusted.

• Based on the TEF funding available for the event and the TEF reimbursement requests received a "Cost to Person" will be calculated. Expenses above this amount will be reimbursed.

• The reimbursement will need to be equal to or more than $100.

TEF Calculation Examples:

TEF Reimbursement Request Examples:

Indicative Numbers From 2024 as example:

How to Apply?

1. Opt-in for the CFMS-MDFM Travel Equity Fund during registration of CFMS event

2. Ensure you book economy travel and keep receipts

3. Sent in your reimbursement request

CFMS-MDFM TEF Policy Review

The CFMS Governance Committee 2024-2025 did a TEF policy review at the request of the CFMS Board, the CFMS Office, and the CFMS Membership. This resultated in a "Review of Travel Equity Fund (TEF) Policy" report. This report includes recommendations based on their findings. These findings will be implemented as much as possible, the first being this updated TEF webpage. If you have recommendations for changes on this page in an effort to make things more clear for fellow students, please email Stephanie Houwer, the CFMS Administrative Coordinator through [email protected]. You can also email her with additional questions.

Another recommendation in the report is the piloting of alternative TEF approaches. This will be taking place on an event basis. Please check an event's webpage (e.g. https://www.cfms.org/meetings/agm-2025-sktn) or the registration page for any changes pertaining to the TEF eligibility or calculation for that event.