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Travel – Information for the Extended Health and Dental Insurance Plan

All graduate students that plan on traveling out of province or out of country will have emergency medical coverage under the GSS Extended Health Plan. Be advised that there are limits to the amount of days you are covered out-of-country.  

If you plan on departing Canada for your travel, please review and regularly monitor information on all travel advisories issued by the  Government of Canada  prior to departure for your destination.  If you are a Canadian citizen and are planning on traveling outside of Canada, then  register as a Canadian Abroad  in case of emergency and response.  This can help connect you to Canadian embassies and consulates.

All students are advised to request a copy of your BC MSP Account Confirmation prior to departure.  Please obtain a copy of your BC MSP Account confirmation prior to your departure to border exit, entry, and visa purposes when traveling abroad.

The GSS Extended Health Plan includes up to 60 days of out of country emergency medical coverage.

You need to maintain your basic medical coverage, BC MSP or equivalent, for the duration of your trip.  Please obtain a copy of your BC MSP Account confirmation prior to your departure to border exit, entry, and visa purposes.

For more information about individual Plans for travel for leisure, call (604-419-2000, press 1) or email [email protected] and let them know that you are a member of the Graduate Students’ Society at the University Of Victoria (policy: 43222).  Plan member’s will receive 10% off individual travel plans.

If you will be travelling for more than 60 days and your reason for travel is for academic purposes, you must contact the Health and Dental Plan Coordinator at [email protected] at least two (2) weeks before leaving to arrange to extend the limit of the out of country emergency medical coverage and to obtain your travel insurance coverage letter.

If you require a coverage letter for a travel visa, you must contact the Health and Dental Coordinator with at least two (2) weeks’ notice before your visa appointment for processing.  Ensure you have enough time prior to visa submission deadlines to allow the GSS to process your request.

Follow the steps according to the University Of Victoria: https://www.uvic.ca/international/travel-safety/students/index.php . 

All graduate students must maintain their BC MSP or equivalence for the duration of their trip.  If their trip exceeds six (6) months, please contact BC MSP for more information regarding maintaining your coverage. 

IMPORTANT! Students travelling for more than 6 months must provide proof that they will be maintaining BC MSP for the duration of their travels. This information must be a document directly from BC MSP. Without this proof, Pacific Blue Cross may not extend extend your coverage to the duration of your travels. 

In your email you must include the following:

• Legal first name
• Legal last name
• UVic Student Number
• Date of Departure from Canada
• Location(s):
• Estimated date of Return to Canada
• Confirmation that you will maintain BC MSP or other Canadian government basic medical services plan coverage.

All students covered under the GSS Health plan will have access to Medi-Assist services. Medi-assist provides 24/7 assistance to members and dependants in emergency situations when travelling out-of-country. Medi-assist can provide the following assistance.

• Puts you in touch with qualified licensed physicians and medical services
• Connects you with qualified legal services
• Assists with lost baggage or stolen documents/money
• Arranges consular assistance and travel advice
• Assists with arrangement of repatriation of remains in the event of a death
• Notifies your insurer (Pacific Blue Cross) to facilitate claims payment
• Helps to contact your family or business partners
• Assist with transfer of patient from one facility to another, or to return patient to province of residence

While travelling make sure to carry with you your insurance card and a  Medi-Assist brochure  with the phone number(s) to call in case of an illness or emergency.

UVIC Housing Portal

We recommend using the following browsers when using the housing portal: Firefox, Edge, Chrome

The Housing portal is your direct link to Residence Services. Use the Portal to:

• Submit a housing application
• Accept a room offer
• Sign your Housing contract
• Submit a maintenance request
• Complete your room inventory

To access the Housing portal, click on the STUDENT SSO LOGIN button and use your Netlink ID to login.

You must have:

• Applied to UVic and received your V number, and
• Your UVic application has been reviewed and you have been given an application status, and
• Received your NetLink ID more than 24 hours ago to access the Portal.

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Reimbursement for expenses paid while conducting UVic business

UVic faculty, staff and students may spend personal funds and need to seek reimbursement for expenses incurred to conduct university business.  Expenses may relate a wide variety of transactions including professional development, supplies purchased for the office, or for travel-related expenses.

Financial Services has two main methods to receive reimbursement claims. The Chrome River expense management system is recommended - additional information on Chrome River can be found on the expense management system webpage. Alternatively, PDF forms and supporting documentation can be submitted using the form submission portal (this generates a ticket). For more information on our ticketing system, refer to the ticketing system webpage .

Which form do I use?

If choosing to use PDF forms, most expenses are claimed for reimbursement using the business expense reimbursement claim form unless the expenses are related to travel, in which case, the travel expense reimbursement form is used.  Reimbursement forms can be saved, along with approvals and supporting information, and submitted electronically using the form submission portal (this creates a ticket within the ticketing system).

Alternatively, paper copies of forms and other supporting information can be submitted through campus mail to Financial Services or by drop-off to reception desk located on the 1 st floor, B wing of Michael Williams building.

What information do I need to support the transaction?

Receipts that support the purchase need to be provided for audit compliance.  The receipt should itemize the total amount paid and indicate any taxes included in the cost.  In cases where it does not show confirmation of payment, such as a flight itinerary or hotel folio, AP may request additional information to confirm proof of purchase, such as a redacted credit card statement. 

If submitting electronically (via Chrome River or the form submission portal), scanned copies of the receipts can be attached.  If submitting a paper reimbursement claim, original receipts are to be attached to the reimbursement form.

Depending on the type of reimbursement, other supporting information may need to be completed and attached:

• Gift cards – use the gift card distribution and tracking form if claiming reimbursement for the purchase and distribution of gift cards – refer to the gift cards quick guide for procedures on how to purchase, distribute and track gift cards – be aware that any gift card given to faculty staff members are considered to be taxable income by CRA, regardless of the reason
• Pro-D for Faculty and Librarians – use the professional expense pre-approval for faculty and librarian form to indicate that expenses being claimed as professional development have been pre-approved, benefit UVic and relate to the faculty or librarian’s work or area of study – refer to the section on Professional Development for more information
• Home internet for Faculty and Librarians – use the faculty home internet service reimbursement form when claiming reimbursement for home internet and to attest that the amounts represent the portion attributable to UVic activities – refer to the guidelines for reimbursement of home internet service expenses for more information
• Cell phone – use the mobile phone reimbursement form to itemize the timeframes and amounts associated with UVic business allocation of charges

If the receipt is lost or unavailable, attach the missing receipt declaration form. 

Who needs to approve the form?

Reimbursement forms require three types of approvals:

• Claimant signature or submission of the absentee claimant form
• Accountholder or delegate who is eligible to approval transactions for the specific FAST account being used
• Claimant’s One-over-one supervisor – this may be the same person authorized to sign as the accountholder or delegate

For more information on approval authority and the purpose of each type of approval, refer to the  Approval Authority webpage .

What if I don’t have personal funds available to cover the purchase until I am reimbursed?

If UVic purchases are frequently made from personal funds by a faculty or staff member, they may be eligible for a UVic commercial card.  For more information, refer to the commercial card program (C Card) webpage.

If an advance is required to facilitate payment of UVic-related travel expenses, refer to the information in the accountable advance webpage .  Accountable advances can be issued for other eligible uses, such as field schools, programs or team travel. 

Expenses for future-dated travel that has already been paid for can be now be claimed by creating a travel expense report in Chrome River or by using the travel expense reimbursement claim form instead of itemizing it separately on the prepaid travel form.

How do I make purchases that relate to my professional development funds?

For information on claiming expenses against professional development (Pro-D) funds, refer to the information in the professional development expenses webpage .

For more information, refer to the Travel and Business Expenses policy and procedures.

*Submit these forms using the form submission portal

• Travel expense reimbursement claim - travel from January 1, 2024 onwards
• Travel expense reimbursement claim - travel up to December 31, 2023
• Business expense reimbursement claim - for all other expenses including professional development
• Supplementary business expense reimbursement claim – for submission with a BER form if more space is required for receipts
• Absentee claimant – to be submitted only if the payee is not able to approve the reimbursement form
• Missing receipt declaration – to be submitted only if not all original receipts are attached to the reimbursement form
• Gift card distribution and tracking – to be submitted only if claiming reimbursement for the purchase of gift cards
• Faculty home internet service reimbursement – used to provide supporting information when claiming reimbursement for home internet and to attest that the amounts represent the portion attributable for UVic activities
• Mobile phone reimbursement – used to attest to the work-related portion of a personal mobile phone and to get approval for the allocation claimed
• Quick Guide – Gift Cards – procedures for purchasing, distributing and tracking gift cards
• BER instructions – full instructions on how to complete each field on a Business Expense Reimbursement form
• TER instructions – full instructions on how to completed each field on a Travel Expense Reimbursement form

Useful links:

• Travel and Business Expenses policy and procedures
• Guidelines for Reimbursement of Home Internet Service Expenses
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My uvic application is the place to be when you're ready to:.

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Select your intended level of study

Certain levels of study need specific education completed by the start of your intended program. If you're unsure of which level you're applying for, please contact us for assistance.

Undergraduate studies include:

• Courses leading to a bachelor's degree, an undergraduate diploma or certificate
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Graduate studies include courses and programs leading to:

• Master's degree
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• Non-degree graduate studies

Law is a program leading to:

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This includes first year, upper level (transfer or JD/BCL), visiting, or National Committee on Accreditation applicants.

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