Aside from the premium pay, one of the most appealing aspects of locums work is the reimbursement for various travel-related expenses. These reimbursable expenses can add up quickly, not only covering costs but also boosting your credit card reward points. Knowing what’s reimbursable and what’s not can help you make the most out of each assignment.
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Reimbursable Travel Expenses
1. Hotel Accommodations:
- Most locums agencies or facilities will cover your hotel stay, though it’s essential to confirm specifics, as some may have preferred hotels or budget caps.
2. Flights:
- Typically, flights to and from assignment locations are reimbursed. Some locums agencies have a travel department to handle this, but if you’re booking yourself, make sure to keep all receipts.
3. Car Rentals:
- Car rentals are usually covered, often under a business account.
4. Gas:
- Fuel for rental cars is reimbursable—just keep your receipts.
5. Uber or Taxi to the Airport:
- Transportation to and from the airport, including rides from home to the airport, is generally covered.
6. Food (Sometimes):
- Food expenses may or may not be covered by your agency. Many hospitals provide free food in the doctors’ lounge, which can include snacks, drinks, and even full meals. It’s worth checking the hours of the hospital cafeteria to plan accordingly. Additionally, many hotels offer free breakfast, and if you have hotel status, you may have access to a lounge with higher-quality food options, including appetizers or even light dinners. Even if meals aren’t reimbursed, you may be able to deduct them as a work expense on your end-of-year taxes.
Non-Reimbursable Expenses
While not travel expenses, certain costs such as malpractice insurance, state medical licensing, DEA registration, and credentialing fees are often covered by locums agencies. Having these expenses covered can significantly reduce your out-of-pocket administrative costs, making locums work even more attractive.
Submitting Reimbursable Items
Submit all reimbursable items to your locum agency for processing. Some agencies pay out your full paycheck—including reimbursements—within a few days of completing your work, while others may follow a more traditional payment structure, issuing paychecks and reimbursements on a monthly basis. Keeping all receipts and following submission guidelines will help ensure timely payment.
Tips for Keeping Track of Reimbursements
Email Receipts:
- I receive my hotel, car rental, and flight receipts to my work email and forward them to a dedicated expense email address, which helps me keep track of everything in one place.
Photograph Gas Receipts:
- If I have a rental car, I take a photograph of my gas receipt and immediately send it to my expense email address. This way, I don’t lose track of the receipts.
Fill Up Before Returning the Car:
- Make sure to fill up your gas right before reaching the airport. Most hospitals prefer not to cover the extra surcharge if the rental company refills the tank.
Ensure Loyalty Points & Credit Card Multipliers:
- If your locums agency is booking travel on your behalf, double-check that you’re still earning loyalty points and receiving your credit card’s multiplier benefits, as some booking programs used by agencies might not offer these perks.
Maximizing Your Reimbursements
Keep All Receipts:
- Original receipts are often required, so stay organized.
Understand Policies:
- Each agency has different policies on reimbursement, so clarify these before incurring expenses.
Plan Ahead:
- Book travel and accommodations early to find the most cost-effective options within reimbursement guidelines.
Use Agency Resources:
- Many agencies have travel departments that handle bookings and ensure compliance with policies, saving you time.
Locums work offers incredible freedom and flexibility, but navigating reimbursements and choosing the right agency can make all the difference. Not every locums company is created equally, and if you’re not careful, sharing too much with the wrong agency can lead to your information being “procured” without your full consent, which could mean missing out on significant income. For more on that, check out my article here.
If you have questions or just want to talk about the ins and outs of locums, feel free to reach out on Instagram at @theOverlandERtravel. I’m always happy to help!
Work freely, live boldly.
Financial Disclosure:
This post is for educational purposes only. The opinions expressed in this blog post are my own and are provided for informational purposes only. I’m not a licensed financial advisor, and the information shared here should not be considered financial, legal, or tax advice. Please consult with a qualified financial planner or tax professional before making any financial decisions. While I may discuss certain products, services, or financial strategies, it’s important to conduct your own research and consider your individual circumstances when making financial decisions.
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