Claiming expenses

Claiming requirements

• Professional development

  The College will fully reimburse the employee, on receipt of itemised GST tax invoices, for the following programme-related expenses:

  • ACLS renewal fees to minimum level 5 during the term of your employment, if applicable (CEA 10.1.1)
  • Either APLS or EMST during the term of your employment, providing the certificate is relevant to the employee’s attachment (CEA 10.1.1)
  • ACC PRIME courses for rural Registrars attached to PRIME certified practices, if not funded by ACC (CEA 10.1.1)

• College’s annual conference

  • Can be reimbursed up to $620 (including GST) for the reasonable costs of registration, travel (e.g flights and mileage), accommodation, and food at the conference. (CEA 10.1.2).
  • Please attach an itemised GST tax invoice and receipt for flights, accommodation, food, taxis/public transport.
  • Note: In 2025 a code was provided for registration, therefore registration costs do not need to be claimed through Zeno as they are directly covered by the College.

• Other conferences

  • Can be reimbursed up to $590 (including GST) for attendance costs at the annual Te Ohu Rata o Aotearoa Hui-ā-Tau and Scientific Conference and/or an approved alternate relevant conference as per Appendix One. (CEA 10.1.3).
  • Please note, all or part of Zeno ‘Conference Allowance – Other’ can be used towards attending the College’s Annual Conference (CEA 10.1.3).
  • Please attach an itemised GST tax invoice and receipt for flights, accommodation, food, taxis/public transport.
  • If you are claiming for an alternative conference, please attach the approval from Registrar Support.
  • You must attend the approved conference during the term of your employment.
  • For clarity, this is not $590 per conference, this is $590 total.

• Seminars (CEA 10.3)

  • Those travelling more than 30km from their normal place of residence to attend the weekly seminar will be reimbursed for the distance exceeding 30km.
  • Do not submit mileage claims in advance.
  • Pre-approval by the Registrar Support team registrarsupport@rnzcgp.org.nz is required for flights and accommodation.
  • You are not able to claim for meals when attending seminars.
  • Parking will not be reimbursed for seminars.
  • Mock exams are treated as a seminar day for reimbursement purposes. Approval is required for flights and accommodation and no meals are covered.

• Clinical and written GPEP year 1 examinations

  • Flights, mileage, taxis and parking can be claimed. (CEA 10.5.1-10.5.2).
  • Email Registrar Support for pre-approval to claim for accommodation, meals and additional flexi airfares.

  When booking exam flights, please attempt to keep costs to a reasonable amount

  Our guidelines are below:

  • If flexi-fares are needed, book these only for your return flight.
  • Whenever practicable book the cheapest available flight.
  • If you choose to extend your stay beyond one night we expect the return fare to be similar to or less than if you flew home immediately after the exam.
  • Please see the flight claiming guidelines below for more information.

• Relocation costs (Rural Practices only) (CEA 10.6.1-3)

  Those who have chosen to relocate to a Rural Practice area can claim up to a maximum of $3000 (including GST) per relocation.

  Actual and reasonable costs may include expenses such as:

  • Travel to the new location for the registrar and their family.
  • Furniture removal and essential effects for their current residence to the new place of residence close to their Rural practice attachment.
  • When claiming for rent as part of the Rural Relocation Expense reimbursement (see IRD guidelines below), please supply a signed copy of the Tenancy Agreement as well as a screenshot of the bank statement or expenses leaving your account. If the landlord/property manager can supply an invoice with a GST number, this will be sufficient.
  • Read the IRD guidelines

• Rural mileage (rural practices only) (CEA 10.6.4)

  • If the distance from your current place of residence to the rural practice where you are placed is more than 55 km you can claim mileage at the IRD approved rate (on the date of travel) for two trips a week from your teaching practice to your normal place of residence.
  • For clarity, you can either claim for two return trips or four one-way trips a week between your place of residence and your practice.
  • Do not submit mileage claims in advance.

• Claiming for flights – Approved Conferences, Examinations, Relocation Costs and Seminars (CEA 10.5.1 & 10.3.2)

  • Please book your flights directly through the airlines (not third-party websites) and attach your full itinerary or e-ticket including GST invoice/receipt.
  • Only claim for the cost of seat and bag fares as the College does not reimburse flight add-ons such as insurance, seat selection or carbon credits.
  • For end of year clinical examinations, the College will reimburse flexi fares for your return flight only. Any other flexi fares must be approved by the College in advance.
  • Please note that the College cannot reimburse flights paid for by Airpoints or through other reward systems.
  • If claiming for seminars, please include the pre-approval from registrarsupport@rnzcgp.org.nz

• Claiming for Accommodation – Annual Conference, Examinations, Relocation Costs and Seminars (CEA 10.1.2 & 10.3.3 & 10.5.2)

  • To claim up to $200 (including GST) per night, please attach the dates, name, and GST invoice/receipt.
  • If accommodation is booked for more than one College-employed registrar to attend an event (such as Exams), please note the names of the registrars you are splitting the accommodation with.
  • To ensure you are reimbursed promptly, we request that you book directly with the accommodation provider (third party websites such as booking.com do not provide GST invoices).

  The College will only reimburse the cost of one night’s accommodation, if applicable, for Clinical exams. For more than one night please seek pre-approval from registrarsupport@rnzcgp.org.nz

• Claiming for meals - annual conference and examinations (CEA 10.1.2 & 10.5.2)

  The College will reimburse actual meal costs up to $100 total for the duration of clinical examination (if you had to stay overnight) – this is not a daily allowance. A $70 total meals limit applies to day exam trips. You can claim for the actual cost of a meal (can be a pre-made meal, snack or drink purchased in a grocery store or food consumed at a cafe) consumed when you are away from home by providing the itemised GST receipt. Highlight the items that you are claiming for on your receipt.

  Registrars can claim up to $100 total for meals over the whole course of your exams, or $70 per day for a day trip, and we will not reimburse any alcohol. The College will only reimburse the meals of the registrar, not family members or guests, nor a proportion of your grocery bill. If you dined in a group, please highlight on the receipt which items are yours.

  • Please attach an itemised GST receipt.
  • If a meal is split between more than one college-employed registrar, please note the other registrars’ names.
  • Your limit of $100 for the duration of your stay for exams is the total amount claimable during each exam and should be spread out over the days you are attending. If you are sharing accommodation and are eating together, please indicate names of other registrars.
  • Exceptions will be reviewed on a case-by-case basis. Please seek pre-approval through registrarsupport@rnzcgp.org.nz

• Claiming Taxis/Parking – Examinations (CEA 10.5.1)

  Please attach a GST receipt.

• Claiming mileage – seminars, examinations and rural (CEA 10.3.1 & 10.5.1 & 10.6.4)

  • Mileage can be done using either map locations or distance only.
  • Map locations will use Google Maps when entering the origin and destination to calculate your kilometres travelled. Note: Zeno will remember a frequently used address, i.e. home, which will make it easier to submit mileage claims.
  • Distance only allows you to manually enter total kilometres travelled, i.e a return trip.
  • For both mileage options, you will need to enter a description, for example “travel from home to practice” or “return trip”.
  • If you use the distance only option, please note the addresses for your origin and destination.
  • If a route is longer than usual, please include a brief description such as diversion in place due to accident or weather.
  • Further guidance about IRD tier 1 and tier 2 mileage rates will be provided before the start of the new tax year.
  • For seminar mileage, please ensure the offset (non-claimable kms) is set to 30km for one-way claims, or 60km for return trip claims.
  • Do not submit mileage claims in advance – they will be returned to you