{"id":2646,"date":"2024-08-20T16:07:02","date_gmt":"2024-08-20T23:07:02","guid":{"rendered":"https:\/\/mercyships.onpressidium.com\/?page_id=2646"},"modified":"2026-03-19T04:29:37","modified_gmt":"2026-03-19T11:29:37","slug":"longer-term-guidebook","status":"publish","type":"page","link":"https:\/\/mercyships.ca\/en\/longer-term-guidebook\/","title":{"rendered":"Longer Term Guidebook"},"content":{"rendered":"\n
\n\t\t\t\t\"Guide\n\t<\/figure>\n

\n\t\t\tMercy Ships Canada Longer-term Crew Guidebook\t<\/h2>\n

\n\t\t\tPosition Commitment Levels 3 & 4\t<\/h3>\n
\n\t\t\t\t\"ms-icon_med_MCB\n\t<\/figure>\n

\n\t\t\tWELCOME ABOARD\t<\/h3>\n\t

Congratulations\u00a0on your acceptance and thanks\u00a0for your willingness to serve\u00a0with Mercy Ships! This Mercy Ships Canada (MSCA)\u00a0Longer-term\u00a0Crew Guidebook\u00a0has been created to help inform and\u00a0support your service.\u00a0This\u00a0Guidebook serves as the\u00a0primary\u00a0Canadian resource for information related\u00a0to:<\/p>\n

    \n
  1. Budget Planning<\/a><\/li>\n
  2. Management of Funds<\/a><\/li>\n
  3. Travel<\/a><\/li>\n
  4. Mercy Ships Canada Fundraising<\/a><\/li>\n
  5. Required Forms<\/a><\/li>\n
  6. Media and Communications<\/a><\/li>\n
  7. Supporting Volunteer Crew<\/a><\/li>\n<\/ol>\n

    We are honoured and privileged to work with you as you embark on this magnificent journey.<\/p>\n\t

    While Mercy Ships strives for uniformity in terms of practices and procedures for all crew members, the national laws of each country are explicitly recognized and acknowledged in the provision of information in the Canadian guidebook. Mercy Ships Canada operates in accordance with all Canadian laws, including the requirements of the Canada Revenue Agency. Information for Canadian volunteers in this guidebook supersedes other information that you may have viewed either electronically or in print or shared by members of Mercy Ships either at the International Support Center or onboard our hospital ships. Thanks for closely reading the details especially on the topic of fundraising and travel! The Canadian Crew Services Team and other national office staff are available to help answer any questions.<\/p>\n

    \n\t\t\t\t\"WELCOME\n\t<\/figure>\n

    \n\t\t\t1. BUDGET PLANNING\t<\/h2>\n\t

    Annual budget planning for the service of Canadian volunteers takes place within the context of a Mercy Ships Canada Fiscal Year Service Budget. A fiscal year the period of January 1st to December 31st. Mercy Ships Canada recognizes that a volunteers’ service level commitment may be or only a portion of a Canadian Fiscal Year and extend into a future time period. This is why the guidebook refers to the term “annual budget” since a budget needs to be approved each Mercy Ships Canada fiscal year. Mercy Ships Canada encourages volunteers to discuss their financial plans and needs for their entire service level commitment with the Canadian Crew Services Team to help both parties better for a successful volunteer experience and so that full consideration can be given to the potential needs to access crew financial assistance programs that may be offered by Mercy Ships.<\/p>\n

    \n\t\t\tFiscal Year Service Budget\t<\/h4>\n\t

    In preparation for your service, the MSCA designated staff member will be in contact with you to complete your Fiscal Year Service Budget. It is of utmost importance that the budget is as detailed and realistic as possible. The Fiscal Year Service Budget for your role could include : crew fees, annual return economy airfare(s), medications and vaccinations, medical, dental and vision care insurance, personal needs, incidentals, and professional licensing fees. At the end of each calendar year, a new Fiscal Year Service Budget must be submitted in November for your following service year.<\/p>\n\t\t\t\n\t\t\t\t\t\t\tFiscal Year Service Budget template\n\t\t\t\t\t<\/a>\n\t

    If a crew member is currently onboard and budgetary issues arise or your volunteer position changes, please contact the Crew Services Team to re-evaluate your budget.<\/p>\n

    \n\t\t\tYear-End Income Statement\t<\/h4>\n\t\t\t\t\t\t
    Do I get an official document from Mercy Ships Canada?<\/h5>\n\t\t\t

    Mercy Ships Canada does not issue official income statements. If you wish to have an official document of funds received for the fiscal year, please reach out to:\u00a0financial.support@mercyships.org<\/a><\/p>\n

    \n\t\t\t\t\"WELCOME\n\t<\/figure>\n

    \n\t\t\t2. MANAGEMENT OF FUNDS\t<\/h3>\n

    \n\t\t\tLonger-term Crew Agreement\t<\/h4>\n\t

    Prior to your arrival on the Mercy Ships hospital ship, you must collaborate with the MSCA designated staff member with support from the Crew Services Team to establish a Longer-term Crew Agreement regarding the distribution of funds into your crew bank account. This agreement will determine the fixed amount of US dollars which will be transferred monthly by MSCA into your crew bank account on the third week of each month. Money raised does not influence the monthly amount wired as MSCA is committed to your pre-determined payment plan outlined on your longer-term crew agreement.<\/p>\n\t\t\t\n\t\t\t\t\t\t\tLonger-Term Crew Agreement template\n\t\t\t\t\t<\/a>\n

    \n\t\t\tCrew Bank and Personal Expenses (for more information contact your Volunteer Coordinator)\t<\/h4>\n\t

    Once you arrive on the hospital ship you may go to the crew bank, where you can set up a crew bank account. A crew bank account is a safe and convenient place for you to store your money while you are on the ship. Funds can be deposited into your crew bank account via US cash or credit card (with a 3% service fee added). Once you have funds in your crew bank account it can be debited (using Mercy Ships ID badge) to pay for items that you purchase on board. You can also withdraw funds from your crew bank account in the local currency to pay for off board purchases.<\/p>\n

    The crew bank account is internal to Mercy Ships and is not connected to any outside banking network. However, it offers many of the same amenities as an external banking network.<\/p>\n\t\t\t\n\t\t\t\t\t\t\tCREW BANK LINK\n\t\t\t\t\t<\/a>\n\t

    This link can be available once you are given access to Navigator (internal web platform for Mercy Ships information).<\/p>\n

    When a volunteer crew member departs a Mercy Ships vessel (i.e. Africa Mercy or Global Mercy), any remaining balance in their crew account may 1) Be withdrawn in US funds or cheque 2) Be transferred to another crew member or 3) Remain in your account for up to 18 months to be used for another field service. *Mercy Ships Canada does not oversee the Crew Bank and if more information is needed we recommend to contact their Volunteer Coordinator.<\/p>\n

    \n\t\t\tDifference Shorter-term\/longer-term financial procedures\t<\/h4>\n\t\t\t\t\t\t
    Are funds available for all crew once onboard?<\/h5>\n\t\t\t

    We have different financial procedures for Level 1, Level 2, and Level 3-4 volunteers.<\/p>\n

    For Level 1 volunteers, plan on bringing money for your personal expenses while onboard.<\/p>\n

    \n\t\t\t\t\"WELCOME\n\t<\/figure>\n

    \n\t\t\t3. TRAVEL\t<\/h3>\n\t

    As of January 1st 2026, Mercy Ships International covers flights for critical roles and a different process for booking flights is available. The Canadian office will inform you of your travel options.<\/strong><\/p>\n

    To help Mercy Ships Canada fulfill our duty of care to Mercy Ships and get the best value for airfare expenditures and overall service benefits for volunteer crew flights, Mercy Ships Canada has partnered with the Canadian Office of Key Travel. Please note that volunteers from other national offices may have different travel procedures and processes and Canadian volunteers are asked to follow the information in this guide and not rely on past practices or what other Mercy Ships volunteers from other countries are asked to follow.<\/p>\n

    Consistent with the fact that Mercy Ships Canada is a charity, Canadian volunteer crew members are expected to travel only on economy-class tickets, which include cancellation insurance and to have no stop overs on route to the field service. Additionally, volunteer crew Levels 3 and 4 are permitted to book one annual return-flight home associated with personal time off (PTO).<\/p>\n

    Once a volunteer crew member has received International Support Center acceptance and has completed all required Mercy Ships Canada documentation, the Canadian office’s Crew Services Team will initiate contact between the volunteer and Key Travel to begin the process of making their travel arrangements.<\/p>\n

    Key Travel for Canadian volunteers can be reached at:<\/p>\n

    \n\t\t\t\t\"MicrosoftTeams-image\"\n\t<\/figure>\n\t

    E-mail: mercyships.CA@keytravel.com<\/a><\/strong><\/p>\nToll Free: 1-800-667-5559<\/strong>
    \nDirect dial: 1-604-853-0751<\/strong>\n

    Key Travel operates services on a 24\/7 basis.<\/strong><\/p>\n\t

    Canadian crew members may make their own flight arrangements directly with the carrier(s) of their choice for any level of service they require beyond economy-class airfare, however, the crew member is then directly responsible for making their flight arrangements and for the full financial costs and associated risks (cancellation, delay, etc.). A Canadian volunteer making their own flight arrangements may still need to comply with the Mercy Ships duty of care travel requirements regarding advance notification of travel etc. and would need to deal directly with the staff at the International Support Center. Mercy Ships Canada is not able to offer an official donation receipt for volunteers who choose to make and pay for their own flight arrangements directly. It is also important to note, that it is the responsibility of a Canadian volunteer who makes their own flight arrangements to\u00a0use the approved flight carriers, to submit a copy of their itinerary once confirmed with their assigned Volunteer Application Coordinator and ensure they have received all required documents to enter the country of service.<\/strong><\/p>\n

    \n\t\t\t\t\"ms-icon-gen_Announce\"\n\t<\/figure>\n\t

    In the event of the need to cancel or reschedule a trip, the volunteer crew member needs to inform the Canadian Crew Services Team (during office hour) and contact Key Travel (available 24\/7) who will work with the volunteer either to reschedule or cancel the flight. Any refunds for cancelled flights or credits for deferred flights are returned to the Mercy Ships Canada account. Also, any flight costs increases will be covered by Mercy Ships Canada.<\/p>\n\t\t\t\t\t\t

    When do I need to book my flights?<\/h5>\n\t\t\t

    When you receive the confirmation from your Mercy Ships Volunteer Coordinator that you are cleared to and after checking and receiving a reply from the Mercy Ships Canada Crew Services Team.<\/p>\n\t\t\t\t\t\t

    Mercy Ships Canada Flight Information<\/h5>\n\t\t\t

    MSCA includes flights as an eligible expense in your service budget and we recommend you go through Key Travel to book your flights, so you don’t have to cover the cost directly. We recommend you book flexible flights (if dates or destination are modified) and humanitarian fare. <\/p>\n

    MSCA is committed to cover flights that are only related to your service. The benefit to book through Key Travel is that MSCA has continuity of care and is better able to support you throughout your travel. <\/p>\n

    Volunteer crew are expected to travel only on economy-class tickets, which include cancellation insurance and to have no stop overs on route to and from the field service. <\/p>\n

    Note that you are responsible to select a quote and confirm the route that suits you. Once that step is done, MSCA needs to approve the flight. <\/p>\n\t\t\t\t\t\t

    Why Mercy Ships Canada Books Through Key Travel?<\/h5>\n\t\t\t

    Key Travel has expertise in international humanitarian travel, including helping people safely arrive and depart from their place of origin and destination. Therefore, the company keeps abreast of travel advisories issues by government agencies, the necessary travel codes to ensure the most cost effective pricing for each airline that includes considering of cancelation fees, change of ticket requirements, seat availability and season of travel that all impact pricing and costs.<\/p>\n

    Sometimes it is possible to see what appears to be a cheaper flight online but the full cost implication of a travel choice including baggage allowances may not be fully appreciate at the time of booking a flight using another service provider who may be online. Mercy Ships Canada also suggests working with Key Travel to assure a continuity of care in case of any issues rising. (ex. Change in service dates)<\/p>\n

    Following the booking, you can either fundraise to cover the cost of your flight or make a personal donation to Mercy Ships Canada which would be eligible for a Canadian official donations receipt that can be used for tax purposes.<\/p>\n\t\t\t\t\t\t

    What if I want to include personal travel before or after my service?<\/h5>\n\t\t\t

    In that case, you are responsible for the cost of your flights. <\/p>\n\t\t\t\t\t\t

    If I want to extend my volunteer service on board, who is responsible to modify my flight?<\/h5>\n\t\t\t

    You remain responsible to modify your flights through Key Travel and to communicate with us any changes that are made. <\/p>\n\t\t\t\t\t\t

    When do I need to pay for my own flight?<\/h5>\n\t\t\t