Conference Reimbursements

The Dean’s Office and the Office of Student Research — provide funding support for medical students presenting at conferences.

Procedure

Submit the Office of Student Research pre-approval form.

Upon receiving approval from the Office of Student Research, submit the funding pre-approval form . You must submit the funding pre-approval before your conference.

Guidelines

  • Students must request a reimbursement before the conference.  Requests that arrive after the conference will be denied. However, reimbursements will be processed after the conference.
  • Students must submit their receipts within 60 days following conference attendance to be eligible for reimbursement. Failure to submit within 60 days will result in a denied reimbursement request.
    • Additionally, June 15th is the deadline to submit conference reimbursement requests for the academic year. Failure to meet the June 15th deadline may result in a denied reimbursement request.
  • Reimbursable expenses are limited to:
    • Registration or membership fees associated with the conference
    • Poster printing ($75 max)
    • Airfare* (award miles are not reimbursable)
    • Lodging
    • Ground transportation** (for local conferences ONLY)
  • The maximum reimbursement amount is $650.
  • Students are only eligible to receive one conference reimbursement per academic year (July 1st – June 30th.) There are no exceptions to this rule (i.e., (1) students cannot receive one $400 reimbursement and one $250 reimbursement, and (2) students can attend a conference in June 2025 as well as July 2025. However, a student cannot attend a conference in July 2025 as well as another in May 2026).
  • Reimbursements will only be extended to students presenting at conferences.

*Baggage fees and seat selection fees are not reimbursable.

**Gas, mileage, and tolls are not reimbursable.