Conference Reimbursements

A guide to the School of Medicine’s conference reimbursement policy.

Guidelines

• Students must request a reimbursement prior to 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 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 1 – June 30. 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 2024 as well July 2024. However, a student cannot attend a conference in July 2024 as well as another in May 2025).
• Reimbursements will only be extended to students presenting at conferences.

Procedure

Submit Office of Student Research pre-approval form.

Upon receiving approval from the Office of Student Research, submit the funding pre-approval form (new window). You must submit the funding pre-approval prior to your conference.