Conference travel

Student participation in regional, State, and national meetings is highly encouraged. Students must receive an excused absence 60 days prior to making any travel arrangements (regardless of whether you are on/off service).

• Travel funds are limited and vary by fiscal year. 
• Travel is restricted to within the continental U.S. and Canada. 
• Support for airfare, lodging and meeting registration will be limited to $500.00 per student.  
• An individual may receive travel support for no more than one travel event per year.
• Students on academic probation are not eligible to receive travel funding.
• Student organization conferences must be approved by the Treasurer or financial appointee of the student organization prior to submitting a travel request.

Additional funding may also be available to individuals presenting research through the Office of Medical Student Research - Scholarly Activity Awards Program (Non Student Organization Related Only). NOTE: Their requirements are different than the requirements on this page. 

Reimbursement Procedure: 

Step 1. Complete the Excused Absence Request for a Scientific Conference form and attach your acceptance letter along with a copy of your abstract, poster, or presentation  .It is not necessary to use this form to request excused absences related to local presentations, such as WSU or Henry Ford presentation days. Instead, contact your counselor as you would for a regular absence, attaching an acceptance letter to your request. 
Step 2.  If approved, complete the Travel Request Form  (minimum 10 days prior to trip). 
Step 3.  Witnin 10 days of your return complete the Travel Reimbursement Form.

To complete the Travel Reimbursement Form you will need to upload the following documents: (Do not attach screenshots) 

• Excused absence approval email from your counselor (always required - word documents are acceptable)
• PDF of the program agenda. (always required)
• Registration receipt (always required)
  • The registration confirmation will not suffice.
  • The receipt must indicate the payment method (cc: xxx1234) and a $0 balance due.
  • Even if you were not charged for a registration fee you must provide documentation that you were registered.
• Airline ticket receipt
  • Airline ticket must have e-ticket number, method of payment and travel dates.
  • Itineraries and confirmations cannot be accepted.
  • You cannot be reimbursed for reward miles.
  • Do not purchase tickets for one another. The reimbursement must go to the person that paid for the ticket.
• Baggage receipt
• Lodging receipt (if your receipts total $500.00 you do not have to attach your lodging receipt)
  • The lodging receipt must have your name on it—NO EXCEPTIONS, Main Campus will not reimburse you if your name is not on the receipt. We strongly encourage you to share rooms when possible. If you share a room with your classmate(s) please indicate the student's name(s) on the reimbursement form.
  • A method of payment, as well as a zero balance, must be listed on the receipt.
• Gasoline receipts (unless you are being reimbursed for mileage) 
• Mileage
  • Mileage is 65.5 cents per mile.  The starting point is 540 E. Canfield, Detroit, MI 48201 to the conference location. You will be asked to upload a print-out of mileage calculator www.randmcnally.com on the Travel Reimbursement Form.  Only the driver can be reimbursed, and we ask that you provide a list of students who drove with you on the reimbursement form.
• Taxi/Shuttle Receipts (justification required - example: From: Airport  To: Hotel)

If you have receipts that total $500.00 prior to your departure you may submit them for reimbursement.  You do not have to wait until you return to submit them. 

It is very helpful if all of your receipts are in PDF format.  The agenda is required in PDF format - You can scan receipts all into one document and upload them to the reimbursement form or you can scan them individually to each portal on the form.

Reimbursements take 6-8 weeks to process. Checks will be mailed to the address that you provided unless you have previously set up direct deposit.

Questions regarding travel can be directed to Ms. Gherardini agherard@med.wayne.edu