Conference travel

Travel Participation & Funding Guidelines

Travel Funding Policies

• Travel funds are limited and vary by fiscal year.
• Travel is restricted to destinations within the continental United States and Canada.
• Funding support for airfare, lodging, and registration is limited to:
  • $500 per student, or $3,500 for approved student organization group travel (contingent upon the organization’s allocated travel budget).
• Student organization conferences and scientific conferences are funded through separate funding sources.
• Student organization conference travel must be approved by the organization’s Treasurer or financial designee, who will determine available funding.
• All treasurers are required to meet with the Office of Student Affairs prior to planning group travel.
• Each student is eligible for one stipend only and may not combine or apply for multiple stipends.
• Once travel support is received, students are not eligible for another supported trip until one full year has passed.
• Students on academic probation are not eligible for travel funding.
• Full Travel Policy applies.

Travel Procedure

Step 1:   Request an Excused Absence

Submit the Excused Absence Request Form (even if you are off-service or on break) and attach:

• Your acceptance letter

• A copy of your abstract, poster, or presentation

The form is not required for local presentations (e.g., WSU or Henry Ford presentation days). For local presentations, contact your counselor directly and attach your acceptance letter.

Submission Timing

• Submit the form at least 60 days prior to the event.

• If accepted fewer than 60 days before the event, submit within 3 days of acceptance and note the acceptance date.

Step 2:   Determine Conference Type

Type 1:   Student Organization Conference

Purpose: Leadership, networking, professional development, and organizational engagement
Audience: Members of student organizations or interest groups
Examples:

• Leadership workshops

• Cultural or diversity organization conferences

• National and regional student organization meetings (e.g., AMA, SNMA, APAMSA, AAMSA, etc....)

Type 2:   Scientific Conference

Purpose: Academic research, scientific advancement, and professional development
Audience: Researchers, clinicians, faculty, trainees, and students
Examples:

• ACG, SGIM, The Generalist, SHM, etc... 

• Specialty conferences (cardiology, surgery, neuroscience, etc.) *Students attending on behalf of an interest group, travel expenses will be deducted from the appropriate interest group’s budget.

Step 3:   Upon Approval of Your Excused Absence: Create Your Profile

Log into Academica → Student Resources → Direct Deposit & Student Refunds – Personal Information
Confirm that your mailing address and bank account information are correct.

Once verified, complete:  Travel Profile

Step 4:   Submit the Travel Reimbursement Form within 10 days of your return

Complete the Travel Reimbursement Form and upload the required documentation.

All receipts should be submitted in PDF format. Receipts may be scanned into a single document or uploaded individually. 

Required Documents

• Excused absence approval email from your counselor (Word documents accepted)

• PDF of the program agenda

• Registration receipt

  • Must show payment method and $0 balance

  • Registration confirmation alone is not sufficient

  • Documentation is required even if registration was free

Travel Receipts

• Airline ticket receipt (must include e-ticket number, travel dates, and payment method)

  • Itineraries and confirmations are not accepted

  • Reward miles are not reimbursable

  • Do not purchase tickets for others

• Baggage receipt

• Lodging receipt (required unless total receipts already equal $500)

  • Your name must appear on the receipt — no exceptions

  • Receipt must show payment method and zero balance

  • Room sharing is encouraged; list roommate names on the form

• Mileage (72.5 cents per mile from 540 E. Canfield, Detroit, MI 48201)

  • Upload mileage calculator printout: https://www.calculator.net/mileage-calculator.html

  • Only the driver may be reimbursed

  • Provide list of all individuals that drove with you.

• Uber/Lyft/Taxi/Shuttle receipts​​​ 

  • Receipts must include the pickup and drop-off locations.

  • Example:

    • From: Detroit Metropolitan Airport (DTW)

    • To: Marriott Downtown Conference Hotel

  • Transportation not directly related to the conference will not be reimbursed.

• Miscellaneous receipts

  • Abstract submission fees

  • Poster printing cost

Not Reimbursable

• Meals

• Rental cars

• Gasoline Receipts

Processing Time

Reimbursements take 6–8 weeks to process. Checks will be mailed to the address on file unless direct deposit has been set up.

Additional Funding Opportunities

Additional funding may be available for students presenting research through the Office of Medical Student Research – Scholarly Activity Awards Program (non-student organization travel only). Requirements differ from those listed above.

Questions regarding travel may be directed to:
Ms. Gherardini - agherard@med.wayne.edu