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).  All students must complete this form:  Application for Excused Absence for Scientific Conference and attach it to this form Excused Absence Form  along with (1) PDF or website link to conference agenda and (2) email of presentation acceptance which you are presenting.

Student Organization Travel Funding:
All travel related to student organization conferences must be approved by the Treasurer or financial appointee of the student organization prior to submitting a travel request. Support for airfare, lodging and meeting registration is limited to $500.00 per student as long as it is within your student organization budget.  Priority will be given to officers or delegates of a student organization.  An individual student may receive travel support from their student organization budget for no more than one travel event per year unless approved by the Associate Dean of Student Affairs and Career Development.  Students on academic probation are not eligible to receive travel funding. 

Individuals Presenting Research/Poster Presentations Travel Funding:   (Non Student Organization Related):
Student travel associated with research presentations at national meetings are also eligible for funding.  Funds are limited and vary by fiscal year.   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 and must provide a copy of their poster/oral proof of submission or acceptance letter.  Students on academic probation are not eligible to receive travel funding.

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 for In-Person and Virtual Conferences:   

Step 1.   Request an excused absence from your counselor.
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