Student Travel for Research and Leadership
General Guidelines, Reimbursement Policies and Approval Form

 

OVERVIEW

Students at the David Geffen School of Medicine at UCLA are encouraged to present papers/abstracts at conferences as part of their scholarly work and to represent the school in leadership capacities.  Because of the wealth of talent and academic excellence among the student body, a certain baseline is expected before allocation of funds is approved.  Please ensure that the following expectations are met before turning in a request form to Dean Parker. These polcies are intended to apply for individual travel.  Separate funding and polcies exist for group travel and for school-supported activities like LIGA and WSMRF.

 

To be considered for funding the following criteria must be met:
1.  Conference/Meeting must take place in the United States (International travel will not be funded-including Canada and Mexico)
2.   Research being presented must have been conducted in while in medical school.  Research performed as an undergraduate or while in another graduate programs will not be funded.
3.   You must be listed as first-author on paper/abstract
3.  If presenting and not listed as first author, must have written request from faculty mentor stating you are the only one presenting and are presenting at the request of the department

4.  If running for a national officer position, attach your nomination form/application and proposed travel budget if elected
5. You must be currently enrolled in medical school and in good academic standing.  Students on a leave of absence are not eligible for funding.

Expectation of Mentors:
Student’s mentors are expected to assist with a portion of the funding.  Generally, mentors cover the costs of all registration fees and poster costs.  Most mentors contribute $50-$150.

Expectation of Students:
Students are expected to contribute to their travel costs.  In general, this means $50 for in-state travel and $100 for out of state travel.

Funding Availability and Notification:
While costs do vary, in general, funding is available for one trip per student not to exceed $600 p/year.  This is to insure availability of funds for more students.  The SAO will not fund food, entertainment, or alcohol.  Students can expect a response from the SAO within 2 weeks of their submitted request.

POLICIES FOR REIMBURSEMENT

*Students will only be reimbursed when receipts are recieved in the SAO within 21 days of travel. Failure to submit within 21 days can result in loss of funding*

Registration Fees:
For Registration fees under $250 you should register yourself.  Documentation must clearly state the form of payment such as check or credit card.  If payment is by check, a photocopy (front & back) of the cancelled check or a bank statement that shows the check cleared must be submitted.  Please note, reimbursement cannot be submitted until after the conference has taken place.

For fees $250 or more you should fill out the Conference registration form and submit it to Student Affairs with at least four weeks notice so that a Purchase Order or Check Request can be done to avoid out of pocket expenses by you.  Note: Student Affairs will not pay any late fee charges, so submit requests in a timely manner.

Airline Flights:
The most cost effective flight should be used and booked one month in advance to secure the best rate.
Airline flights can be arranged through UCLA Travel to avoid out of pocket expenses and to access special negotiated rates.  Please submit your flight request to Student Affairs with at least 14 days advance notice and include your name as it appears on your driver's license, date and time of departure, airport, return date and time, seating preference, frequent flyer number, if you have one, and any dietary needs you may have.

Some special rates are only available on the internet.  Prices should be compared before ticketing.

If you purchase your own ticket, reimbursement cannot be processed until the trip is completed.  If it is an on-line reservation, a copy of the electronic confirmation with the details of the flight and charges must be included.

Hotel:  (Book early to reserve the best rates)
Hotel reservations must be made by you directly and reserved on a credit card.  However, UCLA Travel can also reserve this for you but you will need to give them a credit card number, it cannot be direct billed.  An original hotel bill must be submitted for reimbursements, photocopies or faxes are not acceptable.  If you lost the receipt or the hotel did not issue one, you will need to request a duplicate and supply a memorandum for travel accounting stating why an original is missing and verifying that you have not been reimbursed by any other source with your signature.  Rooms should be shared.  Reimbursement will be at ½ the room rate unless you are the only person attending the conference.

*Rental Cars/Mileage Reimbursement when Personal Car Used:
Reimbursement for renting of cars or mileage when personal car is used MUST be PRE-APPROVED.  Rental car reimbursement generally will be considered when at least 3 students will be sharing.

Rental cars must be reserved with a credit card.  UCLA Travel can also reserve this for you and has access to University Rates.  If you reserve directly with a rental car company, DO NOT accept additional insurance.  The University already maintains coverage and it applies to faculty, students and staff when they are traveling on University business.  Travel accounting will not reimburse additional insurance fees.  An original receipt must be issued for any rental car expenses.
*Travel for distances less than 400 miles will be reimbursed at the personal automobile mileage rate.

Meals:
There is no funding for meals

Taxi's/Shuttles/Parking Fees
Please submit receipts for these miscellaneous travel expenses and if any original receipts are missing, please document the expenses in a memorandum.