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Resident Conference Travel Reimbursement Protocol
UCLA Internal Medicine Residency Program

Download Resident Conference Travel Reimbursement Form

Policy Effective Date: 7/1/2008

In order to obtain reimbursement for your travel expenses to academic medical conferences, please read the reimbursement rules below and complete the attached forms. All forms should be submitted to Kathy Oka in the Chief’s Office.

Eligible Conference and Reimbursement Rules:

1. In order for you to qualify for conference attendance, your poster and/or presentation must be accepted by the conference and you must be listed as first author. The only exception to this is if a medical student is listed as first author and you are listed as second author.
2. You must fill out the “Resident Travel Reimbursement Form – Initial Approval” and present documentation that the poster was accepted or that you were chosen to give a presentation. This form needs to be approved by a Chief Resident prior to leaving for the conference such that the above criteria have been met.
3. You must find coverage for the dates that you will be attending the conference.
4. You are allocated $1000 for the cost of a national conference and $500 for the cost of a regional conference, with a yearly cap of $1500. Any amount in excess is your responsibility.
5. You may claim food purchases for reimbursement, up to $50 per day (included in the total cap of $1000 or $500, depending on the conference).
6. After the conference, you must submit all original receipts, proof of conference attendance, and the “Resident Travel Reimbursement Form – Submission” to Kathy Oka for reimbursement.

Travel Rules:

1. Residents cannot pay for other residents and/or split costs (i.e. lodging, meals). The resident claiming the reimbursement must be the same as the name on the credit card used to make the purchase.
2. If a resident shares lodging with another resident, only one resident should claim the reimbursement and pay for the lodging. On your submission, note that you shared a room with another resident (provide their name) such that the lodging costs will be split in terms of allocation (i.e. each resident is allocated $500 for a regional conference and $1000 for a national conference, so if the room is shared and costs $1000, then $500 will be used from each resident’s allocation and the full $1000 is reimbursed to the resident who paid for the lodging).
3. All submissions for reimbursement must be given to Kathy Oka within 21 days after a trip is completed. Later submissions will not be honored.
4. All travel submissions must occur within the same fiscal year of July 1st-June 30th (i.e. if you travel on June 25th, you must submit your receipts before June 30th).
5. If you are leaving the state or the country, you need to register you trip at: http://www.uctravel.org/. Click on “UC Traveler Insurance,” fill out the form, save the form, then print the form for your records.
6. Submission fees for abstracts (whether or not accepted) and/or conference fees are reimbursed and count within the monetary caps outlined above.