Student Travel
Students have many opportunities to travel for conferences during their time at Quillen. Students will have the opportunity to be reimbursed on one of their travels during the academic year for an amount up to $500.00.
Note this is a reimbursement not a stipend. You will get reimbursed after the travel is completed and once all the paperwork is in order.
The Quillen College of Medicine only allows one instance of travel per student per year that is reimbursed. If you are planning on attending multiple conferences pick the one in which getting reimbursed will be the most beneficial to you.
Intro Form
To qualify for the travel reimbursement you must fill out the Initial Travel Form to qualify for travel 60-30 days before the date of the conference. If not filled out within that time frame it will not be considered.
Once you have completed the form you will be contacted by Thomas Whitelaw to begin the next stage. If it has been over a week please send an email or call Janey Crabtree or Thomas Whitelaw.
The Documentation Needed
Once the above form is completed you will contact to provide the following information:
- Flight Booking with the Itinerary
- Hotel Booking. Along with extra information if its a conference rate hotel.
- Address of the accommodations you are staying at if not a hotel or being paid for
- Registration Receipt
- Conference Brochure
Upon returning from the conference additional documentation is required
- An itemized hotel receipt showing tax breakdown
- Any receipts for taxi/uber, buses, trains/trams that are used for transport from airport to hotel, hotel to conference venue, or conference to airport. Any of those can be claimed for reimbursement. Tips will not be reimbursed.
- Receipts for airport parking
- Miscellaneous receipts for other conference related expenses like poster printing
Receipts that are not required
- Gas
- Food
Any receipts that are not paid by you, the student, cannot be claimed. Such examples include flights and hotels that are paid for by another student, professor, family member or via procard.
If you pay for another student's plane ticket or split a hotel only the person whose name is on the receipt will get reimbursed and if this causes you to exceed what is be given for travel you will need to work it out with other student.
Submitting Files for the Authorization and Claim
- Files should be return as pdf files that are not embedded in the email. You will be asked to resend them if they are not in a pdf format
- .png and .jpeg are fine for image of receipts taken during the trip
- Forwarding an email that included all info for a hotel or flight booking is preferred
- The whole receipt is required not just a screenshot of the price for any receipt or booking
Additional Information for Hotels and Flights
- Gas, meal and hotel rates for reimbursement are determined by the GSA per diem rate. Which is based on the zip code of your accommodation location
- It is recommended to book a hotel instead of an airbnb as the rates of an airbnb tend to vastly exceed the GSA per diem rate
- It is recommended that you flight out of Tri-Cities Regional Airport. If not a comparison is run and if flying from Tri-Cities is shown to cheaper than your flight plus travel miles you will be reimbursed for the lesser amount.