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.
This is a reimbursement not a stipend. You will be reimbursed after the travel is completed and once all the paperwork is in order and submitted to the system to be processed.
The Quillen College of Medicine only allows one instance of travel for reimbursement per student per academic year.
You cannot be reimbursed after the fact if you decided to go without any authorization from our office. Nor can you be reimbursed for any bookings on rejected travels if you booked ahead before authorization was received.
Initial Steps for Travel
To initially qualify for travel you must get a completed and fully approved/signed Leave Request Form from the Academic Affairs Office 42 days before the conference. Once the Leave Request Form has been received you will then be sent the dynamic form to obtain permission to travel. The request is then routed to the appropriate individuals for approval.
When the completed dynamic form has be received, you will be contacted by the Student Affairs Department to begin the next process. If it has been over a week please contact Student Affairs Office.
Pre-Travel Required Documentation
Once the above form is completed you will be asked to provide the following information:
- Flight Booking with the Itinerary
- Hotel Booking. Along with extra information if its a conference hotel rate.
- Address of the accommodations
- Registration Receipt
- Conference Brochure
- An email or letter stating that you are presenting at the conference if applicable
When the above information is received and processed. The travel authorization form will be sent for signature to be returned to Student Affairs.
If the above documentation is not received in a timely manner prior to the conference date, this will result as an incomplete travel authorization and will not be eligible for reimbursement.
Post-Travel Required Documentation
Immediately following the conference you will be emailed for additional documentation that is required for the completion of the travel claim:
- 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
Receipts that are not required:
- Gas
- Food
When the above information is received and processed. The travel claim form will be sent for signature to be returned to Student Affairs.
If the travel claim is not submitted within 30 days you will not be reimbursed. Any delays in receiving the requested information will result in non-reimbursement. Be prompt in submitting information as requested.
For reimbursement purposes all receipts must be from the Student submitting the reimbursement request.
If you pay for another student's plane ticket or split a hotel only the person's name that is on the receipt will be reimbursed.
Submitting Files for the Authorization and Claim
- Files should be sent as pdf files as attachments that are not embedded in the email. You will be asked to resend them if they are not in an attached pdf format
- .png and .jpeg are acceptable for images of receipts taken during the trip
- Forwarding an email that is inclusive of all information for a hotel or flight booking
is preferred
- The entire receipt is required not just a screenshot of the cost
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 reviewed and if flying from Tri-Cities is shown to cheaper than your flight plus travel miles you will be reimbursed for the lesser amount.
You will only be sent 2 reminder emails after initial contact for both the travel authorization and travel claim requesting the information. It is your responsibility to verify information is sent to the appropriate personnel.