Sunday, July 06, 2008 :: 04:11

Office of Student Services

Medical Student Travel Funding Guidelines

  1. Student must be a participant in the meeting or convention, i.e., presenting a paper, or official school representative, e.g., AAMC National or Regional meeting. A copy of the letter of acceptance showing the date and time of presentation must accompany the request.
  2. The Committee on Student Travel will determine the optimum use of the limited travel money for students. Students will be funded for one trip per academic year only.
  3. Written travel requests, including an estimate of expenses, must be submitted to the SOM Office of Education six weeks prior to the meeting or conference.
  4. Faculty sponsors may be requested to assist students financially for scientific meeting events. Students must show proof of application for RPT, SRAC or other available funds.
  5. Registration and airline tickets are prepaid by the university. The lowest airfare available will be a top priority. Airline and care rental reservations must be made through the SOM Office of Education.
  6. Reimbursement for food and lodging is given at the per diem rate set by the US General Services Administration for the destination city and will be dependent on time of departure and arrival back in Albuquerque.
  7. Car rental may be approved in circumstances where car sharing by several students is less expensive than aggregate airfare or ground transportation to the same destination. Students who use rental cars must keep all gasoline receipts for reimbursement and should have the gas tank full when the car is returned. When cars are rented using the UNM corporate rate, insurance is included and students do not need to add insurance at the time cars are picked up. Be sure to decline this to avoid duplicate billing for the insurance coverage.
  8. Reimbursement for ground transportation requires receipts from all transfers, i.e., taxicabs, bus fare.
  9. Maximum per trip will be $500. Requests above the $500 maximum will be considered on a case-by-case basis; requests for exceptions with justification must be presented in writing and approved prior to the trip.
  10. Travel supported by Dean's FOM accounts is limited to the continental United States.
  11. UNM policy requires travelers to submit the following documents within five working days of their return from the meeting/conference (failure to meet this deadline may jeopardize receiving reimbursement):
  1. Itemized receipt for payment of lodging
  2. Airline ticket stub showing price and itinerary
  3. Rental care and gasoline receipts (if applicable)
  4. Ground transportation receipts (if applicable)

No reimbursement can be made without these documents.