Medical Student Research Presentation Travel and Conference Support

The University of Wisconsin School of Medicine and Public Health's Office of Academic Affairs will contribute funding support for medical students who are accepted to present their research at professional meetings and conferences.

Funding is available for up to 50 percent of travel and conference expenses, not to exceed $500. Students are expected to request additional support from their research mentor's department or grant funds, or self-fund the remainder of expenses.

In order to be considered for funds, student research must have been conducted under the supervision of a University of Wisconsin-Madison faculty member. Funding will be approved for travel to one meeting per student per academic year, contingent on the availability of funds.

Procedure

Students should submit the following documents for approval at least four weeks in advance of the meeting or conference. Retroactive requests for funding will not be approved.

• Invitation or letter of acceptance from the sponsoring conference
• Abstract of the research to be presented
• Request for Research Presentation Travel Funds form (doc)

Year 1 and Year 2 students must submit a Request to Reschedule an Exam form to request approval to take an exam on the established rescheduled exam date if the travel occurs during a scheduled exam. Travel during final exam periods is unlikely to be approved. Students are expected to communicate with their course instructors, GPP mentor and small group leaders regarding absences well in advance of any planned travel.

Year 3 and Year 4 students must obtain permission from their clerkship director prior to scheduling any travel. Year 3 and 4 students must submit a Request to Reschedule an Exam form to request approval to take an exam on the established rescheduled exam date if the travel occurs during a scheduled exam.

Students are required to pay for all travel expenses up front and will be reimbursed after research is presented.
Students should submit a completed UW Travel Expense Report (TER) form and expense receipts to the department that sponsored the research (if funding is provided) or to the Office of Academic Affairs (if no department funding is provided) within four weeks of return.

The Office of Academic Affairs Financial Manager (Mike Ashmore, Room 4225 HSLC, 263-
4270) will provide the department with fund number information for the medical school portion of
the reimbursement.

Allowable travel expenses generally include:

• Airfare
• Car mileage
• Food
• Lodging
• Conference registration fees
• Parking
• Taxis
• Presentation preparation expenses
• Other miscellaneous related expenses

It is important that students keep original copies of airline tickets, expense receipts and a copy of the conference program. It is expected that students will obtain travel and accommodations by the most efficient and economical means reasonable. The Travel Expense Report and receipts will be reviewed for compliance with university travel expense policies and submitted for reimbursement. Checks will be mailed directly to students.