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Student Travel

General Information

We encourage all students in the School of Medicine who are pursuing their doctoral degree to present at national and international meetings during their training.  Dissemination of research findings and engagement with scientific peers is a professional obligation of being a research scientist.

All students are required to follow the VU Travel Policy. Acting outside of the policy may lead to non-reimbursable expenses. The BRET Office has developed these Travel Procedures to guide students’ travel plans to ensure they stay within the VU Travel Policy, travel safely, and are reimbursed quickly.

Student reimbursements are processed through Oracle Expense. Student can find instructions via Oracle Learning. Student may contact bret.travel@vanderbilt.edu for additional reimbursement assistance.

Forms, Policies, and Procedures

FAQs

  • I was given a travel award by an outside group or conference. How do I document this?

    Please make a copy of the travel award you were given, cash the check, and submit the copy of your check when you submit your travel report.

  • What happens if I get sick and am unable to travel?

    If your ticket was purchased through CONCUR or through your program manager’s guest traveler profile, you can call World Travel for assistance: (877) 271-9258 or (865) 777-1600 emergency service.  Reimbursed travel credits may be used for future Vanderbilt travel.

  • May I add vacation days on to sponsored VU travel?

    Travelers may extend their stay. Flight may be reimbursed up to the cost of the day of travel.  You will need to follow the VU Travel Policy for documenting the variation and any expense consequences.  Whether you are using CONCUR or on a blue paper form, you will need to provide all requested documentation as specified in the VU Travel Policy.

  • Can I drive a personal car rather than flying?

    Students are allowed to drive their personal vehicle. Vanderbilt requires a round-trip airfare comparison if the mileage exceeds 1,000 miles.  You should record this price comparison at least a month prior to traveling. Please use a screen capture of prices in Concur for price comparison.

    The university will reimburse travelers for tolls and parking fees incurred while traveling.

  • Aaron Howard

    Aaron Howard

    Program Manager, Student Travel

    Student Travel Booking Agent and Expense Report Liaison, Location: 2525 West End, 5th floor (Tues-Thurs); Light Hall 707 (Mon, Fri)