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.\u00a0 Dissemination of research findings and engagement with scientific peers is a professional obligation of being a research scientist.<\/p>\n
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<\/a> to guide students’ travel plans to ensure they stay within the VU Travel Policy,<\/a>\u00a0travel safely, and are reimbursed quickly.<\/p>\n Student reimbursements are processed through Oracle<\/a> Expense. Student can find instructions via Oracle Learning<\/a>. Student may contact aaron.w.howard@vanderbilt.edu<\/a> for additional reimbursement assistance.<\/p>\n All BRET student travelers are required to register their travel with the BRET office using the\u00a0Intent to Travel<\/a> REDCap. The Intent to TravelREDCap serves to collect travel detail, travel funds, and signature of involved parties.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n Travelers are required to utilize Vanderbilt\u2019s online booking tool, Concur<\/a>,\u00a0 or contact World Travel to make airfare reservations.<\/p>\n World Travel Agent Assistance:<\/p>\n WTS Price Match Guarantee<\/a><\/p>\n Students can request a copy of their receipt by emailing receipts@worldtrav.com<\/a> or you may find the travel receipt by searching your email for “noreply@worldtrav.com”. The receipt will be an attachment titled “Travel Receipt Communication Attachment”<\/p>\n<\/div>\n<\/div>\n<\/div>\n Before traveling, international students must<\/strong><\/em> notify the International Tax Office, (ito@vanderbilt.edu)<\/a>, their program manager, and the BRET HCM team (studentpay.bret@vanderbilt.edu<\/a>) regarding their travel and expected expenses.<\/p>\n<\/div>\n<\/div>\n<\/div>\n After completing at least one academic year at Vanderbilt, students may apply for a Graduate School Conference Travel Grant<\/a>\u00a0from the Graduate School for $1,000 per budget year (July 1-June 30) for domestic or international travel. Students are allowed a total of three\u00a0travel grants during their entire tenure at Vanderbilt.<\/p>\n<\/div>\n<\/div>\n<\/div>\n Students may contact Aaron Howard<\/a> if they need assistance paying the upfront costs of travel. Students will need an Intent to Travel Form<\/a>, complete with funding sources, and an Itinerary Proposal<\/a> with anticipated expenses.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n If you are experiencing weather delays and need to alter travel bookings you may contact World Travel for assistance.<\/p>\n World Travel Agent Assistance:<\/p>\n 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.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n If your ticket was purchased through CONCUR<\/a> 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.\u00a0 Reimbursed travel credits may be used for future Vanderbilt travel.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n Travelers may extend their stay. Flight may be reimbursed up to the cost of the day of travel.\u00a0 You will need to follow the\u00a0VU Travel Policy<\/a>\u00a0for documenting the variation and any expense consequences.\u00a0 Whether you are using CONCUR or on a blue paper form, you will need to provide all requested documentation as specified in the\u00a0VU Travel Policy.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n Students are allowed to drive their personal vehicle. Vanderbilt requires a round-trip airfare comparison if the mileage exceeds 1,000 miles.\u00a0 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.<\/p>\n The university will reimburse travelers for tolls and parking fees incurred while traveling.<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n<\/i>Required Travel Forms<\/a><\/h4>\n<\/div>\n
<\/i>Airfare Policy<\/a><\/h4>\n<\/div>\n
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<\/i>International Students<\/a><\/h4>\n<\/div>\n
<\/i>Graduate School Travel Award<\/a><\/h4>\n<\/div>\n
<\/i>Booking Travel with a OneCard<\/a><\/h4>\n<\/div>\n
<\/i>Weather Delays<\/a><\/h4>\n<\/div>\n
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<\/i>I was given a travel award by an outside group or conference. How do I document this?<\/a><\/h4>\n<\/div>\n
<\/i>What happens if I get sick and am unable to travel?<\/a><\/h4>\n<\/div>\n
<\/i>May I add vacation days on to VU sponsored travel?<\/a><\/h4>\n<\/div>\n
<\/i>Driving a personal car rather than flying<\/a><\/h4>\n<\/div>\n
<\/i>Choice Reading<\/a><\/h4>\n<\/div>\n