The Office of Medical Student Research (OMSR) has limited travel funds available for eligible students to present research. If you meet criteria listed under “Student Eligibility,” you must follow the “Travel Approval and Reimbursement Process” detailed below to receive reimbursement.<\/p>\n
The School of Medicine:<\/p>\n
You are eligible for up to $850<\/strong> if<\/p>\n You are eligible for up to $1500<\/strong> if<\/p>\n The OMSR does not reimburse student travel for MSTP, MIDP, 1st- and 2nd-year MD students, or SCRIPS Scholars. Please contact vms.research@vanderbilt.edu<\/a> if you have any questions about your eligibility.<\/p>\n CONGRATULATIONS! After you receive formal acceptance to present your research at a conference or scholarly meeting, follow these steps to receive reimbursement. If at any time in this process you have questions, please email vms.research@vanderbilt.edu<\/a>.<\/p>\n DO NOT PROCEED TO STEPS 5-9 UNTIL YOU HAVE RECEIVED AN APPROVAL EMAIL. IF YOU DO NOT RECEIVE APPROVAL BEFORE YOU TRAVEL, YOU WILL NOT RECEIVE REIMBURSEMENT.<\/p>\n The following are general guidelines you must follow to qualify for OMSR reimbursement. Please refer to the Vanderbilt University Travel & Business Expense Policy<\/a> for complete details. If you will receive additional funding from your mentor\u2019s department or another entity, it is your responsibility to follow any additional policies or procedures. Note<\/strong><\/em>: Expenses for meals, alcohol, and personal entertainment will not<\/strong> be reimbursed by OMSR.<\/p>\n Original, itemized, separate, final receipts for all expenditures are required<\/strong>. Appropriate receipts should include transaction amount, itemization of goods or services purchased, method of payment (e.g., last 4 digits of card), date, and merchant name. We cannot reimburse for expenses without proof that you<\/em> paid<\/strong>. We cannot reimburse for Venmo receipts. For electronic receipts (e.g., Uber, Lyft), PDF the email in its entirety and attach it to your expense report.<\/p>\n Only flights from and to Nashville will be reimbursed<\/strong>. OMSR can make exceptions for curricular reasons (e.g., an away rotation), but you must discuss this with us before you book any flight. OMSR does not reimburse non-conference related stops (e.g., side trips).<\/p>\n If you drive instead of fly, mileage costs will be calculated based on the VU Finance mileage rate. You will need to upload a copy of a Google Maps\u2019 (or a comparable version) mileage calculation for reimbursement. If your travel exceeds 1000 miles, you must provide a round-trip airfare cost comparison. Vanderbilt will reimburse the less expensive option.<\/p>\n If you plan to split expenses with others, get separate receipts<\/strong>. Do not charge the entire expense to one student’s card and have the other student pay his\/her portion in cash. In order for you to be reimbursed for your portion, there must be a record of payment. This is true for all expenses.<\/p>\n If you use your mileage or hotel points, ride sharing credits, etc., you will not be reimbursed.<\/p>\n You may stay at a hotel as long as you would like (provided that you have received formal approval for your absence), but we will not reimburse for non-conference related hotel nights. Any additional nights must be billed separately or clearly divided on your bill.<\/p>\n Circumstances may vary for students who are off-campus for curricular reasons. Please contact OMSR to make arrangements.<\/p>\n VU requires students traveling abroad to register their trip. For details and further requirements regarding international travel, please visit the Global Education Office website<\/a>. Note<\/em><\/strong>: all expenses must be converted to US dollars for your Oracle submission.<\/p>\n If you are a faculty member who has received mentor support funds from our office, you are under no obligation to use those funds for student travel. However, if you wish to do so, we are happy to work with you in the process. We also require students to provide information about other funding sources, and we will reach out to you if a student indicated that he\/she expects support from your department. If you have any questions, please contact our office at 615-936-6806 or vms.research@vanderbilt.edu<\/a>.<\/p>\n <\/p>\n\n
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Travel Approval and Reimbursement Process<\/h2>\n
Travel Approval<\/h3>\n
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Travel Reimbursement<\/h3>\n
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Approved Expenses Guidelines<\/h3>\n
Acceptable Receipts<\/h3>\n
Flights<\/h3>\n
Mileage<\/h3>\n
Splitting Costs<\/h3>\n
Using Credits<\/h3>\n
Hotels<\/h3>\n
Additional Information<\/h2>\n
Off-Campus Students<\/h3>\n
International Travel<\/h3>\n
Information for Financial Administrators<\/h3>\n