Attendance - Educational attendance at scientific society meetings by current housestaff require the written prior approval of:

1. Faculty sponsor
2. Chief of the clinical service or research lab to which the housestaff is assigned during proposed trip
3. Director, Surgery Education Administration
4. Program Director
5. Vice Chair, Education

All signatures must be obtained on the Pre-Trip Form before approval is given. Pre-trip forms MUST be submitted at least two weeks prior to meeting dates.

Graduate Surgical Education Division reimbursement of expenses for attendance of current housestaff at scientific society meetings will be defined by these rules:

Reimbursements for all trips is standardized into only three components:

1. 125 percent of the lowest available non-stop airfare
2. Meeting registration fee at the resident rate
3. PER DIEM ALLOWANCE equivalent to the current federal government per diem rate for the meeting location plus $50.00/day (covers all expenses other than 1 or 2 above). Only original receipts will be acceptable. Total of receipts or per diem will be reimbursed - - whichever is lower. To review per diem rates go to: www.gsa.gov/portal/category/21287.

The above represent the maximum reimbursement. Actual reimbursement will be provided for appropriate receipts up to these limits. Duration of stay is limited to official meeting duration and travel time with the approval of your assigned Clinical Faculty Chief.

The individual resident, not the department, will bear the added expense of poor planning. Meeting registration fees will be only at the resident rate.

All trip approvals and reimbursement for surgery housestaff will be handled by the Division of Surgical Education.

Complete subsequent forms and return to Surgery Education Office, 4 Maloney.

Important Reimbursement Tips:

1. You must submit original ITEMIZED receipts.
2. Lunch will be reimbursed up to $35 and dinners up to $80 per person.
3. Receipts for alcoholic beverages without food included will NOT be reimbursed.
4. Submit detailed invoice for hotel expenses.
5. Submit flight/train boarding passes, dates of travel and proof of payment.
6. Include original taxi receipts and if driving your own vehicle see Dana for documentation requirements.
7. Expenses for any guest traveling with you will not be reimbursed (including meals).
8. Include proof of conference attendance (name badge, copy of program cover, etc.).
9. Include copy of credit card statement for all purchases.