University at Buffalo Pediatric Residency
Scholarly Activity Travel Policy
All residents must:
be a member of the pediatric residency on the date of the start of the conference/meeting
be in good academic standing with the pediatric residency (i.e. not on probation for any reason)
collect and submit all itemized receipts, at the same time, after the conference/meeting has occurred
present to the Scholarly Oversight Committee at least 1 month prior to the date of your conference
All travel must:
be in compliance with the rates and regulations listed here
include documentation regarding your role as the presenter
be conducive to achieving the objectives of the trip while balancing factors such as cost, time and safety
If the purpose of travel is to present at a conference or meeting, the letter of acceptance is required. Please also include the conference itinerary. If the purpose of travel is something other than attending a conference, a letter, email, agenda or other documentation regarding the purpose of travel is required to obtain reimbursement and must be preapproved by the program director.
Conference Lodging
The conference hotel single room rate will be reimbursed. If you had to lodge at an alternate hotel and the rate was lower, this will be reimbursed. If you had to lodge at an alternate hotel and the rate was higher than the conference hotel or per diem, you will be reimbursed if you provide sufficient justification as to why you had to use the alternate hotel. Documentation for the conference hotel single room rate must be attached to the travel request to allow reimbursement of costs in excess of the per diem.
When attending a conference and staying at a conference hotel: Business calls and Internet use must be documented on the hotel bill – an itemized hotel receipt must be submitted. Personal expenses such as pay TV, movies, video games, mini bar and laundry will not be reimbursed.
Meals
Meals are reimbursed WHILE the employee is in travel. Meals at airport prior to conference start and after conference end are not reimbursed
If meals are included or provided at the conference, they will not be reimbursed.
Meals will be reimbursed at a per diem rate or at cost, whichever is lower. Snacks throughout the day will not be reimbursed.
Per diem rate: Breakfast $15; Lunch $25; Dinner $40
Meals will be reimbursed for the resident only. If the resident pays for other family to attend the conference, reimbursement will not be reimbursed.
Only one meal per employee per receipt is allowed.
Meals will only be reimbursed if a full receipt is attached. Copies of only the credit card statement without detail WILL NOT BE ALLOWED.
Liquor will not be reimbursed.
Taxes and tip are allowable meal reimbursements
Transportation Expenses
Expenses for tolls, parking, ride shares, taxis and local bus or train fares may be submitted with a receipt. Car rentals are normally not allowed as shuttles and taxis are usually more cost-effective. Mileage/Transportation fees are not reimbursable to and from personal meals.
Transportation from a resident’s home to the official station is not allowed but parking expenses at the airport/train/bus station, during the dates of the conference, may be submitted with a receipt.
The mileage rate reimbursed is the current IRS standard rate.
Airfare
Upon your return, reimbursement can be made when the itinerary and receipt are provided with your travel expense voucher.
Only coach/economy fare is reimbursable.
Airfare cost comparison may be necessary to justify method of transportation, times of travel, or if personal travel is combined with business travel.
Retain the original boarding passes and attach them to the receipts (if electronic boarding passes were used, please take a screen shot of the passes, print these screenshots out, and attach to the submitted receipts).
Tax Exemption Rule
Tax exemption should be obtained for lodging and purchases. Employees should make every effort to obtain tax exemption. Both your program director and program coordinators can help with this.
Poster Costs
The program will reimburse the cost of paper or fabric posters with submission of a receipt.
Registration Fees
Any fees associated with the cost of registration may be submitted, after the conference, with a receipt. The program leadership encourages all residents to apply for travel grants/scholarships offered by the conference or supporting organization. Not only will it save money, it looks great on your CV. Most meetings/conferences offer this, you just need to do a little digging to find it.
Maximum Reimbursement
The program with reimburse to a maximum of $1000.00 per resident per academic year for expenses related to presentations (poster, oral presentations, etc) at regional, local, or national conferences. Please submit all itemized receipts even if the total is over $1000.00.