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Medical Student Research Travel Reimbursement Guidelines

Applications are currently closed.

Students who submitted an inquiry before 1/1/2024 will still be able to apply for reimbursement.

Funding may be available to cover a portion of medical students’ incurred costs (not to exceed $500) associated with travel to reputable conferences for the purpose of presenting research. The student submitting an abstract should be listed as first author and be the recipient of the acceptance letter.

Accepted podium and poster presentations are examples of appropriate travel that may be eligible for reimbursement.

In addition to the ORMS travel reimbursement, medical students need to apply for funding from the Medical Alumni Foundation which is a separate funding source and application process. That application can be found here: https://medalumni.upstate.edu/reimbursement.

Once you have been accepted to present, you will need to inquire about your application for reimbursement by emailing ORMS at meds4research@upstate.edu the following information:

  1. The acceptance email from the organizers
  2. The abstract and authors list that has been accepted
  3. An estimate of the total travel costs
  4. Other sources of Funding your travel (travel awards, etc)
  5. Verify that you will by also applying to the Upstate Medical Alumni site (they reimburse $300.00 per year/student)

Your PI or the Department may also support your travel costs; please reach out to them as soon as possible.

In order to minimize the cost of your travel please consider the following:

  1. Is there anyone else from your department attending this conference that could share accommodations with?
  2. Check with the conference organizers asap, they usually waive the registration/ conference fees for trainees/ med students.
  3. Apply for travel awards. Contact conference organizers and/or your PI for other external funding.
  4. Medical societies advertise competitive awards for traveling (check with your PI if this is currently available)

Once your initial request is approved, you will submit reimbursement paperwork after the conference.

All ORMS travel requests should be completed on The Upstate Foundation, Inc. Travel Expense Voucher.

Original receipts and proof of accepted proposals so be sure to keep all of those things. Please see the details on our Travel Guide.

Please note: funding is based on availability and eligibility so unfortunately, we may not be able to fund all requests.

Questions can be directed to Katie Stuenzi, Project Manager, NCOM Dean’s Office at stuenzik@upstate.edu or Dr. Dimitra Bourboulia at BourmpoD@upstate.edu.
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