Click here for An overview of HOW TO DO RESEARCH 

Click here for EXTERNAL CONFERENCES/MEETINGS (includes travel policies, forms)

Below are only possible sources of funding, and do not change other conference rules
(i.e. a maximum of 3 days off per conference, must email Chiefs in advance, etc.)

FOR EVERY CONFERENCE

• Email Dr. Kamath and Chiefs for approval

  • Standard of 3 dedicated conference days (this is a comprehensive total, includes weekend days and your travel days in this 3 day span!)

    • Exceptions:  Senior (R4) Conference (link here) is for the entire duration of the conference; i.e. if it is 5 days long you are excused for the entire time.

    • 'Case by Case approval': first author, research track. Please email admin team to request >3 conference days for approval. 

    •  If travel occurs on a weekday that is not within the published dates of the conference, you must take a PD and find coverage as needed.

  • Coverage must be arranged/obtained - remember to look at mandatory rotations in advance!

    • Scientific posters/presentations are prioritized

    • Educational posters/presentations: Priority goes to residents who have not presented at a conference before; attendance not guaranteed if covering a mandatory shift.

  • Get paperwork done! (see documents at bottom of the page)

    • MUST BE approved 4 weeks before anything else happens! or the requestor will not be reimbursed -- NO EXCEPTIONS!!!

    • Fill out Travel Authorization Form (bottom of page) and send to admin team at msw_radiology_residency_admin_team@mountsinai.org

MSW Radiology Department travel fund

• Capped at $2500 per conference

  • Additional sources of $$ funding (Mt Sinai GME $750 match, and CIR $3000), see further on this page:

• Review the relevant travel policies & forms (documents at bottom of the page)

  • You must submit a travel request form to the admin team at msw_radiology_residency_admin_team@mountsinai.org.4 weeks prior to departure date. 

  • Do not make any travel arrangements until you receive notification from Chiefs & Dr. K regarding your approval for travel. 

  • Trainees must be 1st authors in order to receive reimbursement (R4's  may attend 1 conference without presenting). 

• • Transportation/Stay: 

    • Book directly with airline/hotel, avoid using third party websites such as Kayak, Hotwire, Egencia, etc.

    • A maximum of 3 days per conference will be approved. For conferences that are longer in duration, personal days may be taken if appropriate coverage is found by the trainee, as needed.

• • Everything else: Reimbursement procedure documents

    • Once the party returns from travel, submit ALL of the following to Lucy /Paula 

      • ITEMIZATION TRAVEL FORM (Excel file at bottom of page)

      • Boarding pass (if taking a flight)

      • When submitting your documents for reimbursements (receipts, credit card statements, travel expense voucher), please send it in one pdf file or a zip file. NO SCREENSHOTS. 

    • All receipts for reimbursement  

      • • HOTEL: Try to keep under $400/night. You must submit an itemized hotel bill with a copy of your credit card charge.

          • Yes, you can book with AirBnB, however please note requirement to first check Egencia & email Paula BEFORE booking, see above!

        • TAXI/UBER: All taxi cab receipts must show the date. If you receive a business card from the taxi cab driver, the card must contain the name of the taxi cab company, date, and amount charged

        • MEALS: Your daily meal allowance is $70. Any expense over the $70 per day will be your responsibility. 

          • No receipt, no reimbursement. Your meal receipts MUST be itemized.

          • Alcohol will NOT be reimbursed under any circumstances. 

          • Credit card charge for meals must also be submitted. If you pay using cash, you must indicate CASH on your receipt.

        • CAR RENTALS

      • Items NOT reimbursed

        • Room Service

        • Internet charges

Mt. Sinai GME Educational/Travel Fund

• The Graduate Medical Office provides financial support for residents and fellows who present their research (must be presenting to qualify!!!) at national or international professional conferences.  

• In order to be eligible for funding:

  • The Trainee must present their research at a national conference.

  • The Trainee’s program must match the funding request.

  • The Trainee must meet with their program coordinator before applying for the travel stipend to review their specific department’s travel reimbursement protocol as well as confirm that their department will match their request.

  • The Travel Support request should be submitted a minimum of two weeks before the conference. Travel Stipends will not be given retroactively.

• Trainees may apply for a maximum of $750 each calendar year via the new link below: 

  • GME Travel Stipend Application

  • In order to be eligible for funding:

    • (please make sure a travel request is submitted prior to travel, regardless if you qualify for the stipend or not)

    • Requests for funding must be made before the conference dates, preferably three weeks in advance. 

    • The trainee’s program must agree to match the funding requested by the trainee

      • For our department: It is assumed the department $750 match is from our $2500 budget per conference, so you will have a total of $3250

    • Once the request is approved (approval will be sent by e-mail in 1-5 business days). Forward approval to Paula

    • The trainee must submit a one-page conference summary upon return as well as a fund number for the fund transfer.

      • Tip: Template for 1-page summary is at bottom of the page

CIR Educational Fund

• Each CIR dues-paying resident, who will be on payroll at a CIR-funding hospital the following year (R4's may not qualify, as they are often going to another institution for fellowship)

• ...For each academic year, is eligible for up to $3,000 reimbursement for educational funding.  

  • The $3000 is a reimbursement, not a blank check. 

    • You must use CIR-approved travel agency (UN travel) to make travel arrangements (for (1) air/train transportation + (2) hotel). 

      • This means you contact them with your preferred travel time(s)/date(s), they will book & pay up-front, and subsequently send you the reservation details.

    • So, the only things that go on your credit card + save receipts for reimbursement, are Uber/Lyft/subway rides, and meals.

  • It is only for a single conference (cannot use remaining funds for other conferences) 

    • And is only for each academic year (does not carry over).

What conferences qualify?

• Only conferences in the contiguous 48 states count (so not Hawaii or Alaska)

• Note: This fund is mainly for QI-focused educational conferences, but others may qualify. 

  • If not a QI conference, then any conference may qualify, as long as additional criteria are met:

    • • 1. The Program Director writes an individual/personalized letter of support explaining educational value/non-QI rationale

        2. The resident presents findings in a teaching conference to peers of at least 10 minutes (flyers do not count)

    • FAQ: The CIR form requires a 1 page personal statement, what do I write if it's not a QI conference? (i.e., I'm an R1-R4 presenting research at a non-QI conference, or I'm an R4 going to a senior conference)

      • Write about the educational value of the conference, and:

      • Also look at the conference schedule again. It likely has some QI sessions you can attend (recommended) - add you'll be going to QI sessions in addition to presenting.

      • Include that you'll bring back teaching points (QI-related would be a bonus... especially referencing the required teaching session), so your co-residents will benefit.

• These particular CIR-selected QI conferences automatically qualify for purposes of CIR funding (can attend without a letter from PD, links in names below), however still need PD approval for days off to attend, thus may not apply to most residents unless presenting something:

• • Agency for Healthcare Quality and Research (AHRQ) Annual Conference

  • American Association of Medical Colleges (AAMC) Integrating Quality Conference

• • • Typical dates: June

• • American College of Medical Quality (ACMQ) Annual Meeting

    • Typical dates: April

• • Annual Quality and Safety Educators Academy (QSEA)

    • Typical dates: Feb 

• • Association for Graduate Medical Education (ACGME) Annual Conference

    • Typical dates: Feb

• • Institute for Healthcare Improvement (IHI) Annual National Forum on Quality Improvement in Healthcare, or other IHI events

    • • 2020 was last conference? Check to see if it is still running  (May not be relevant anymore, but it's still listed on CIR)

  • Lown Institute Annual Conference

• • • 2018 last conference? Check to see if it is still running  (May not be relevant anymore, but it's still listed on CIR)

• • National Association for Health Quality (NAHQ) Annual Educational Conference

    • Typical dates: Sept

• • National Quality Forum (NQF) Annual Conference

    • Typical dates: March

• • NPSF National Patient Safety Conference (remember, international conferences do not qualify)

    • Typical dates: April   (Check events page, may also be defunct)

• • Telluride Patient Safety Roundtable

    • Multiple dates, take your pick

Tips & caveats:

• You can apply for this fund every year you qualify  (qualification: must be in a CIR-union program the NEXT training year).  Being granted the fund does not change your eligibility or likelihood of receiving it the next year(s)... Yes, it is possible to get it every year.

• CIR does tend to run out of funds later in the year, so it's better to apply earlier.

• Multiple residents from the same program are encouraged to apply at the same time/same conferences (and in fact are more likely to receive funding)

  • However, each resident will need a separate/individualized PD letter (can have same content, but each letter should be personalized with resident’s name)

  • Residents can share the same teaching session together, but have to each speak at least 10 minutes (and not just sit in the audience or bring flyers)

What forms do I need to fill out?

• Depending on criteria above, you may need to speak with PD directly for a letter of support, so check!

  • *If* you need a letter from PD, the following are REQUIRED: 

    • Email Dr. Kamath ASAP to set up an in-person meeting (please CC Lucy and Paula) 

    • Prepare a draft of the support letter to discuss during the meeting

• REQUIRED: Forms to apply for CIR funding can be found directly on the St. Luke's-West CIR benefits website, under the Education tab. 

  • https://www.cirseiu.org/mt-sinai-morningside/

    • REQUIRED, 6-8 weeks before you go -- must use the below form to apply 6-8 weeks BEFORE the conference date and obtain approval before making travel plans:  

      • Tip: It requires 3 things to be uploaded when you fill it out...
        (1) your CV (maximum of 2 pages!!!)
        (2) a 1-page personal statement, and
        (3) the Letter of Recommendation to be uploaded
        ...So have all 3 ready!!!

      • https://secure.na1.echosign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhDCQMPaY_vdVrveRZLRVj121_Y_NoomuiStZjXao2KcEIrWN_CJJAxXSK9UI36hsds*

    • REQUIRED, after you come back -- use below form for reimbursement  

      • https://secure.na1.echosign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhBp5eXwKp-RC09f53qREriK2tSasKrtLveEnqWxenpG_MzeTuBCGrkwEZg9MzwSbYc*

After you submit the above form:  New: Wait for Vivian to contact you about QI gateway; there are problems with the website in 2022.

• • • • 1) Register at www.qigateway.org and click on the link in your confirmation email (check your Spam folder if you don't get this right away)

      • 2) Click on the upper left-hand corner on the "Submit a Resource" button to post a resource. Ideally, this would be a poster you presented at the event with a brief description; however, it could also be a resource you learned about at the conference; examples are a PPT presentation, a poster, a tool, or a website. (QI-related ideally)

      • Please email Vivian Fernandez (vfernandez@cirseiu.org) ASAP once you've completed this requirement, or if you have any questions. She'll let Benefits know they can process your reimbursement as soon as you've posted something.