DEPT. OF RADIOLOGY TRAVEL GUIDE FOR RESIDENTS & FELLOWS (Updated on 04/29/2019 by J. Craig)
RESIDENTS:
• $2,000 stipend for the duration of residency.
• Funding for 4 conferences for the duration of residency which Resident is the presenter and first author and/or presenting author; these 4 conferences will be paid by the department for up to 3 days/2 nights and do not count towards the $2,000 limit.
FELLOWS:
• $1,000 stipend for each fellowship year; funds do not roll over year to year for multiple fellowships.
• This includes 1 national meeting/conference per fellowship year; also comes out of $1,000 stipend.
• Funding by department for up to 3 days/2 nights for one trip per one year fellowship if Fellow/Specialist is invited to present as the first author at a national meeting; does not count towards $1,000 limit.
LEAVE:
• Residents/Fellows can use “Meeting” days for conferences/course reviews; Meeting days don’t count towards Vacation days.
TEXTBOOKS:
• If you purchase textbooks directly and ask for reimbursement you are responsible for sales tax; UTHSA is tax-exempt and doesn’t pay TX state sales tax.
• Stephanie Keene orders textbooks; if Stephane K. is out please contact Edie Kenney-Perez.
• Residents can use up to $750 of $2,000 stipend for textbooks.
• Fellows can use all $1,000 for textbooks.
• Contact the Education Division before purchasing textbooks; normally we can order textbooks directly so you don’t have to pay TX state sales tax.
• Book funds may not be used to purchase laptops/iPads/other equipment.
Who does travel:
• The PC assigned for your program; if any PC is out contact Jessica Craig for assistance; if Jessica is out please contact Edie Kenney-Perez.
What is covered for 3 days, 2 nights of travel:
• Airfare; must be booked through Corporate Travel Planners (CTP)
• Lodging (including taxes/fees)
• Transportation for business purposes (uber/taxi/airport shuttle, etc.)
• Meals
• Registration fees
• Anything longer than 3 days/2 nights must be approved by Dept. Administrator and is subject to funding availability.
What is not covered:
• Car rentals (including gas for rental car)
• Transportation for non-business purposes (i.e., sightseeing)
• Tips/gratuities
• Alcoholic beverages
• Excess baggage fees
• Expenses for guests traveling with Resident/Fellow
AIRP 4-WEEK PATHOLOGY COURSE
1. Registration fee paid directly by department to ACR; does not count towards $2,000 limit.
2. You don’t have to use all $2,000; you can choose to be reimbursed for only certain expenses, such as lodging or airfare.
3. Multiple lodging venues are available; visit the AIRP website for more information on housing; most Residents are able to save money through Air BnBs.
4. Any remaining funds can be used towards textbook purchases or Huda physics course registration.
TIPS FROM JESSICA:
1. Please don’t assume something is covered. If you’re not sure contact the Education Division; if you pay for something that is not reimbursable there’s nothing we can do to cover that expense.
2. The departure/return city must be San Antonio; if you need to make special travel arrangements please contact your PC BEFORE making any airfare confirmations.
3. Any exceptions to the above guidelines must be approved by Lowell Glassburn. Dr. Otto has the final approval for all travel in the Department of Radiology. Dr. Otto’s approval/denial is final.
4. If you want to request funding for a trip that you are not presenting at you must submit justification in writing to your Program Coordinator. Lowell will review the request for final approval.
5. No travel pre-approval = no reimbursement. This is per institutional rules, not just department rules.
6. Submit your receipts as soon as possible to your PC to help expedite reimbursement. Receipts for food must be itemized.