For other Residency Information (Schedules, Contacts, Subspecialty Information) please view our Chief's LinkTree. 

Program Administrative Documents:

1. How to Access Pay Stub  (and benefits)– See Program Administrator’s email for your Employee ID number

2. Reimbursements
Educational Funds & Licensing Fee Reimbursements:
June 24, 2024 – June 6, 2027 Contract Updated
See CIR Contract w/ Santa Clara County for details– (on page 20-22)

PGY1s: $1000/ year. No rollover.
PGY2s & PGY3s: $1800/ year. No rollover.

A.  USMLE Step 3/ COMLEX Level 3 Exam Fee Reimbursement- Covered by the County, one time
To claim reimbursement: Email the following items to Miranda.So@hhs.sccgov.org
1. Complete & Sign Form: FORM 2025
2. Receipt/ invoice (confirmation of purchase w/ date + item + cost)
3. Proof of payment (credit card/ bank statement)- must have last 4 digits of account number, your first and last name.

B.  Postgraduate Training License Fee Reimbursement (paid to MBC or OMBC)- Covered by the County, one time
To claim reimbursement: Email the following items to Miranda.So@hhs.sccgov.org
1. Complete & Sign Form: FORM 2025
2. Receipt/ invoice (confirmation of purchase w/ date + item + cost)
*** PGY3's: the County does NOT cover your license renewal fee or transition from PTL to full P&S license fee because your PTL's do not expire until AFTER graduation. Only exception is if you are staying with the County (Chief or attending). Many future employers/ fellowship programs may cover the cost, so you should check with them.

C.  ALL OTHER EDUCATIONAL FUND REIMBURSEMENTS
To claim reimbursement: No form needed. Email the following items to Brandi.Villegas@hhs.sccgov.org
1. Receipt/ invoice (confirmation of purchase w/ date + item + cost)
2. Proof of payment (credit card/ bank statement)- must have last 4 digits of account number, your first and last name.
--> No Form
***Each academic year (July- June), reimbursements must be submitted by mid- May to be processed in time.  Funds do not rollover to the next year.

D. Stanford Parking Permit Reimbursement:
For Stanford or VA Medicine Wards, and Stanford Anesthesia and Stanford Neurology rotations ONLY (all required).
*Away electives and Transfusion Medicine do NOT get reimbursed.
To claim reimbursement: No form needed. Email the following items to Brandi.Villegas@hhs.sccgov.org
1. Receipt of parking permit payment (confirmation of purchase w/ date + item + cost)
2. Proof of payment (credit card/ bank statement)- must have last 4 digits of account number, your first and last name.

E. Mileage Reimbursement:
For Stanford or VA Medicine Wards, and Stanford Anesthesia and Stanford Neurology rotations ONLY (all required).
*Away electives and Transfusion Medicine do NOT get reimbursed.
To claim reimbursement: Fill out both worksheets below and email them to your program coordinator
(Cats & Prelims: Amy Luu // TY’s : Brandi Villegas). Reimbursements will be processed AFTER rotation.
2025:
Mileage Reimbursement Worksheet 2025
Mileage Reimbursement Guide 2025
*If your rotation spans 2 calendar years, fill out one set of the forms and your coordinator will prorate the mileage reimbursements for the other year
2026:
Mileage Reimbursement Worksheet 2026
Mileage Reimbursement Guide 2026
** For June rotations, submit mileage reimbursement forms at the beginning of June.

3 . Travel for Conferences & Presentations:
The County has a strict Travel Policy as any reimbursed funds (whether from your Educational Funds or covered by the County) are public funds and subject to audits. Any anticipated conference travels that you want to be reimbursed for must be pre-approved by the SCVMC Finance department PRIOR to travel or payment of any travel related expense. Please reach out to Miranda So & the Chief Residents as soon as you start thinking of going. The process needs to be started 3 months in advance.
** 2025 October Update: Due to budget cuts, the County is currently NOT reimbursing for conferences or presentations internationally, in Hawaii/ Alaska, or any of the 26 restricted states.  There are no exceptions.

4. DEA Registration Instructions for Categoricals.
Currently, residents do not receive e-prescribing or paper scripts. However you should obtain your DEA Certificate and register for CURES once you have your Medical License. We are a DEA FEE EXEMPT institution as long as you follow the instructions here:
DEA Registrations for Residents (2024)
CURES Registration Instructions

5. CALIFORNIA MEDICAL LICENSING:
Check here to look up your medical license details (type of license, expiration date…etc):
https://search.dca.ca.gov/

https://www.mbc.ca.gov/Licensing/Physicians-and-Surgeons/Apply/Transition-Process/

https://www.ombc.ca.gov/

***Reach out to Miranda with any questions. Always check the Medical Board official websites for the most up to date instructions, fees, and deadlines.