TRAVEL BENEFITS & REIMBURSEMENT

ATTENDANCE AT MEETINGS

All Fellows receive 5 working days a year (July 1 - June 30) for meeting time. This is the maximum time any one fellow will be given to attend meetings. This time is not cumulative and is not to be used for vacations. (Vacation time, however, may be used for meetings.) One day of RSNA attendance will not be counted against meeting or vacation time. Most fellows and residents want to go to the RSNA meeting; and since not everyone can attend the entire meeting, half may go during the first three days and half may go during the last three days.

If a fellow would like to attend an educational meeting, they should go to their fellowship directorto clear their absence from the service on those dates. They must obtain the faculty’s approval on an e-mail Vacation/Meeting request.

Release for a meeting is on a first-come, first-served basis. For example, if a particular service or hospital can only allow two residents/fellows to be absent (for vacation or meeting) at a time, then subsequent petitioning residents will have their requests denied.

Travel must be approved in advance, or the fellow will not be reimbursed. For reimbursement instructions, please see the section below on Applying for Travel Reimbursement.

All fellows are allowed five (5) working days in the 3rd & 4th year for interviews for jobs. It cannot be used for vacation, moonlighting, or meetings, and is no longer available once the fellow has secured a position.

TRAVEL REIMBURSEMENT For Attending Meetings

The department allows the use of Education Resource Funds to help defray the costs of attending meetings. Postgraduate courses and non-national meetings centered on recre­ation­al or non-educational activities will not be approved for travel allowance reimbursement. The meeting must have full day sessions.

Travel outside the continental United States will not normally be considered eligible for reimbursement.

If a fellow is presenting a scientific paper or is the lead author on a scientific exhibit, they will get additional time and money to attend. Total meeting and travel time is limited to two meetings a year for no more than ten (10) working days, including the five days allowed for attending meetings. This is limited to one trip per exhibit or paper. An exhibit and a paper on the same research project are not to be considered two separate presentations. If you have both an exhibit and a paper from one research project, you will not be reimbursed to present the paper at one meeting and the exhibit at another. The abstract for your presentation or exhibit is to be reviewed and approved by Dr. Jackson before your trip will be approved for reimbursement.

An additional Travel Allowance of  $1000.00 per presentation can be awarded, for a maximum of $2,000.00 per year. This additional money cannot be rolled over or used for anything but the trip where the presentation is done.

The fellow must complete the “Meeting Travel Approval Request Form”, by going to the IU Radiology Associates office in the ERI Building. Also, a copy of the meeting schedule and the final email approving the meeting time must be submitted. The staff in the IURA office will process the travel forms and deliver them to the department Chairman for signature. The Chairman will not approve any meeting travel unless the travel request form is attached to the vacation/meeting e-mail signed by the supervising faculty.

The fellow should not make any plane or hotel reservations, or send in registration fees until the Chairman of the department approves travel. If a fellow does not follow this protocol and makes travel arrangements without prior approval, they are at risk of having their travel denied and losing any money they have already spent.

This request should be made and approved by the Chairman at least one month prior to travel. Reservations may be made through one of the seven designated travel agencies. For the University to be billed, these agencies require the number that was issued with the travel request. After your return, a voucher will be sent to you, which usually arrives within one week of your return. This voucher should be signed and given to Dawn Molnar (715-6436) in the IURA Financial Services office in the ERI Building with the original receipts (hotel, airline ticket, taxi) for trip expenses. Regardless how the airline ticket is paid, the original airline receipt must be turned in with the voucher. Request a receipt, if getting an electronic ticket or using an airline’s web check-in services or airport self-service terminals. Photocopies will not be accepted.

If you have made an airline reservation at the super-saver rate and must change the time or date of your departure resulting in a higher cost, the change must be approved, in advance, by the Chairman.