Travel/Publication Support Policy

UF COM students are encouraged to pursue research and present their scholarly work at conferences. They are also encouraged to represent the school in leadership capacities. Students’ research mentors are expected to provide support for students who conduct research under their guidance towards publication and presentation at meetings. In the event that mentors or student organizations do not have resources to cover their expenses, students may request financial assistance following this policy.

ALL travel-related purchases, including flights and room reservations, MUST be submitted through the UF GO portal if requesting travel support.

Mandatory Procedures and Requirements

1. Following the attendance policy, the student must submit the absence via the absence request form prior to requesting travel support.
2. All travel support requests must be submitted at least 3 weeks before the conference, meeting, or publication date. The request must include official communication of meeting/publication acceptance. Late applications for support will be automatically denied.
3. Research being presented must have been conducted and presented while enrolled in medical school.
4. The student must be the first-author on paper/poster/abstract or presenting author, if the first author is unable to attend.
5. If the student is a national officer of an organization, there must be no other fund sources for travel.
6. The student must be in good academic standing. Students must be enrolled or on educational leave to be eligible for funding.
7. Students must request support from their mentor/mentor’s department and contribute to their travel/publication costs. 

Reimbursements and Reporting Requirements

Within 5 business days after travel, students are required to submit all original receipts plus a narrative report reflecting on the experience. Failure to do so will result in denial of reimbursement of forfeiture of future funding eligibility. Staff members will not reach out to students as a reminder to submit receipts.

If a student elects not to travel or must cancel, they must notify the Office of Educational Affairs before the planned travel date.

Funding Availability and Notification
While costs do vary, in general, available funding shall not exceed $600* per student/fiscal year. Students can expect a response from the COM within 2 weeks of their submitted request.

What is Reimbursed
Publication submission/editor/printing fees, conference registration, airline/mileage, and/or hotel expense (maximum of 2 nights) will be supported. Please note, the COM will not reimburse Airbnb or other room/house rental stays, food/alcohol, internet services at hotel, and/or other entertainment. 

Request for Appeals

No exceptions will be granted if this policy is not followed. Students must not email staff members to request appeals due to failure to meet requirements. These requests will be automatically denied. Only exception will be cases of medical emergencies which leadership will review on case-by-case basis.

Request: Submit information on the application portal prior to making travel arrangements in UFGO.  

1. Title, authors and electronic copy of abstract and/or poster
2. Name of publication, meeting, location, dates, cost estimates, educational purpose for request, along with submitted copy of official communication of acceptance
3. Identification of other funding support
4. Faculty mentor information and endorsement
5. Absence approval