Effective Spring 2024
Undergraduate and graduate students of the College of Pharmacy and Health Sciences.
The College of Pharmacy and Health Sciences (College) at St. John’s University (University) seeks to promote safe travel to events and activities occurring beyond the boundaries of University property by students and recognized student organizations. As such, this Policy applies to individual student travel where the student will benefit from this professional development and activity. Examples of activities and events that fall under this Policy includes but are not limited to professional conferences and other professional programs.
This Policy does not apply to travel undertaken by individual students attending out of town athletic or recreational events, engaging in student teaching, internships, experiential practicum, observations or research, or participating in intercollegiate athletics competitions.
A currently enrolled student is one who is a student who is currently registered at the University, whether on a full-time or part-time basis and must be enrolled in one of the majors within the College.
A graduating student is one of the following:
An appropriate administrator is Dr. Tina Kanmaz, Chairperson for the Department of Clinical Health Professions; Dr. Vijaya Korlipara, Chairperson for the Department of Pharmaceutical Sciences; and Dr. Jagannath Muzumdar, Chairperson for the Department of Pharmacy Administration and Public Health.
II. Sponsored/Funded Travel
To assure that events or activities involving student travel are consistent with the College's mission and that student safety issues have been addressed, College funded student travel must be approved in advance by an appropriate administrator. The appropriate administrator will assure that the proposed travel request conforms to the procedures outlined below.
The following rules apply to the travel of currently enrolled undergraduate or graduate students attending professional activities or events.
III. Reimbursement Process
The following guidelines must be followed by the students who request funding support from the College.
A. Student Travel Request Form (pre-approval): all students must submit a completed Student Travel Request Form. at least thirty (30) business days in advance of travel. Students must have a paper or poster accepted at the conference and must provide valid proof that they will be a part of the conference program – the student’s name must appear in program. Pre-approval is required for all students, all requests will be considered and determined on a first-come first-serve, case by case basis, and availability of funds.
B. Expense Reimbursement Form (PDF): students must complete and submit the Expense Reimbursement Form to the appropriate administrator within fourteen (14) business days after the return of the approved trip. Original itemized receipts must be submitted with the reimbursement form. Reimbursement will not be provided for lost receipts. Students should seek assistance from departmental secretaries with any questions regarding this form.
The completed reimbursement form along with supporting documentations must be submitted electronically to [email protected]. Only one PDF file will be accepted. In this one PDF file, it must include the completed reimbursement form, all receipts and proof of payments, along with any additional supporting documentations.
Expense Reimbursement Form (PDF)
All students who plan on traveling to professional, developmental, or organizational conferences or programs are required to notify the University as a matter of policy. Students who are planning on attending a program or conference are required to notify their program director and provide the following information at least one month prior to the conference date:
Program directors will be responsible for notifying the Assistant Dean of Administration and Student Success of the above information for all of their students who plan on traveling. The Assistant Director of Administration and Student Success will file the above information with the University’s Office of Public Safety.