Student Travel Policy

Student Travel Funding Policy 

Effective Spring 2024 

Scope

Undergraduate and graduate students of the College of Pharmacy and Health Sciences.

Policy Statement

I. Purpose

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.

II. Definitions

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:

• Doctor of Philosophy (Ph.D.) in Pharmaceutical Sciences is in his/her last year of graduate study;
• Doctor of Pharmacy (Pharm.D.) is in his/her 6^th year of study;
• Master of Science (MS) in Pharmaceutical Sciences, Toxicology, Pharmacy Administration and Master in Public Health (MPH) is in his/her last year of graduate study;
• Master of Science in Physician Assistant (MSPA) is in his/her 3^rd year of graduate study;
• Bachelor of Science (BS) in Biomedical Science (BMS), Clinical Laboratory Science (CLS), Radiologic Science (RAD), and Toxicology (TOX) is in his/her 4^th year of undergraduate study

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.

1. To request funding, the students must submit a completed Student Travel Request Form along with the specific trip details to the appropriate administrator. The request must be submitted at least thirty (30) business days in advance of travel.
2. Funding is limited to a maximum of $500 per student for a maximum of one trip and who meets the following criteria:
   1. Podium or Invited Speakers – students who have been invited to present their research,
   2. National Competitors – students who will be competing at a national competition on behalf of the College,
   3. Poster Presenters – students who will be presenting their research poster, or
   4. Other – graduating students who wish to attend a professional conference or meeting, applications will be considered on a first-come first-serve and case by case basis.
3. Acceptable expenses are:
   1. Conference/meeting registration fees, preferably early registration rate.
   2. Transportation costs including:
      1. Airfare, taxes and fees, and 1 baggage charge. Extra legroom, seat selection, and first/business class fees are not acceptable. Students will not be reimbursed if using frequent flyer mileage or other reward programs to purchase the flight.
      2. Rail fare for Coach Class service only. Express, first class or business class are not acceptable.
      3. If students are traveling by personal vehicle: either a) mileage to/from home and conference center along with tolls OR b) gasoline and tolls are acceptable.
      4. Taxi/Cab for travel to and from airport, hotel and conference centers.
   3. Lodging expenses including hotels, Air B&B, or other rentals. Expenses charged to room such as meals at hotel, room service, bar service, laundry service, or any other personal expenses are not acceptable.
4. To ensure equal funding opportunities for all students, funding priority will be provided to graduating students who have not received funding in prior years. Students will be qualified for funding only one time per their academic career. Funding is not guaranteed.
5. Exceptions will be reviewed on a case by case basis for those students who will be presenting their research at multiple conferences within one year. All decisions are final and cannot be challenged or reapply for reconsideration within that year. Funding is not guaranteed.

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)