Student Travel Policy

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 and recognized student organization travel both in cases where the student will benefit from this professional development and activity. Examples of activities and events that fall under this Policy include, but are not limited to: the activities of recognized student organizations and in situations where a student or recognized student organization officially represents the College, e.g., leadership academies, professional conferences, and other professional programs.

This Policy does not apply to travel undertaken by individual students attending out of town athletic/recreational events, engaging in student teaching, internships, experiential practicum, observations or research, or participating in intercollegiate athletics competitions.

II. Definitions

A recognized student organization is one that has been formed for educational, professional, social, recreational or other lawful purposes, derives the majority of its membership and all of its leadership from the student body of the College has been approved for recognition by the University’s Student Government Inc. (SGI) and College’s Office of the Dean. The current approved and recognized student organizations are Rho Chi Society, Phi Lambda Sigma (PLS), Lambda Kappa Sigma (LKS), Phi Delta Chi (PDC), American Pharmacists Association Academy of Student Pharmacists (APhA-ASP), Physician Assistant Association (PA), Tau Omega Chi (TOX), International Society for Pharmacoeconomics and Outcomes Research (ISPOR), American Association of Pharmaceutical Scientists (AAPS), and Drug Information Association (DIA). The following organizations are considered pending approval and recognition status: St. John's University College of Pharmacy-Student College of Clinical Pharmacy (SJU-SCCP), St. John’s Academy of Managed Care Pharmacy (AMCP), Student Chapter of the NJ Pharmacists Association (NJPhA), Student Society of Health-System Pharmacy (SSHP), American Society of Consultant Pharmacists (ASCP), and Pi Alpha Honor Society.

III. 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.

A. To request funding, the students must submit a completed Student Travel Request Form along with the specific trip details to their faculty mentor or advisor for review. After the form has been reviewed, faculty member will then forward the request to the appropriate administrator for funding approval. The request must be submitted at least fourteen (14) business days in advance of travel.

B. Funding levels will be determined by the following categories:

  1. Podium Speakers or National Competitors – students who will be presenting their research and/or nationally competing on behalf of the College, will receive funding up to $1,000.
  2. Poster Presenters – students who will be presenting their research poster on behalf of the College, will receive funding up to $750. Limit one student per each poster and the student must be the primary student researcher.
  3. Student Leaders – students who are current executive board of the recognized student organization, will receive funding up to $500. Members of executive board include president, vice president, treasurer, and secretary.
  4. Other – students who wish to attend a professional conference or meeting, will be considered on a first-come first-serve and case by case basis. Funding will be limited to $250 and is not guaranteed.

C. To ensure equal funding opportunities for all students, funding are limited to one trip per each academic year at any funding levels. However, students may request funding for a second trip, which will be reviewed on a case by case basis and will be determined based on available funding. This second request is not guaranteed.

IV. 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): students must submit completed Student Travel Request Form to the appropriate administrator at least fourteen (14) 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. If the student is not a presenter or student leader, this request will be reviewed on a case by case basis.

Pre-approval is required for funding under the 1) podium speakers or national competitors, 2) poster presenters, and 3) student leaders levels. Pre-approval is not required for the “other” funding level of $250 because funding for this level will be considered and determined on a first-come first-serve and case by case basis, but pre-approval is highly recommended.

Students can submit their completed pre-approval form via email to: Sawanee Khongsawatwaja: [email protected]For additional information or to schedule an appointment, see the links below. 

Student Travel Request Form

Click here to make an appointment
 

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 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.

Students who are assigned a clinical rotation in New York State must submit the completed reimbursement form, along with the supporting documentation, in person. Students who are on an assigned out-of-state clinical rotation may submit their documentation via email. If a student is unable to submit the documentation in person, he/she may elect a friend or classmate to submit the documentation, on the students' behalf. 

Expense Reimbursement Form (PDF)

Click here to make an appointment

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.

An appropriate administrator is Dr. Russell J. DiGate, Dean; Mrs. Sawanee Khongsawatwaja, Associate Dean for Administration and Fiscal Affairs; Dr. John Conry, Chairperson for the Department of Clincal Health Professions,  Dr. Vijaya Korlipara, Chariperson for the Department of Pharmaceutical Sciences,  and Dr. Wenchen Wu, Chairperson for the Department of Pharmacy Administration and Public Health.  

Travel Notification Requirement Form

Contact Information

Sawanee Khongsawatwaja
Associate Dean for Administration and Fiscal Affairs
Office of the Dean
St. Albert Hall 171
Phone: (718) 990-6363             
Email: [email protected]