I.    Resident Travel

Forms:  What forms must be completed prior to travel:       

• Program Improvement Funds Form

• Travel Authorization Request Form (TAR)

Instructions:

Residents and Fellows who desire to travel to conferences, conventions, etc. MUST have prior approval from their department if they want to be reimbursed. The two forms above must be completed and submitted together. The Program Improvement Form requires the Program Director's signature. The Travel Authorization Form requires the Resident's or Fellow's signature. You should complete all areas that are shaded on these forms. These forms should be submitted to the GME's Assistant Director (mail point MDC41 or Room MDC3130) no less than two weeks prior before travel. However, you may submit as early as you want. TRAVEL MUST BE PRE-APPROVED WITH A TAR FORM.

Forms: What forms are submitted after travel is completed?

• Travel and Expense Report (T&E)

Instructions:

The Travel and Expense Report (T&E) should be completed by the Resident or Fellow upon return from his/her travel. The form requires the signature of the Resident or Fellow. This form must be submitted no later than 30 days after travel is complete. (The exception to this, if you prepay airfare, registration, etc. submit those items no more than 30 days after purchase).  These forms should be submitted to the GME's Assistant Director (mail point MDC41 or Room MDC3130). You must also submit all original receipts. Copies of receipts are not permitted. The Resident or Fellow may also be required to submit a copy of his/her credit card statement or bank statement as proof of purchase. MAKE SURE THE ACCOUNT NUMBER IS BLACKED OUT. Examples of where this is usually required is with hotel, airfare, and conference registration. These typically show them paying the balance but does not show how they paid for it. One other item that is required for travel reimbursement is the conference/course itinerary. This is a requirement for all travel.

Per Diem: If we are reimbursing per diem, please make sure to refer to the following website to get the appropriate amount for the location:  http://www.gsa.gov/Portal/gsa/ep/contentView.docontentId=17943&contentType=GSA_BASIC

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II.    Purchasing Items  (PRIOR TO PURCHASE)

Forms:  What forms need to be completed?

• Program Improvement Funds Form

Instructions:

This request is for purchasing items. You must complete all shaded areas of the form and submit it to the GME's Assistant Director (mail point MDC41 or Room MDC3130) for approval prior to purchasing items. Please make sure to include vendor information. If you have a quote or an invoice from the vendor, please include it with this request. The request must be signed by the Program Director.

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III.    Reimbursing for Items Already Purchased

Forms:  What forms need to be completed?

• Program Improvement Funds Form

• Travel and Expense Report (T&E)

Instructions:

These forms must be submitted to the GME's Assistant Director (mail point MDC41 or Room MDC3130) no more than 30 days after the purchase of the items. If at all possible try to get prior approval for purchases. We cannot guarantee reimbursement on items that were not previously approved by the GME Office. Please include all original receipts. Copies are not allowed. You may also need to include credit card statements or bank statements as proof of payment.

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IV.    Vendor Forms

Forms:  Complete the following forms:

• Vendor Request Form

• W-9

Instructions:

First - refer to the vendor directory for UMSA. This will provide you with the vendor numbers for your request as well as their address information. When submitting a request please make sure to include the vendor number on the Program Improvement Fund Form.

What do I do if there is no vendor number?

You will need to complete the Vendor Request Form and the W-9 Form.  When completed submit them to the GME's Assistant Director (mail point MDC41 or Room MDC3130) to have a vendor account number assigned.

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If you have more questions or concerns, please call the GME's Assistant Director at (813) 974-8216.