Radiology Resident Resources

Fringe Account, Reimbursement, and Conference Attendance

Use of Resident Fringe Account

Policy for Getting Conference Attendance Approval and Reimbursement

  • This is for residents who have had or will have abstracts accepted to national conferences
  • Review the Policies and Procedures Manual to ensure that you qualify for a departmental travel stipend. If you think you do, send Glenn the following all in one email:
    • Copy of 1st author abstract
    • Letter of abstract acceptance
    • Whether oral presentation or poster
    • Specific dates requested off, and actual date of presentation/poster
    • Copy of email from research mentor confirming they supported the project and that they request your conference attendance as 1st author presenter
  • Glenn will send you an email saying ok – SAVE GLENN’S EMAIL.
  • Forward Glenn’s email to the Chiefs with days required off to attend the meeting (you get day before and after presentation for travel).
  • After the conference, submit Glenn’s email with your reimbursement requests – you won’t get reimbursed without it. Maximum reimbursement is $1500 – overage can be taken from your book fund.
  • You will only be reimbursed for the day before and the day after your presentation. The only exception is for your senior conference week where you can request reimbursement for the entire duration of the conference.
  • Submit your Boarding Passes with your reimbursement request (yes, seriously – take a screenshot if you use an electronic boarding pass). These are required by Partners.

Policy on Conference/Business Expense Reimbursement

  • All expense reimbursements must be submitted within 180 days  after the expenses are incurred. Anything received over 180 days will be denied. If the expense report is sent back to you for edits, please make the necessary changes and resubmit promptly. If you have not received the reimbursement in a timely manner, it is your responsibility to follow up with Radiology Finance.
  • All expense reimbursements must be submitted in PeopleSoft. Paper versions are no longer accepted.
  • Upload all receipts in one attachment. DO NOT upload each receipt separately. Receipts should be scanned. DO NOT upload pictures of receipts taken from cell phones as they are generally not legible.
  • Airfare: Boarding pass or eticket # and proof of payment are required
  • Alternative transportation: Uber, Lyft, cab and train are OK if absolutely necessary for the conference and you keep the receipts. No rental cars unless by special exceptions.
  • Hotel: Itemized receipts are required. Any expenses other than hotel base rate, fees and taxes should be entered separately.
  • Only 3 meals are allowed per day: 1 breakfast ($20 pp), 1 lunch ($30 pp) and 1 dinner ($65 pp). Snacks are not reimbursable unless they are in lieu of meal.
  • All itemized receipts and cancelled checks need to be uploaded; credit statements alone are not acceptable
  • All related expenses to the trip (hotel, airfare, meals, registration, transportation etc.) need to be submitted in one expense report. Please do not create multiple expense reports for each individual item from the same trip.
  • Please upload the approval email if is not coming out of the academic fringe.
  • See the PHS Policy and Procedures for Employee Business Expenses for your reference. Please do not hesitate to contact the Chief Residents if you have any questions.
  • • What to put under the “Accounting Defaults” section on your PeopleSoft expense report.
    • For conference travel: dept BPR409, GL unit 2470.
    • For ABR dues: dept BPR405, GL unit 2470.

AIRP Reimbursement Policy
AIRP expenses will be reimbursed upon satisfactory completion of the course and receipt of a completion certificate, subject to the following:

  • Residents can submit for expenses up to $2500, in the following categories: travel to AIRP at the start of the program and return home at the end of the program; lodging and meals while at AIRP; travel (subject to limitations below) while at AIRP.
  • Dollar limits on meals are the same as above for conference travel. Meal expenses can also be substituted by groceries up to the same amounts, but no toiletries or alcohol. If you combine the groceries, just write on the itemized receipt how much each meal is.
  • Upload all original itemized receipts. Photo shots of receipts in any way form is not acceptable.
  • To minimize workload for our accounting staff, residents should keep the number of itemized expenses to the smallest number that reaches the $2500 limit. Expenses for taxi/Uber travel during the time at AIRP should only be submitted if the total of all other expenses are less than $2500; if taxi/Uber expenses are submitted, they must clearly indicate why that travel was required as part of the AIRP course.
  • Reimbursement for AIRP expenses above $2500 will not be compensated from the resident’s fringe account.
  • Use dept 017932, GL unit 2200.