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Students
/ Current Students / Predoctoral
/ Student Travel Policy
PREDOCTORAL
STUDENT TRAVEL POLICY
Subject to the
availability of funds, NJDS may support students to attend one conference
per year if the following requirements are met:
Conference
Attendance Approval
- Students must submit a travel approval/advance request form at least
one month prior to the date of the
meeting.
- All abstracts
must first be submitted to the Associate Dean for Research for approval
prior to submission of the intended conference.
- For Research
Meetings:
- Together
with the travel approval/advance request form, students must provide
to the Associate Dean for Research a letter from the conference
organizer indicating acceptance of the student's poster or oral
presentation, and a schedule of their activities during the conference
to justify the intended length of stay. In most instances, four
nights will be allowed as a maximum stay (See section on lodging).
Other Professional
Meetings:
- Professional meetings include:
- Together with the travel approval/advance request form, students
must provide to the Office of Student Affairs a schedule of their
activities during the conference to justify the intended length of
stay. In most instances, four nights will be allowed as a maximum
stay (See #9). (See section on lodging).
- Thirty days
prior to a scheduled examination, a student must give written notification
to Course Directors about proposed travel to be granted an excused
absence from a scheduled examination, or else a scheduled examination
takes precedence over a student attending a professional meeting/conference.
If the Course Directors are not notified 30 days prior to the scheduled
examination, students will not be given an excused absence in lieu
of missing an examination to attend a professional meeting/conference
and Course Directors should not be asked to give a second examination
on an alternate date to accommodate students requesting to attend
a meeting.
Registration
- Registration fee will be paid at the student membership rate.
Air Fare,
Car, Train and Public Transportation
- Students granted permission to attend a conference will be reimbursed
for airfare at the lowest economy rate for advanced reservations (to
be determined by the Office of Student Affairs for each event).
- Students must
use public transportation or shuttles to/from the airport and to/from
the hotel and/or conference site. Travel arrangements from home to
the airport and the reverse, should be arranged by the student utilizing
the least expensive mode of transportation. In cases in which the
student finds it necessary to ride to and park at the airport prior
to departure, parking will be reimbursed at the long term parking
rate. Students will not be reimbursed for any of the following expenses.
- Taxis
- Rental Cars
- Telephone
Calls
- If the
conference/meeting can be reached by car or train at a lower cost
than by plane, students will be encouraged to utilize these modes
of transportation and to carpool if possible. The driver will
be reimbursed at 32.5 cents per mile plus parking and toll charges
(as outlined in the University Policy-Travel Related Expense see
original reimbursement, Coding 00-01-50-10:00). Travel will be
reimbursed for one car per three people. For example, if three
people travel by car, only one car will be reimbursed, if four
people travel, two cars will be reimbursed.
Lodging
- Students must stay at economy hotels approved by the Office of Student
Affairs. Students are expected to share a room with another student
of the same gender and will be reimbursed at a rate for shared accommodations.
If a student brings a guest (i.e., spouse, significant other), and
therefore opts not to share accommodations with another NJDS student,
thereby resulting in the need for an additional room, that student/guest
will be responsible for additional room charge.
- The expense
of hotel accommodations will be paid for up to four nights, or more
as approved in advance and justified by the student's submitted schedule
of their activities during the conference, or if an extended stay
qualifies for a reduced airfare that results in savings greater than
the additional hotel expense.
Meals
- Students are allowed $35.00/day for meals.
Expense
Reports
- All appropriate original receipts must be submitted for all reimbursements.
- All final expense
reports must be submitted within ten days of return.
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