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Education Funds Tutorial - please review the slideshow for information on Education Fund pre-approval and reiumbursement.
Education Fund Guidelines- please review the guidelines for using the Education fund.
Below you will find instructions and forms needed to complete requests for reimbursements and purchases under the GME Program Education Funds Policy. Education Funds are for the improvement in quality of your educational program and scholarly activity.
All requests for reimbursements and purchases MUST be submitted to Aiying Zhen in the GME Office, MDC 41
Residents and Fellows who desire to travel to conferences and conventions MUST have prior approval from their department if they want to be reimbursed. There is a $2,000 limit to travel reimbursement. The Pre-approval form must be completed and submitted to Aiying Zhen in the GME office no later than 30 days prior to travel. The form requires the Program Director's signature. TRAVEL MUST BE PRE-APPROVED. Upon approval, the original signed form will be returned to the department for submission with related expenses ONLY.
After travel is completed, the rest of the travel packet MUST be submitted within 45 days after returning. Receipts submitted after 60 days cannot be paid.
The following items are what need to be submitted with each travel reimbursement request. It takes about 30 to 45 days for a reimbursement to be issued. Any incomplete forms will result in further delays.
T&E Form (if payment is to an individual)
Proof of Payment
W-9 Form (if the vendor/recipient is not already an established vendor)
GME is moving to direct purchase of airfare for residents whose travel has been pre-approved through the education fund. The system is now available for use.
The first step is to register for a user id, using the link below:
Setup takes between 1-2 days and then an e-mail notification with a link to the Concur/AAA web site will be sent. Please note that the USF spam filter may block the registration e-mail, so keep an eye open for it.
The resident MUST have an approved TAR number from CODA system to book a flight, so ask whoever enters your travel in CODA for a TAR number. The system will ask for a 6 digit number, enter a “0” in front of the TAR number, as TAR numbers are usually only 5 digits.
As a reminder, JetBlue and Southwest are immediate purchase airlines.
If you have questions about how to use the Concur web-site, or experience technical difficulties, you may contact AAA’s help-desk at 877-463-0543.
If a person or vendor has not been paid within the last year a W-9 Form will need to be completed. When complete, submit the form to Aiying Zhen at the GME Office at MDC 41.
Prior to purchase, the pre-approval form needs to be completed. Submit the completed form to Aiying Zhen in the GME Office at MDC 41. Please make sure to include vendor information. If you have a quote or an invoice from the vendor, please include it with this request.
After the purchase, an UMSA PO form needs to be filled out and submitted to the GME Office. The invoice needs to be enclosed as well.
If you have questions or concerns, please call Aiying Zhen at 813-250-2514 or e-mail her at firstname.lastname@example.org .