Graduate Medical Education
USF Health

Education Funds


Education Funds Tutorial - please review the slideshow for information on Education Fund pre-approval and reimbursement.

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 Laura De Cedeno in the GME Office, MDC 41.

 

Resident Travel

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 Laura De Cedeno 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.

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.

 

https://www.concursolutions.com/registration/register_form.asp?regcode=USF36842

 

To book your flight, please visit  https://www.concursolutions.com and log in with the user id.

 

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 the 4 digit TAR number.

 

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.

 

Concur Travel User Guide

 

Concur Frequently Asked Questions

 

 

Vendor Information

 

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 Laura De Cedeno at the GME Office at MDC 41.

 

 

Purchasing Items

Prior to purchase, the pre-approval form needs to be completed. Submit the completed form to Laura De Cedeno 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, please submit invoice to your department CODA personnel along with a signed pre-approval from GME.

 

Policy for Giving of Gifts to Residents/Fellows

 

If you have questions or concerns, please call Laura De Cedeno at 813-250-2513 or e-mail her at ldeceden@health.usf.edu .