Funding requests must be submitted at least 3 days prior to the SCOMSA meeting before your event. SCOMSA meetings are held the first Wednesday of the month, so this means all funding requests must be submitted the Sunday before the meeting by 11:59 pmYou may find these forms in corresponding tabs under “Funding” found on the top or right of the website.

Reimbursement materials (including Form A and Form B for travel) must be must be submitted within 30 days of the event. Receipts MUST be itemized or they will not be accepted.  Online Reimbursement Forms are available for Travel Reimbursements and On-Campus Event Reimbursements.

Criteria for Budget Allocations


  1. A funding request must be submitted to the SCOMSA at least 3 days before the SCOMSA meeting prior to the date of travel in order to obtain funds (Sunday by 11:59 pm). The request forms can be found under the “Funding tab.”
  2. You must check the SCOMSA Events Calendar before submitting a request.  A maximum of 2 events are allowed to occur at the same time.  The first two groups to submit funding requests for a given time slot will get preference in funding.
  3. The maximum an organization can request for funding a dinner or lunch event is $200. The student/organizations must obtain further funding from other sources. Receipts must be submitted for the full amount of the event, not only the percentage funded by SCOMSA. Note that improper use of funds is an honor code infraction.
  4. You will reimbursed for 50% of your expenses, up to $100 max (50% of the $200 request).
  5. On campus events must be open to, and benefit, the entire Boston University Medical Community.
  6. Every organization is allotted a maximum of $500 for EdMedia expenses.
  7. Lounge Cleaning: Every organization has the opportunity to sign up to clean the student lounge.  Organizations can receive up to $100 per semester that can be used towards any organizational expenses.


  1. Overall Guidelines
    1. A funding request must be submitted to the SCOMSA at least 3 days before the SCOMSA meeting prior to the date of travel in order to obtain funds (Sunday by 11:59 pm). The request forms for organizations and individuals seeking funding can be found under the “Funding tab.”
    2. The year will initiate on June 1st and students are held to a maximum of two trips until the next calendar year initiates on the subsequent June 1st.
    3. Costs that are covered include: Transportation, Accommodation, and Food (Food expenses are capped at $25 each day. For example, if you spend $100 one day and $2 the next day, you will be reimbursed a percentage of $27.)
    4. Costs that are NOT covered include: Poster printing, in-flight wifi, and travel reward miles.
      1. Please note that per Boston University Travel and Business Expense Policy: “The University will not reimburse or pay for a flight that is purchased with a traveler’s own rewards (i.e. Frequent Flier Miles)…The use of these reward miles will not be reimbursed.
    5. It is expected that students will avail of the most economical accommodations in the area and that rooms will be shared when possible.
    6. Only the person whose name is on the hotel reservation will be reimbursed for that amount.
    7. Travel arrangements will be funded to and from Boston ONLY.  No additional flights to other locations will be funded.
    8. All receipts must be submitted to the Office of Student Affairs within 30 days of the trip, along with the reimbursement forms (SCOMSA Reimbursement Form A and SCOMSA Reimbursement Form B)
    9. Improper use of travel funds is an honor code infraction.
    10. The students/group is required to complete an event blurb upon return from the conference.
  2. Organizations Seeking Funding
    1. Each organization that has a National Conference or Conferences is allotted $1500 for travel and expenses for each academic year (for travel, hotel and food expenses only) to send students to ONE conference.  These funds may be used to send a maximum of 5 students.  Each person will received 100% of their expenses up to $300.  The following organizations have National Conferences:
      • Asian American Medical Association
      • Association of Latino Medical Students
      • American Medical Student Association
      • American Medical Association/Massachusetts Medical Society
      • Medical Students for Choice
      • Medical Gay and Lesbian Organization (MedGLO)
      • Maimonides Society
      • AAMC-Organization of Student Representatives
      • Family Medicine Interest Group (FMIG)
      • South Asian Medical Students Association
      • Student National Medical Association
      • Physicians for Human Rights
      • Asian Pacific American Medical Student Association
    2. Each student is allowed to attend a maximum two trips per year, regardless of the reimbursement categories into which those trips fall. This includes funds received for individual travel discussed below.
    3. Organizations without National Conferences will be reviewed on a conference-by-conference basis with total funding not to exceed $1500 per conference.
    4. The conference maximum is $1500, and unused portions do not carry over to the next year.
  3. Individuals Seeking Funding
    1. Any student may receive funding for up to two trips per year (June 1-May 31). This includes funds received for National Conferences.
    2. A student applying for funds to attend any conference sponsored by any of the above mentioned organizations must notify leaders of the organization and request them to apply to SCOMSA on their behalf. Students will not be funded by SCOMSA to attend organization-sponsored conferences except as part of an organization’s overall request.
    3. For individual requests not covered by student organizations, SCOMSA will fund the following two categories:
      1. For individuals presenting research conducted at BUMC: 75% of expenses, up to a maximum of $550 per student per trip.
      2. For individual’s attending for their own enrichment (i.e. not presenting research): 50% of expenses, up to a maximum of $300 per student per trip. Please note, leading workshops/small groups is included in the category of “attending.”
    4. SCOMSA will not fund students if:
      1. They are presenting research on behalf of another institution.
      2. They are receiving a stipend or academic credit for the trip.
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