Funding

Funding requests must be submitted at least 3 days prior to the SCOMSA meeting before your event. No retroactive funding will be available. 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 must be must be submitted within 30 days of the event. Receipts must be ITEMIZED or they will not be accepted.  Please upload only one receipt per PDF. Online Reimbursement Forms are available for Travel Reimbursements and On-Campus Event Reimbursements.

Criteria for Budget Allocations

ON CAMPUS EVENTS:

  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 (the Sunday before the monthly SCOMSA meeting by 11:59 pm). The request forms can be found under the “Funding” tab.  Request forms may be submitted more than one month in advance if desired.
  2. A maximum of 2 events are allowed to occur at the same time.
    1. Use the SCOMSA Events Calendar and Room Reservation site to help schedule your event.   The first two groups to submit funding requests for a given time slot will get preference in funding.
  3. 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 total reimbursable expenses, up to a maximum of $100. Events hosted by multiple groups may be considered for an increased maximum funding limit.
    1. Example: If the total event cost is $100, SCOMSA will reimburse $50.  If the total event cost is $200, SCOMSA will reimburse $100. If the total event cost is $300, SCOMSA will reimburse the maximum $100.
  5. On campus events must be open to, and benefit, the entire Boston University Medical Campus Community.
  6. Lounge Cleaning: All SCOMSA-recognized student organizations have the opportunity to sign up to clean the student lounge.  Organizations can receive up to $100 per semester that can be used toward any organizational expenses.

TRAVEL

  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 (the Sunday before the monthly SCOMSA meeting by 11:59 pm). The request forms for organizations and individuals seeking funding can be found under the “Funding tab.”
    2. The fiscal year will initiate on June 1st and will end on May 31st of the following year. Students are held to a maximum of two trips until the next calendar year initiates on the subsequent June 1st.
    3. In order to receive SCOMSA funding, a student must be actively enrolled in the Boston University School of Medicine. A student’s SCOMSA funding eligibility begins on the first day of orientation of the student’s first year and ends on May 31st after the student’s commencement ceremony. MD/PhD’s in their PhD years are not eligible for SCOMSA funding, as they are GMS students.
      1. SCOMSA will NOT fund students who are receiving a stipend or academic credit for the trip.
    4. Costs that are covered include: Transportation, Accommodation, and Food (Food expenses are capped at $25 each day. For example, if you spend $100 on food one day and $2 on food the next day, you will be reimbursed a percentage of $27.)
    5. Costs that are NOT covered include: Registration fees, 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.
    6. It is expected that students will avail of the most economical accommodations in the area and that rooms will be shared when possible.
    7. Only the person whose name is on the hotel reservation will be reimbursed for that amount.
    8. Travel arrangements will be funded to and from Boston ONLY.  No additional flights to other locations will be funded.
    9. All receipts must be submitted online within 30 days of the trip.
    10. Students are held on their honor to report all outside funding received for their travel. The amount that SCOMSA reimburses a student is contingent on the amount of outside funding received. The total SCOMSA reimbursement plus the outside funds cannot exceed the total cost of the travel.
    11. The funded student is required to complete an event blurb upon return from the conference. This event blurb will be posted on our SCOMSA Event Blog for other students to see what SCOMSA funds throughout the year.
  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
      • American Medical Women’s 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 fiscal year (June 1st to May 31st of the following year). 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. SCOMSA has voted to increase the funding amount given to students who travel to conferences. These reimbursement amounts will be reevaluated as the year progresses, and may be decreased if it is determined that the current amounts are not fiscally possible to maintain for the remainder of the year. Students may apply for funding in three categories:
      1. If you are presenting research completed at BUMC, you are eligible for reimbursement of up to 80% of travel, accommodation, and food costs. SCOMSA will reimburse a maximum amount of $575 for this category. To be eligible for this level of funding, students must provide evidence of presentation at the conference by including a copy of the presentation acceptance email or an equivalent confirmation email from the conference.
        1. Example: If the total trip costs $400, SCOMSA will reimburse $320. If the total trip costs $1000, SCOMSA will reimburse the maximum $575.
      2. If you are are presenting research that was not conducted at BUMC or have taken an increased/active role in the conference (this includes conference planning, leading workshops, etc.), you are eligible for up to 60% of travel, accommodation and food costs. SCOMSA will reimburse a maximum amount of $400 for this category. To be eligible for this level of funding, students must provide compelling evidence of their increased role in the conference by including a copy of the presentation acceptance email or an equivalent confirmation email from the conference.
        1. Example: If the total trip costs $400, SCOMSA will reimburse $240. If the total trip costs $1000, SCOMSA will reimburse the maximum $400.
      3. If you are attending a conference and do not fit into any of the above categories, you are eligible for reimbursement of up to 55% of travel, accommodation, and food costs. SCOMSA will reimburse a maximum amount of $325 for this category.
        1. Example: If the total trip costs $400, SCOMSA will reimburse $220. If the total trip costs $1000, SCOMSA will reimburse the maximum $325.
Primary teaching affiliate
of BU School of Medicine