Addendum - This policy has been revised effective 09/03/2026.
CHSU encourages student participation in seminars, conferences, and educational programs that help promote better understanding of their areas of study and intended professions. Students are responsible for the costs incurred to participate in these programs. However, to aid in the professional development of students, individual colleges at CHSU may assist with funding certain expenses as described in this policy.
Funds can only be provided for approved activities in accordance with CHSU’s Business Office policies and IRS guidelines. Funding is available only for domestic travel in the continental United States through this program. Travel internationally, or to Alaska, Hawaii, or Puerto Rico is not eligible for funding.
Only fully completed and signed Pre-Travel Student Request Forms will be considered for funding. Students must obtain approval prior to making final travel arrangements.
Approval of travel does not guarantee funding or reimbursement. Reimbursement is subject to available funding, compliance with university policies, submission of required documentation, and final review by the Business Office.
Eligibility Requirements
To be considered for funding, students must:
- Be in good academic standing as defined by the Academic Standing and Progress Policy of the college or program in which they are enrolled. Academic standing will be verified by Office of Student Affairs for the college or program at the time the request is reviewed.
- Students must submit a completed Pre-Travel Student Form well in advance of the scheduled event. Requests submitted fewer than thirty (30) days before departure may be denied. The following materials must be submitted along with the Student Pre-Travel Request Form:
- A completed travel budget; which is included in the Pre-Travel Student Request Form.
- A conference brochure, agenda, or proof of meeting requirements.
- Details regarding the abstract, presentation, poster or work to be presented, if applicable.
- Students must obtain an approved Excused Absence Request form as required by the applicable Attendance and Leaves of Absence Policy of the program in which the student is enrolled.
- The Internal Revenue Service (IRS) imposes the following requirements on reimbursement of business expenses: a) there must be a business reason for the expense(s); b) the individual must substantiate the expenses; and c) there must be receipts and invoices that document the nature and amount of the expenditure(s).
- If travel is related to a research project, such as a COM PRHS/PHASE Project, or case report, the project/research must be conducted under the supervision of a CHSU faculty member or have been preapproved by the VP of Research or the Assistant Dean of Research for the applicable college or program.
Funding Available for Student Travel
Funding for student travel may be available through the Office of Student Affairs, Office of Sponsored Research, individual departments (such as OPP scholars) or other approved funding sources, such as student organizations. Student organizations wishing to support their representatives to attend meetings are expected to contribute financial assistance from their own organizational funds.
Students are eligible for reimbursement of appropriate travel expenses in the following categories:
Required Leadership Representatives in National Organizations
Elected officers of official school organizations that represent the entire student body and are required to attend regional and/or national meetings (e.g., OPSC, SOMA, or COSGP) may be reimbursed for up to a maximum of $1,500 per student (depending on the travel budget of each individual program), per required meeting subject to the following limitations:
- Maximum of two (2) officers per organization to attend each required meeting.
- Maximum of three (3) meetings per year, per student.
Special Interest Groups & Other Organization Representatives
Elected officers of official school organizations that represent osteopathic special interest groups within the specific field of study (e.g., SAAO, SAMOPS, ACOFP, etc.) may be eligible for reimbursement of up to $1,000 per student (depending on the travel budget of each individual program), per meeting subject to the following requirements:
- Maximum of one (1) officer to attend each meeting.
- Maximum of one (1) meeting per year, per student.
Research Related Presentations or Seminars
Students presenting a poster at a conference or seminar may be reimbursed up to a maximum of $750 per student subject to the following limitations:
- The student presenting must be the first author, lead presenter, or designated presenting author.
- Maximum of one (1) representative per project.
- Maximum of two (2) different project presentations per year, per student.
COM Note: PRHS/PHASE Projects generally do not qualify for travel reimbursement, but may be considered.
If a project involves human subjects (IRB or QI), compliance with all regulations is required and any required approval must be secured before applying for travel funding. Additional items may be requested if research is conducted through a clinic site.
Students Seeking Elected Offices
Approved travel may include professional meetings, or travel associated with election campaigns for state or national leadership positions. Funding will be subject to the following limitations:
- Reimbursement is limited to $750 per student per academic year.
- Maximum of one (1) meeting per year, per student.
Student Conduct and Safety
Students participating in university-funded travel are required to comply with all applicable university policies, including code of conduct, throughout the duration of travel.
Allowable and Non-allowable Expenses
Eligible travel expenses for reimbursement, subject to approval and budget limitations, may include:
- Conference registration fees
- Airfare (economy class)
- Lodging (conference rate lodging should be booked if available)
- Other Transportation: parking fees and mileage may be reimbursed at the current IRS mileage rate.
- Required business-related transportation expenses i.e. ground transportation, mileage, or parking.
Non-reimbursable expenses:
- Rental Cars
- Alcoholic beverages
- Personal travel or entertainment expenses
- Travel upgrades or premium seating
- Expenses incurred by spouses, family members or guests
- Traffic citations or parking violations
- Expenses not supported by itemized receipts or proper documentation
Reimbursement
Reimbursement requests may be submitted after expenses have been incurred and must comply with both this policy and the CHSU Travel and Expense Reimbursement Policy, as well as applicable IRS regulations.
Students must submit:
- A complete Student Expense Reimbursement Form
- The applicable pre-approved Pre-Travel Student Request Form (attached to the Student Expense Reimbursement Form)
- Research Student Travel Request Form
- Pre-Travel Student Request – COM
- Pre-Travel Student Request – MSBS
- Itemized receipts: An itemized receipt must show the name of the establishment, date of service, items purchased, the amount paid for each item, applicable tax, and applicable gratuities.
CHSU will only reimburse amounts up to those approved on the Pre-Travel Student Request Form. Approved requests for reimbursement must be submitted to the University Accounts Payable department within a reasonable period of time, (normally 30 days of the completion of the travel). Requests received more than 60 days after the expenses were incurred will not be reimbursed.
If students request reimbursement of expenses incurred by other parties, there is no guarantee that the other party’s expenses will be reimbursed. Students should contact the Office of Student Affairs prior to travel with other students to ensure proper budget and reimbursements will occur.
The Business Office processes reimbursements via ACH/direct deposit. Students who do not already have ACH information on file must submit the required ACH form with their reimbursement request. Failure to provide ACH information may result in reimbursement delays.
Cancellation and Changes
Students must immediately notify the Office of Student Affairs of any cancellation, or significant modification of approved travel. If University-funded travel is cancelled and expenses are refundable, all refunds must be returned to the University.