Funding Guidelines and Policies

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Dermatology Resident & Fellow Fund Guidelines
Effective: July 1ª, 2026
Pre-Travel Steps
STEP 1: Make sure your Time Away Request has been filled out and
approved: https://forms.cloud.microsoft/r/msG3CKEij4
STEP 2: Submit the Resident/Fellow Travel Audit Form - Fill out form 60 days prior to travel.
STEP 3: Make sure your Concur Profile is set up and that Micey and Loren are designated as your
delegates. Without this, flights cannot be booked for you.
STEP 4: You may register for the conference and secure lodging once trip is approved.
STEP 5: After conference ends, upload all receipts to your OneDrive folder by the deadlines below.
Conference Dates & Receipt Deadlines
Conference
Dates
Receipt Upload Deadline
MO Derm
Sept 25th-27th, 2026
Oct. 5th, 2026
ASDP
Nov 19th-22nd, 2026
Nov 30th, 2026
AAD
Mar 19th-23rd, 2027
Mar 30th, 2027
ACMS
April 28th-May 2d, 2027 May 10th, 2027
Fund Allotments by Role
Conference
Role
MO Derm*
Second-Year Residents
AAD*
AAD
ASDP
ACMS
Third-Year Residents
Dermpath Fellows
Mohs Fellows
Research Fellows
Maximum Reimbursement
Up to $500**
Up to $1,500***
Up to $1,500***
Up to $1,500
Up to $2,000
Special approval required; Up to $1,500**

• Resident may choose to allocate MO Derm and AAD reimbursements) to be split up between
  meetings or apply reimbursement toward one meeting.
  **Stipend provided only when meeting is held outside of St. Louis.
  ***AAD reimbursement listed does not include stipend provided from the AAD. Fellows are
  ineligible for this stipend.

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Reimbursement Policy
Failure to follow deadlines or procedures may result in loss of reimbursement eligibility.
Receipts
• All expenses must be paid by personal credit card and supported by original receipts
showing the last 4 digits of the card used.
• Receipts must be uploaded to your personal OneDrive folder within 7 calendar days of
returning from travel. Receipts must be clear and legible.
• Only your individual expenses are reimbursable - do not pay for others.
• Gift card payments cannot be reimbursed.
Flights
• Micey must book all flights in Concur; self-booked flights will not be reimbursed.
• Set up a Concur profile and assign Micey and Loren as delegates.
• Flights must be coach, most direct, and economical.
Meals
• Reimbursed only for individual meals; you cannot cover others.
• Alcoholic beverages cannot be reimbursed.
• Tips may not exceed 20%.
• Taking the per-diem rate without submitting a receipt is not allowed. Maximum
reimbursement is dependent on per-diem of conference location.
Transportation
• Receipts must clearly indicate travel to/from locations.
Lodging
• Rooms must be shared, if you are unable to share a room special approval is needed prior
to the conference.
• Each traveler must obtain individual receipts from the hotel; one person may not pay the
full amount and collect repayment (Venmo, Zelle, etc. are not permitted).
• Only standard room rates are reimbursable. If the rate exceeds conference pricing, include
justification.
• Airbnb or VRBO short-term rentals are not allowed.
Payments & Processing
• The first $1,000 of funds comes from SSM and must be used first. The additional funds
come from SOM and can only be used once the SSM max has been hit.
• Micey will submit receipts via SSM Workday; do not alter her submissions. These are not
processed until you approve in Workday.
• Loren cannot process the SOM portion of reimbursements until all residents submit
receipts.
• SSM reimbursements are added to payroll; SOM reimbursements are paid via direct
deposit.