Travel, MKSAP, & PTL Reimbursement

Residents are eligible for 3 types of reimbursement: conference travel, MKSAP purchases, and PTL fees. All reimbursement requests are submitted by staff through the financial system Concur. Jaime processes most travel and MKSAP purchases, while Robyn Meehan in the GME office processes PTL reimbursements.

The $500 Education Stipend and the Housing Stipend are NOT reimbursements. The Educational Stipend is included in your October paycheck (the same one in which you received part of your housing stipend) and can be used at your discretion on educational items. No need to provide the program any receipts.

The first step to any reimbursement is for you to add the staff as delegates in Concur. Here are the instructions:

  1. Go to https://concur.ucsd.edu/
  2. Sign in using your /ad account.
  3. Once logged in, go to Profile then Profile Settings in the upper right corner
  4. Select Request Delegates on the left hand side menu.
  5. Click add, and search for the staff name. Check the boxes can prepare reports, etc., and then click add. Please add Jaime Hale, Anne Bamrick-Rosenblatt, Jesus Vera, Heejin Kim and Robyn Meehan as delegates. For more detailed instructions, you can watch this video:  https://www.youtube.com/watch?v=Nvca41oqSTo

CONFERENCE TRAVEL

You have $750 ($250 for prelims) to use on conference travel during program. To initiate the process, add staff as delegates (see top of page), then:

As soon as you return from your trip, email Jaime with:

  • Location and name of conference
  • Dates of travel
  • Whether you presented or not
  • Receipts

Jaime will start the travel event for you in the system, enter all of the necessary account numbers, and upload your receipts. She will notify you when it is time to log into Concur and submit the request for final approval.

Some things to note:

  • Receipts must show method of payment (i.e. last four digits of credit card) and should be booked in your name.
  • A travel reimbursement cannot be submitted prior to the travel taking place.
  • The deadline to submit the receipts to disbursements is 3 weeks after the travel takes place. After that we are required to submit an ‘exception to policy’ request and your reimbursement may be delayed.
  • If you don’t use all $750 for one conference, then you can use the remaining for conference travel at a later date. 
  • If you are uncertain if a receipt meets the requirements, you can still send it to us. We will let you know if it’s okay or not!
  • If all you complete the reimbursement steps in the proper order, then you can expect to receive the reimbursement via direct deposit in 2-3 weeks.
  • Abstract fees can be reimbursed with your conference travel funds if you attend the conference.

*** NEW Opportunity ***

The VA will now also offer up to $500 in travel reimbursement! The instructions for this process are included in the attachment below.

MKSAP

Categorical residents can also get reimbursed up to $299 for the purchase of MKSAP 18.  MKSAP 18 is available at https://www.acponline.org/featured-products/mksap-18 with several options of the MKSAP program available (with the digital version being the most popular).

The ACP price for MKSAP 18 reflects a discount if you purchase with an ACP membership.  You will need to pay for an ACP membership at your own cost to receive the discounted price.  For more information: https://www.acponline.org/membership/dues/new_us.htm. The ACP membership is not eligible for reimbursement.

To initiate the process, add staff as delegates (see top of page), then email Jaime with the MKSAP receipt.

Somethings to note:

  • Receipts must show method of payment (i.e. last four digits of credit card). An order confirmation is NOT acceptable.
  • This reimbursement offer only applies to residents who have not been previously reimbursed by the program for an MKSAP purchase.
  • The deadline to submit the receipts to disbursements is soon after the purchase takes place. After that we are required to submit an ‘exception to policy’ request and your reimbursement may be delayed.
  • If all you complete the reimbursement steps in the proper order, then you can expect to receive the reimbursement via direct deposit in 2-3 weeks.

PTL REIMBURSEMENT

The PTL ($491), Step 3 ($875), and FSMB Transmittal Fee ($70) reimbursement is processed by the GME office. Please download and read the attachments for more info. Please email reimbursement application and supporting documents to GMEProcessing@health.ucsd.edu.

Preliminary interns are eligible for Step 3 reimbursement if the application, receipt, and your scores are submitted to GME by the deadline. For interns leaving UCSD for PGY 2, then reimbursement transaction needs to be completed (approved and funds dispersed) by June 30.