Research Conference Travel

1. Pick the form that fits from the IRB website: Case Report (1–5 patients), Quality Improvement, Not Human Subjects Research (no living people and no medical records), or a Research Application through DASH Research IRB (DR IRB) for human-subjects research. Read the form instructions carefully.
2. Email the completed form to the IRB office (C. Langley). If you are unsure whether it is research or QI, ask the IRB office first.
3. The IRB reviews it and emails the outcome to the PI. Nothing back within a week? Call the IRB office to make sure they received it.
4. You will come away with a CR#, a QI#, or an IRB#. That number goes on the travel request.
5. Every author on the abstract must be listed on the IRB-approved project. GME forwards each request to the IRB to check, and rejects it if anyone is missing.

You need an IRB number before anything else — even if your project would not normally need IRB approval. No number, no travel approval.

1. Complete the GME Resident/Fellow Travel Request in MedHub (it opens a Microsoft Form) with your IRB, QI or CR number, and attach your accepted abstract.
2. Send the GME office (Terra Goosie) a PDF of each, taken from the conference website: the conference schedule/agenda, the registration rate (if registration is required), and the conference hotel rate(s). Dr. Dudney will not approve the request without them.

Domestic: submit at least 14 days before travel starts. International: at least 30. Missing these may delay or deny approval (Policy 5.8).

1. International: also complete the International Travel Request Form and email it with your abstract to Terra Goosie. It asks for your name, training program, the title of the presentation, the conference written out in full (no acronyms), the conference dates, and the city and country. It is signed by Dr. Tina Dudney (DIO and Assistant Dean, GME) and Dr. John Wall (Interim Dean, GSM), and both must approve before you book.
2. International, once approved: complete the UTHSC International Travel Registration.

Travel outside the continental US needs the Department Chair’s and the Assistant Dean of GME’s approval and may not be granted.

1. Go to DASH → Employee Self-Service (Finance, Human Resources, Facilities) → Sign in with UT_CAS, using your UTHSC NetID (NetID@uthsc.edu).
2. Contact Info, in the sidebar: check your legal name, home address, contact information and email.
3. Dashboard → Expense icon → the gear, top right → Manage Delegates.
4. Click + , search for Terra Goosie, select her and Save. Do the same for Jamie Neary.
5. Do not click + again after saving the last delegate.

1. The program director and the DIO, Dr. Dudney, approve the request. GME forwards it to the IRB to check that every author is listed on the project.
2. You and the program director are emailed when the trip is approved.

Book nothing until GME has approved the trip. Travel booked before approval is not reimbursed.

If you do not submit a request and have it approved before the conference, you will not be reimbursed.

1. Flight: book with the airline directly, or through DASH / World Travel (877-210-8189), UT’s travel agency. Economy only.
2. Hotel: book through the conference website at the conference rate, and confirm the conference rate at every step — especially at checkout. Never book a hotel through DASH.
3. Registration: GME can pay it in advance, or you pay and are reimbursed afterwards. If GME pays and the site needs a login, give it to the GME office; if you choose sessions, say which.
4. Need a comparison quote? Get it now, the same day you buy the ticket. Adding personal days with no other destination: ask the GME office first whether you need one.

No Expedia, Travelocity or Priceline. Hotel through the conference; flight through the airline or DASH.

Confirm the conference rate at every step of the hotel booking — especially at checkout.

Flying from an airport not on the list, or adding personal travel with other destinations? Get a comparison quote the same day you buy, or you may pay for the flight yourself. Adding personal days with no other destination? Ask the GME office whether you need one before you book.

1. Keep every receipt except food — each one issued by the vendor, showing the card charged and a $0.00 balance. A credit-card statement is not a receipt.

Keep every receipt except food. Meals are paid by per diem.

1. Rental car: refuel it yourself before returning it, and keep the gas receipts.
2. No pre-paid fuel or fuel-service option.

1. Uber or Lyft: note where you were going and why for each ride. The receipt has to say it.

1. Give the program coordinator every receipt — airfare, lodging, registration, baggage, taxi or rideshare, parking.

1. The coordinator completes the T-3 Travel Expense Worksheet and sends it to the GME office.

1. GME enters the expenses in DASH, and you get an email asking you to log in to DASH and submit them.

1. Log in and submit. Nothing is paid until you do, and GME cannot do it for you.

Claims more than 120 days after the trip ends may be treated as taxable income and are reported to payroll.