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SPHTM SGA Virtual Conference Reimbursement

DUE TO COVID-19, the fall 2020 semester and/or until Tulane University lifts restrictions prohibiting non-essential domestic and international travel, only virtual conference registration fees are eligible for reimbursement.

Each academic year the SGA allocates funds to support SPHTM students’ attendance to approved public health related conferences (please note: due to the limitation on funds, workshops and classes are not covered; email the SPHTM SGA treasurer, sgatreas@tulane.edu with any questions). Conference fund requests will be reviewed by the SGA Executive Board and subject to approval of the SPHTM Student Affairs team.

Students may apply for one conference reimbursement per fiscal year (July 1 – June 30) and funds will be considered throughout the year until the budgeted funds are allocated. Students are encouraged to apply for conference funds as early as possible to ensure that funds remain in the SGA conference reimbursement budget. Attendance to the conference must occur within the fiscal year and must be completed prior to a student’s graduation. Due to current university restrictions on travel and related funding, SGA is unable to reimburse any costs related to in-person attendance to conferences – this includes registration fees, hotel, and airfare costs for anyone attending an in-person conference.

In the fall 2020 semester and/or until Tulane University lifts restrictions prohibiting non-essential domestic and international travel, students who virtually attend approved public health related conferences are eligible to receive at maximum $250.00 in reimbursements towards only the virtual conference registration fee.

There will be an additional $100.00 available to students who have been selected to virtually present at the approved public health conference being attended. Your invite letter/notification-to-present should be emailed to sgatreas@tulane.edu when doing the pre-conference application. You will be required to present your findings back to the SPHTM student body at the next SGA general body meeting to receive this additional amount. This additional amount is intended to help offset any additional costs that comes with presenting (poster printing, etc.- receipts required), therefore, presenters are eligible for a maximum of $350.00 in reimbursements.

Before Attending (Pre-Conference):
Please fill out the SPHTM SGA Pre-Conference Application at least two weeks prior to attending. With respect to this conference, be sure to detail all other conference funds that you have applied for reimbursement (GSSA, your department, as well as any outside funding options). Once you submit your application, you’ll receive an email confirmation within 48 hours. Deadlines must be adhered to (see below).

While Attending: 
While attending the conference, you must collect necessary documentation for eventual submission of Post-Conference forms. This documentation MUST include:  

  • 3 photos of yourself on the Zoom conference at 3 DIFFERENT sessions
  • A Description of an ADDITIONAL 2 sessions and 2-3 bullet points of what you learned from them (these cannot be the same sessions at which you took photos)
  • A conference name tag (if provided)

After Attending (Post-Conference):
Fill out the Request for Expense Reimbursement form*, within 30 days of conference virtually attended, attaching proof of payment and proof of conference attendance (photos, name tag, description of sessions with bullet points) and documentation for any other sources of funding received or applied for. For presenters applying for the additional $100.00:  please wait to submit your post-conference reimbursement until AFTER you present to the SPHTM SGA student body and within 30 days of the virtual conference attended.  Also, please remember to include required receipts, up to $100, for presenter costs.

*On the Request for Expense Reimbursement form it is suggested to have your check mailed to you.  If you select to pick up your check, you must pick it up from the LBC on the uptown campus (they don’t notify you when it is ready and students tend to forget to pick it up).

Submit all post-conference documentation electronically to the SPHTM SGA Treasurer, sgatreas@tulane.edu.

Deadlines:
Pre-Conference: The SPHTM SGA Pre-Conference Application with any required documentation is due at least two weeks before the virtual conference you are attending.
Post-Conference: The Request for Expense Reimbursement form is due within 30 days after the virtual conference you are attending. For presenters applying for the additional $100.00:  please wait to submit your post-conference reimbursement until AFTER you present to the SPHTM SGA student body and within 30 days of virtual conference attended. Also, remember to include required receipts, up to $100, for presenter costs. Submit all post-conference documentation electronically to the SPHTM SGA Treasurer, sgatreas@tulane.edu.
PLEASE NOTE: All forms need to be submitted with required documentation by the deadlines. Forms will not be honored if special arrangements have not been made prior to the deadlines.  Contact the SPHTM SGA Treasurer at sgatreas@tulane.edu to make those arrangements and for any further questions not addressed here.

Additional Funding Sources:
If you are looking for additional sources of funding, please contact your department for any reimbursement options available.

Checklist:
•    Before Attending: Fill out the SPHTM SGA Pre-Conference Application at least 2 weeks before virtual conference.
•    If the Pre-Conference Application is approved proceed to the next section.
•    After Attending: Fill out the Request for Expense Reimbursement form within 30 days after the virtual conference you are attending. Be sure to attach conference registration receipt and proof of conference attendance (badge, pictures, etc.). For presenters applying for the additional $100.00:  please wait to submit your post-conference reimbursement until AFTER you present to the SPHTM SGA student body and within 30 days of virtual conference attended. Also, remember to include required receipts, up to $100, for presenter costs. Submit all post-conference documentation electronically to the SPHTM SGA Treasurer, sgatreas@tulane.edu.