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Medical Student Travel Guidelines

As we incorporate clinical learning opportunities that allow medical students to complete their training in centers of medical education around the state, medical students will be provided housing and/or reimbursed for required travel in accordance with the following guidelines:

  • Payment as described below will be provided for medical students who are required by the School of Medicine to travel to another campus (away from "home base" site) to complete mandatory learning or assessment activities (i.e. required Clerkship Rotations, OSCE, Inter-Session, Orientation, etc.).

Lodging

  • Lodging may be provided through IUSM for those medical students who travel to locations beyond a fifty (50) mile radius of the student's official "home base" site or residence, whichever is less.
  • Lodging must be pre-approved by Site Travel Coordinator at site receiving the student.
  • Overnight accommodations will be arranged and coordinated by Site Travel Coordinators in the Office of Student Affairs and/or hosting Regional Medical Campus (RMC).
  • Shared housing will be encouraged whenever possible.
  • As appropriate, student lodging will be paid upfront by hosting site.

Mileage Reimbursement

  • Mileage may be reimbursed for those medical students who travel to locations beyond a fifty (50) mile radius of the student's official "home base" site or residence, whichever is less.
  • Mileage reimbursement must be pre-approved prior to travel by "home base" site.
  • Mileage reimbursement is coordinated by "home base" RMC or Medical Student Affairs Housing/Travel Coordinator.
  • Mileage is reimbursed according to Indiana University' travel policies and via Indiana University Travel system.
  • Ride sharing will be encouraged.
  • Mileage reimbursement will be paid from student's "home base" site.

Parking

  • Site Travel Coordinator will communicate parking options to student prior to travel date.
  • As appropriate, parking will be paid upfront by hosting site.

Per Diem

  • Per Diem is not provided.
  • Per Diem exceptions must be pre-approved prior to travel by "home base" site.

Process Examples

Example 1: Student is required by school to attend event (e.g. 3rd year required clerkship, intersession) in Indy.

Guideline:

  1. RMC Travel Coordinator will communicate student name, travel date(s), and purpose for travel to Indy Travel coordinator. (Please notify Indy as soon as the need is identified!)
  2. Indy Travel Coordinator will review housing request, ask follow-up questions as-needed, setup housing and parking arrangements, and communicate approval and travel details to student and other coordinator.
  3. RMC Travel Coordinator will reimburse student mileage per guidelines.

Example 2: Student is required by school to attend rotation at RMC.

Guideline:

  1. Indy Travel Coordinator will communicate student name, travel date(s), and purpose for travel to RMC Travel coordinator.(Please notify RMC as soon as the need is identified!)
  2. RMC Travel Coordinator will review housing request, ask follow-up questions as-needed, setup housing and parking arrangements, and communicate approval and travel details to student and other coordinator.
  3. Indy Travel Coordinator will reimburse student mileage as per guidelines.

Example 3: Student elects to take a Peds rotation in Indy and home base is RMC.

Guideline: Since travel is not required by school, school is not obligated to provide housing or travel reimbursement.

Example 4: Student elects to take a Neuro rotation in FW and home base is Indy.

Guideline: Since travel is not required by school, school is not obligated to provide housing or travel reimbursement.

635 N Barnhill | Indianapolis, IN 46202 | Ph: (317) 274-1965 | Fax: (317) 274-4309