Travel Policy

Our general surgery residency program promotes and encourages academic activities. Residents are actively encouraged to partake in the various avenues of basic science, translational, clinical and educational research that lead to abstract acceptances at regional or national meetings and manuscript publication in peer-reviewed journals. The policies set forth govern residents traveling to regional or national meetings to present their research projects within the continental U.S., only. International and travel outside the continental U.S. is not permitted. These policies take into consideration the rules set forth by the American Board of Surgery.

Fifth-year residents

Chief residents will be permitted to go to one meeting (or board course) of their choice within the continental U.S. regardless of scientific presentation with an allowance of $1,500. This meeting of choice needs to be decided before July of the chief year.

• Chief residents can go to additional one additional scientific meeting during the same academic year within the continental U.S. for a full oral presentation with an allowance of $1,500.
• Time allowed for presentation at scientific meeting includes one day of travel to the meeting or course, one day of travel from the meeting or course and day or days of active presentation. Days beyond what is specified will not be reimbursed for expenses and must be approved by program director.

As per the American Board of Surgery, days taken to attend conferences should be a part of the four weeks of vacation time.

• All time taken off for attending meetings, courses and interviews must fall within the allowed time period so as to not affect the minimum 48 week per year rule of training.
• For expenses that exceed the allotted amount, the resident needs to obtain approval from mentor/faculty for assuming financial responsibility. This needs to be approved by the program director.

First- through fourth-year residents

Each resident is permitted to attend up to two regional or national meetings during an academic year within the continental U.S. for a full oral presentation with an allowance of $1,500.

• Time allowed for presentation at scientific meeting includes one day of travel to the meeting or course, one day of travel from the meeting or course and day or days of active presentation. Days beyond what is specified will not be reimbursed for expenses and must be approved by program director.

As per the American Board of Surgery, days taken to attend conferences should be a part of the four weeks of vacation time.

• All time taken off for attending meetings, courses and interviews must fall within the allowed time period so as to not affect the minimum 48 week per year rule of training.
• For expenses that exceed the allotted amount, the resident needs to obtain approval from mentor/faculty for assuming financial responsibility. This needs to be approved by the program director.

Research residents

Residents in the lab years can travel to meetings depending on the approval of the research mentor and availability of funds from the mentor.

Policies for all residents

Before submitting an abstract:

• Obtain approval from research mentor/principal investigator regarding projects to be submitted and the person assuming financial responsibility.
• Obtain approval from program director by sending abstract, name of mentor/principal investigator, name and date of conference to program director and program coordinator. program director/chair will approve abstracts based on importance of meeting and significance to the resident’s career and the program.
• Submit your abstract only after receiving approval from the program director; failure to do so may result in non-reimbursement of your expenses.

Before paying for travel:

• Fill in meeting request/travel authorization form and submit to program coordinator.
• Follow all departmental policies for travel.

* Policies are subject to change depending on the department’s annual budgetary needs and impact on the residency program.