Department of Otolaryngology: Policy on Travel & Educational Fund Policy

Unit Policy

Title

Department of Otolaryngology: Policy on Travel & Educational Fund Policy

Introduction

Purpose

To outline allowable usage of department provided professional development and educational funds for the given fiscal year.

Scope

Applicable to all individuals receiving departmental allowance, including faculty, APP’s, fellows, residents, and ACA.

Policy

Policy Statement

The intent of this policy is to ensure appropriate use of departmental funds for their intended use to further the departmental mission; this policy is subject to change each FY

  • For all travel: Department will pay for airfare and meeting registration prior to travel; receipts submitted after travel should be limited to taxi (Uber, Lyft, etc.) receipts and hotel receipts; meals will be on a per diem basis. All of these expenses count against faculty allowance/stipend expense.
  • For all Equipment/Supplies/Computers: Items in these categories purchased with Departmental funds are departmental property. If a Department member leaves Department employment, these items must be submitted to the Department.

A. Faculty with Professorships (Clinical and Research)

  1. Travel must be approved by the Chair or the Chair’s designee.
    1. Expense for travel that is not approved prior to travel may be the responsibility of the faculty member.
  2. Travel (and allowance expenses) should be supported by Professorship funds for the current Fiscal Year per budget amendments.
  3. Dues, memberships, subscriptions, etc. should be supported by Professorship funds for the current Fiscal Year per budget amendments.
  4. Subject to other University policies, there is no time restriction for academic travel, however, faculty should be mindful of impact on clinical revenue.
  5. Travel may be for humanitarian activity. If expenses exceed available funds, the faculty member may be responsible for any spending above available funds.

B. Faculty without Professorships (Clinical)

  1. Travel must be approved by the Chair or the Chair’s designee.
    1. Travel that is not approved prior to travel may not be covered and may be the responsibility of the faculty member.
  2. A stipend will be provided for coverage of dues/membership/personal supplies/subscriptions/travel/etc.
    1. The stipend for FY23 (July 1, 2022 – June 30, 2023) is $7,500. This may change each fiscal year.
  3. This section (B) is applicable to all faculty ranks.
  4. This section (B) does not apply to fellows.
  5. Funds may be used for travel or support of humanitarian activity.
  6. Funds may be used to support the travel expenses of medical students, residents, and fellows presenting at recognized meetings.
  7. Subject to other University policies, there is no time restriction for academic travel. Faculty should be mindful of:
    1. impact on clinical revenue.
    2. Length of travel must be approved (see B-a above).
  8. If total expenses exceed $7,500, the faculty member may be responsible for any spending above $7,500.
  9. “Training Courses” that are deemed of exceptional value to the mission of the Department of Otolaryngology/Head and Neck Surgery may be covered outside the $7,500 limits detailed above at the discretion of the Chair.

C. Otolaryngology Clinical Fellows (employed, not visiting)

  1. Travel must be approved by the Fellowship Director and Chair or the Chair’s designee.
    1. Travel that is not approved prior to travel may not be covered and may be the responsibility of the clinical fellow.
  2. A stipend will be provided for coverage of dues/membership/personal/supplies/subscriptions/travel/etc.         
    1. The stipend for FY23 (July 1, 2022 – June 30, 2023) is $2,500. This may  change each fiscal year.
  3. Funds may be used for travel or support of humanitarian activity.
  4. If expenses exceed $2,500, the fellow must identify a funding source member or may be responsible for any spending above $2,500.

D. Practice Providers (APPs) and Esthetician

  1. Travel must be approved by the Division Chief and Chair or the Chair’s designee.
    1.  Travel that is not approved prior to travel may not be covered and may be the responsibility of the APP/Esthetician.
  2. A stipend will be provided for coverage of dues/membership /personal supplies/subscriptions/travel/etc.
    1. The stipend for FY23 (July 1, 2022 – June 30, 2023) is $3,500. This may change each fiscal year.
  3. Funds may be used for travel or support of humanitarian activity.
  4. If expenses exceed $3,500, the APP/Esthetician must identify a funding source member or may be responsible for any spending above $3,500.

E. Residents

  1. Travel must be approved by Residency Program Director (PD) or their designee at least 3 months in advance of travel.
    1. If travel is not approved within this timeframe, funding is not guaranteed.
    2. Funding for travel for oral presentations, poster presentations, or PGY5s (PGY7s for T32 residents) (sections Db, Dc, Dd) will depend on resident staffing levels, prominence of the meeting and research presented, length of meeting, impact of the meeting for the resident or Department, and location of the meeting.
    3. Travel may be time limited to less than the length of the conference.
    4. Total costs covered will not exceed $1,500 per meeting unless otherwise approved.
  2. Residents selected for oral presentations at recognized meetings are eligible for travel funds.
  3. Residents selected for poster presentations at recognized meetings are eligible for travel funds.
    1. If the resident is the first author or major contributor to the poster
    2. Maximum of $500.
  4. PGY5s (PGY7s for T32 residents) are eligible for travel funds to attend either the Annual Meeting of the AAO HNSF or an alternate APPROVED academic or a professional development meeting.
  5. The PGY5 resident may present at the meeting, but presentation is not required.
  6. Costs eligible for coverage include:
    1. Conference registration and fees.
    2. Coach class airfare purchased at least 21 days in advance of travel.
    3. Hotel for the duration of the meeting (sharing of hotel rooms is encouraged).
  7. Total costs covered will not exceed $1,500.
  8. We strive to continue supporting educational courses for different PGY level residents at the discretion of the PD and Department Chair.

F. Students

  1. Undergraduate and medical students are eligible for travel funds.
  2. Travel must be approved by the medical student educational leaders and the Chair or their designee.
  3. Undergraduate and medical students presenting a poster as first author are eligible for travel funds.
    1. Maximum $500 from Departmental funds.
    2. Additional funds may be contributed from grant or faculty funding sources at the senior author faculty member’s discretion.
  4. Undergraduate and medical students selected for oral presentations are eligible for travel funds.
    1. Maximum $500.
    2. Additional funds may be contributed from grant or faculty funding sources at the senior author faculty member’s discretion.

G. Graduate students and post-doctoral fellows

  1. Graduate students and post-doctoral fellows are eligible for travel funds through grant or other funds available through the principal investigator.

Contact Information

Name:   Dana M. Clifton – Associate Chair for Administration

Email: Dana_Clifton@med.unc.edu

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