If you are a physician partner or associate who has been invited to give a presentation of original research (either as a talk, poster format, or video) that has been published or submitted for publication as a paper or abstract, you can request expense reimbursement by following the process below.

Not all expenses are reimbursable. You need to review the information below to determine what is not eligible and what limitations you have before you submit for approval or present.

Benefits

  • 2 travel requests per calendar year (January–December), covered by Regional Quality Budget (Regional Medical Director of Quality and Clinical Analysis)
  • May be eligible for up to 3 Indirect Workdays (IW) maximum per request.* Not to exceed 6 IW maximum per calendar year.
    *IW is paid for by physician’s department (Monday–Friday only). Additional time off for the purpose of attending the remainder of the meeting is to be taken as Educational Leave if conference is on a weekend, and Vacation Leave if for personal purposes.
  • May be eligible for up to 1 to 3 night(s) lodging for out-of-state conferences, depending on travel distance and if multiple presentations are on separate dates during the same conference.
  • May be eligible for up to 1 night lodging for local conferences, depending on travel distance. If one-way distance exceeds 85 miles, one is eligible for 1 night. Please reference to the Local Conference Chart.
    -GME travel only: Additional out-of-pocket expenses outside of the approved lodging (for single presentation) or additional lodging nights for multiple presentations for the purpose of attending the remainder of the conference is dependent upon GME program budget approval.
  • Only 1 partner will be subsidized for any type of presentation.


*Indirect workdays are applied to Monday–Friday only, per SCPMG Rules. Exceptions may be made for multiple presentations on the same day or different days. Total indirect work not to exceed 6 days per year

 

Not eligible

  • Case reports
  • Moderators or conference organizers*
  • Partners emeriti
  • Residents and Fellows (see below for GME instructions)
  • Residency and Fellowship faculty (see below for GME instructions)

 

*Exceptions may be made for meetings of exceptional merit.

 

 

How to submit for approval

1. Submit at least 4 weeks prior to the conference.

For all requests related to:

  • SCPMG partners and associates NOT associated with GME (graduate medical education)
  • GME program directors, associate program directors, assistant program directors that are partners

Fill out the Travel Expense Reimbursement Request Form.  

Note: For research-related requests, be prepared to upload the invitation letter, acceptance letter, and copy of your presentation.

Residents and Fellows: Please reach out to the GME administrative team.

2. Once approved by Regional Assistant Medical Director, the submission will be sent back to requestor for local approvals by Chief and Area Medical Director (AMD).

For GME: Once approved by GME Regional Director, Designated Institutional Officer, and Regional Assistant Medical Director (Regional Leadership), the submission will be sent back to requestor for local approvals by Chief and AMD.

 

Overall process workflow

The graphic below illustrates how your request will travel through the expense reimbursement process.

graphic showing process to submit travel expanses for reimbursement

Important documents

 

 

If you have more questions, please email SCPMGMDPreAuthExpense@kp.org.  

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