Standard Operating Procedure to Support for Residents Presenting Scholarly Work

Applies to: Residents, Core Faculty

Key Words: Scholarship, Conference, Presentation, Publication

Responsible: Residency Program Director

Purpose: This procedure provides guidelines on presenting scholarly work and the financial
support of residents that publish or present their work. The scope includes conference poster
presentations, podium presentations, and journal article submissions. Not included in this
procedure is additional resident educational provisions such a CME and educational stipends
that do not meet the criteria as specified for scholarly presentations.

Procedure

Support for Presentation of Scholarly Work – Residents

• Identification and tracking
  • Scholarly work must be identified in early stages and program must keep a record of items in the pipeline. Progress should be tracked by the program and reviewed as part of the semi-annual evaluation.
• Presentation and publication
  • Projects should be encouraged and considered for local or national presentation with presentation goals be identified as to where and how the work is presented.
  • Submission for publication or presentation must be reviewed and approved by the chair of the program Research and Scholarly Activity Committee or Program Director.
  • If an abstract is submitted for publication, the journal should be checked by a WSU librarian for efficacy and to avoid “predator” journals.
  • All presentations should utilize WSU College of Medicine branding standards. Poster and presentation templates are available in New Innovations or MedHub.

• Funding and support of publications and conference presentations
  • If accepted for presentation, all travel must follow WSU policies and must be pre-approved. All requests must be pre-approved by the Program Director.
  • Poster presentation
    • If a poster is accepted for presentation, conference registration and travel for the first author is only permissible.
    • Posters must use WSU branding / templates. Cost of printing and poster packaging is covered by WSU.
  • Podium or workshop presentation
    • If a proposal for a podium presentation or workshop is accepted, up to two co-presenters may present with conference registration and travel supported.
  • Presentation of scholarly work will be supported up to $1,500 in expenses per resident per year. If conference attendance requires more than 3 days away from the program or during a critically required rotation, additional justification to attend is needed and must be pre-approved by the Program Director.
    • Expenses for presentation and publication of scholarly work is supported as the annual budget permits. Requests may be denied if funding is not available.
    • For expenses that exceed the $1,500, residents may choose to use any of their available Education Allowance funds to cover the extra costs. Residents must be in “good standing” to be eligible for conference attendance and publication to present scholarly work.
• Funding and resources for conference attendance if not presenting scholarly work is per the Education Allowance policy.

Process for requesting time and funding for conference attendance once accepted for presentation.

• Following notice of presentation acceptance, resident notifies the program within 7 days of acceptance using this travel request form. This form should include information about travel and time away. A template for use by programs is available from the GME Office.
  • Type of presentation, presentation title, and presenters
  • Conference dates, travel dates, conference location and conference brochure
  • Total time away (including travel) and scheduled rotation while during conference
  • Anticipated travel needs and costs
  • Special travel requests if applicable.
• If approved to attend conference by the Program Director, then:
  • A spend authorization will be submitted in Workday for budgeting and pre-approval of the expenses by the program administrator or coordinator. The spend authorization is an estimate of travel and conference costs. Spend authorization information must be submitted to the program administrator or coordinator at least 4 weeks prior to travel. Once the spend authorization is created, the presenter must approve his/her own spend authorization in Workday. Following approval of the spend authorization:
    • Conference registration can be paid using the GME Office procurement credit card. The program administrator/coordinator will submit via the Asana purchase process a request to use the GME Office P-Card and will include the Spend Authorization number and registration information. A member of the GME Office will arrange for registration and payment if sufficient information is provided to register the presenter, or a member of the GME Office will reach out to the presenter to assist with registration payment.
    • Airline reservations and car rental reservations
      • WSU requires use of the travel agency called Travel Leaders. They must be used for airfare. If Travel Leaders is not used for booking air travel, the presenter must still request a quote for cost comparison purposes from Travel Leaders. Please note, WSU may only approve the presenter for air travel up to the cost of the quote provided by Travel Leaders.
      • An approved spend authorization is required to book a flight. Provide Travel Leaders with the spend authorization number when contacting them about airfare needs.
      • Contacting Travel Leaders to book a flight and car reservations:
        • Olevia Kautzman (WSU Travel Agent)
        • Olevia’s office hours are 9am – 4pm Pacific Time, Monday through Friday.
        • Email: okautzman@ytc.com
        • Direct Line: (509)232-1757
      • Provide dates of travel and preferred times of travel if needed (e.g. prefer to fly on 7/6 before 10:00am).
      • Optional – provide frequent flyer number and TSA Pre-Check number for reservation.
      • Travel Leaders will provide flight options to choose from. Presenter should respond with the preferred flights to continue with booking flight.
      • Airfare is direct billed to WSU.
      • The itinerary and receipt emailed from Travel Leaders should be uploaded into your receipts folder.
    • Conference attendee is responsible for using their personal credit card to reserve a hotel, car rental, and other travel expenses. These expenses are eligible for reimbursement and should be uploaded into their receipts folder.
      • For ground transportation, public transportation, rideshare, taxi, car rental, and personal vehicle are all options.
        • Personal vehicle mileage is reimbursed at the approved per mile rate. A map showing mileage must be submitted with reimbursement request. Use of a personal vehicle may be reimbursed up to the cost of using a car rental.
        • Car rental should be used if cheaper than using personal vehicle, and the vehicle must be reserved using Enterprise or National using the WSU corporate rate.
          • Travel Leaders can assist with the reservation, or it can be made with Enterprise or National using the corporate code.
      • Following conference attendance, eligible expenses are reimbursed up to the allowable amount.
        • Upload receipts into Travel Folder within a week of traveling and notify program admin that they are there and ready to process.
          • Upload each receipt individually as a PDF
          • Label the receipt in a way that it’s easy to identify what it was for e.g. Uber to airport, Airport parking, Uber to conference, hotel, rental car, etc.
          • Receipts must be itemized and detailed.
          • Receipts for meals are not required.
          • Hotel receipts must be final receipts (not a booking estimate). It should be the receipt you receive after your stay.
        • An expense report will be created for the presenter in Workday by the Program Administrator or Coordinator. The presenter must review and approve the expense report in Workday. Delay in approving the expense report in Workday will result in a delay in reimbursement.
        • Once fully approved, the allowable expenses up to the approved amount will be paid to the presenter via direct deposit per the direct deposit information in Workday.

Date Created: March 24, 2023
Revised: September 10, 2024