Policy Number: EC.02.01.200303
Applies to: Medical students in 3rd and 4th years fulfilling required clinical experiences for graduation.
Date: 08/14/2024
1.0 Policy Statement
It is the Elson S. Floyd College of Medicine policy to allow the reimbursement of travel and accommodation expenses for medical students participating in necessary clinical experiences at designated sites located either more than 45 miles away from their assigned regional medical campus or taking more than 1.5 hours of typical travel time one way during clerkships in the 3rd and 4th years. Reimbursements are contingent upon the completion of Spend Authorization and Expense Report submissions.
2.0 Definitions
Appropriate Site
The site must have an Elson S. Floyd College of Medicine affiliated clinical facility, as well as at least one College of Medicine faculty member willing and available to precept the student while in the clerkship.
Travel
Moving from one place to another.
Commuting
Traveling from the assigned clinical campus to the assigned location, point- to-point, which is usually on-a-daily basis, without an overnight stay.
Philanthropy
An act or gift done for humanitarian purposes.
Required Experience
A clerkship or clinical campus week that must be completed for graduation from the MD program and may not be available at the student’s assigned clinical community.
Medically Underserved via HRSA
Areas and populations with a: lack of access to primary care services, high infant mortality, high poverty, or high elderly cohort.
3.0 Responsibility
Senior Director of Finance and Operations.
4.0 Procedures
Associate Deans for Clinical Education approve the appropriateness of the learning experience site from the list of Approved Rotation Sites for the assigned clinical campus.
Many clinical rotations require students to commute between multiple clinical sites, between didactic teaching sites and clinical training sites, and between residences and clinical facilities. It is the student’s responsibility to identify all site-specific transportation requirements before the clinical experience begins. Written prior approval must be documented on a Spend Authorization in Workday for the travel situations listed below. Upon completion of the approved experience, the Expense Report is to be submitted for reimbursement.
Philanthropic Funding
Students may need to travel and stay in communities at a distance from their assigned clinical campus to fulfill requirements for graduation.
The Elson S. Floyd College of Medicine provides support, in approved situations described here, using funds legally usable for this purpose through philanthropy. The reimbursement parameters in this policy align with the WSU student travel policy limits set by the state legislature. Guidance on understanding the criteria for reimbursement is through the Associate Deans for Clinical Education and the Senior Director of Finance and Operations.
State Funding Support if Approved
- Mileage to/from a required rural clinical site located more than 45 miles or greater than 1.5 hours one way during typical travel time from the assigned regional medical campus or residence, whichever is closer. The reimbursement rate of $0.35 per mile will be used to calculate the amount for mileage.
- In instances where a student needs to commute beyond 45 miles or surpass 1.5 hours of travel time one way to reach a clinical site, the College of Medicine provides reimbursement for overnight lodging at the Washington state lodging rate applicable in that county.
- When inclement weather makes driving unsafe, the College of Medicine reimburses overnight lodging at the WA state lodging rate in the respective county.
- Rental Cars are permissible, if they meet policy requirements, see WSU Business Policies and Procedure Manual 95.12.
Items a. through d. are the only expenses ESFCOM reimburses related to travel. Meals, trailers, bicycles, skis, repairs to personal vehicles, traffic tickets, towing charges and any other expenses not specified in this policy as reimbursable are the student’s responsibility.
5.0 Related Policies
WSU Business Policies and Procedure Manual, 95.06.1 through 95.20
6.0 Key Search Words
Travel, reimbursement, approvals
7.0 Revision/Review History
Original Approval: 03/03/2020
Policy Number: EC.02.01.200303
Review/Revision: 05/07/2024, 06/04/2024, 08/14/2024