Procedure for Student Reimbursements, Travel Reimbursements, and Conference Approval from the Office of Medical Student Affairs, Johns Hopkins School of Medicine
During your time here at Johns Hopkins School of Medicine, there may be several opportunities for you to be reimbursed for expenses you incur in support of student group activities, community service activities, attendance at regional or national meetings of student groups, etc. This is a guideline to help you with this process.
Step 1: Get approval before spending any money!
For student group activities that require additional funding from the Office of Medical Student Affairs, please prepare an appropriate budget (with explanation of costs) and forward to Dr. Barry Solomon or Dr. Shari Lawson (dependent upon your funding source) and copy Robin Lenzo. A face-to-face meeting may also be required. After careful review of your proposed budget, Dr. Solomon or Dr. Lawson (dependent upon funding source) will notify your group of your approved amount. All original receipts should be submitted to Robin Lenzo (see Steps 2 & 3). Please understand that we can only reimburse expenses and cannot provide funds in advance of expenditures.
Step 2: Get your information together!
All requests for reimbursement must be accompanied by an original receipt that shows the amount of money you paid for the item. Travel costs are often incurred through on-line services. Please be sure to keep the e-mail receipts that the airline, hotel, rental car company, etc. send to you, not just your confirmation notices. We will also need a copy of your bank statement showing payment. Accounts Payable requires original receipts and bank statements (when applicable) in order to approve your request for reimbursement.
If you have one or several "small" receipt(s) (i.e., receipt(s) for supplies from a retail store, taxi receipts, train tickets, etc.), please tape them to an 8.5 X 11 piece of paper with your name and current address listed at the bottom. Please do not staple the receipts. Our office scans the receipts to Accounts Payable, so this preparation is necessary to feed the receipts through the scanner.
Please complete the following forms and attach your original receipts:
- Student Reimbursement Form
- Conference Approval Form (this form must be completed if you are attending a conference to present your work - department approval required with a budget number)
Step 3: Bring your information to the Office of Medical Student Affairs!
Since we are required to take original receipts, we will not accept electronic copies of your receipts. Please bring all receipts and other necessary documentation to the Office of Medical Student Affairs. The information will be verified by the Office of Medical Student Affairs and we will begin the process of submitting your reimbursement request. The check will be mailed to your home address. Please allow 4 – 6 weeks for this process. Please note, there are peak seasons throughout the year where this process may take longer.
If you have any questions, please contact Robin Lenzo at 410-955-3416 or you can email firstname.lastname@example.org. Please note, the email account is only for inquiries. We will not accept receipts or forms over this email. Thank you!