SOM 2540 - Student Research Travel Reimbursement

Authorizing Body:

OUWB Office of Research

Date Issued:

September 30, 2026

Last Update:

September 30, 2026

Last Review:

September 30, 2026

Rationale:

OUWB students are encouraged to present their OUWB-approved research at conferences.

Scope and Applicability:

All students enrolled in the School of Medicine.

Standard Practice Guideline:

1. All students currently enrolled in OUWB are eligible to request travel support for presentation of research at conferences in the continental United States.
2. Travel authorization must be approved. Travel approval does not guarantee reimbursement.  
3. Travel will not be reimbursed for presentation of case reports.
4. Students who are accepted to present OUWB-approved research are eligible to apply for support to offset costs of registration and travel for one meeting per academic year with reimbursement limited to $1,000/year. The OUWB Office of Research reserves the right to adjust funding amounts based on location and/or duration of the conference. Support may be limited by the availability of funds.

Procedures:

1. To be considered for travel support, students must complete the OUWB Medical Student Travel Authorization Form which requires submission of the title of the presentation, all authors and affiliations, a copy of the abstract and/or poster that will be presented, and documentation of conference acceptance. An OUWB-faculty mentor or co-mentor must approve the presentation and serve as co-author according to the OUWB authorship policy.

2. The following criteria must be met:

• The research must have been conducted while the student was enrolled in OUWB.
• Travel support is only available while students are enrolled in OUWB. Travel authorization and reimbursement are not available to individuals on leave of absence (LOA).
• Embark projects receive the highest priority.
• Non-Embark projects must be registered in the OUWB Student Extracurricular Research Project Reporting Form  and the research must have been  conducted at OUWB, OU, and/or CH.
• The student must be the first or presenting author.
• Only one student per abstract/poster/presentation may receive travel support.
• The project must have received appropriate compliance committee review and approval (e.g., OU or CH IRB or IACUC).
• The same research study will not be supported if previously presented at an external conference.

3. Upon returning from the conference, itemized receipts for all requested reimbursement must be uploaded to the student travel receipts drop box form located on the OUWB Critical Documents webpage. Receipts must be uploaded within 30 days of the meeting. Items that are reimbursable include:

• Conference registration
• Hotel
• Transportation (i.e., airfare, train, rideshare, or taxi)
• Personal vehicle mileage (documented via Google Maps, etc.)
• Parking
• Meals at accepted per diem rates; alcoholic beverages are not covered. Per diem rates are prorated when a meal has been provided as a part of a conference. 

If funds are available, research travel support will be processed as a financial aid award. 

Definitions:

OUWB defines research as a systematic investigation designed to develop or contribute to generalizable knowledge by collecting, analyzing, and interpreting data to answer questions, test hypotheses, meet objectives, and/or solve problems.

Related Policies and Forms:

OU Policy 1200 – Travel
Authorship
OUWB Medical Student Travel Authorization Form
OUWB Research Project Registration Form
Student Travel Receipts Drop Box Form

Appendix:

N/A