The Medical Alumni Foundation (MAF) assists Norton College of Medicine medical and MPH students with expenses incurred by attending or presenting at medical seminars, conferences, missions trips or other medical or academically related events during their tenure at the Alan and Marlene Norton College of Medicine at Upstate Medical University. Each student is eligible for reimbursement up to $300 per calendar year (January 1 - December 31). *Please note that receipts and proof of attendance must be submitted within 60 days after the conference/event, and reimbursement pertains to expenses incurred within that calendar year. See the application below for complete guidelines.
General Guidelines:
- Each request is subject to the approval of the Medical Alumni Foundation.
- Applications should be submitted after the event.
- Reimbursements are only granted for expenses incurred by attending or presenting at medical seminars, conferences, missions trips, etc. Contact the Medical Alumni office at (315) 464-4361 or at edgertoe@upstate.edu with any questions.
- Proof of attendance is required. Please note that a conference registration receipt or research paper/poster acceptance is not acceptable as proof of actual attendance. You may submit photos, conference badge, certificate of completion etc as proof of attendance. Your conference organizer may be able to provide written confirmation of your attendance.
- Receipts must accompany application. Please make sure that receipts show the amount paid and that screenshots show this information. Use of credit card and bank statements as proof of expenses is discouraged and may delay your reimbursement.
- Reimbursements will not cover additional expenses such as snacks, alcohol and meals for other students. (Please review the back of the application for information on maximum allowable reimbursement for meals.)
- Reimbursements are for your out-of-pocket expenses only (we cannot reimburse you for the value of any frequent flyer miles or hotel points used).
- Virtual conferences are eligible for reimbursement. Contact edgertoe@upstate.edu for more information on documentation requirements.
- Reimbursements are granted to individual student travelers. Members of a group traveling to a conference must submit their own individual applications for reimbursement.
- Abstract submission fees to a future conference that you plan to attend can be reimbursed - contact edgertoe@upstate.edu for details. Reimbursement will count against your annual $300 travel allowance.
- Travel taken during a leave of absence cannot be reimbursed.
See our Travel Reimbursements FAQ for answers to common questions about deadlines, allowable expenses, proof of attendance, receipts and cost sharing. You may also e-mail your paperwork to edgertoe@upstate.edu. Please be sure that any images are less than 1MB in file size.
Contact us at (315) 464-4361 or medalum@upstate.edu with any questions you may have.