Reimbursements Policy - Penn Medicine

This policy is a supplement to the CPUP Policy on Professionally Related Expenses (PRE) for Housestaff employed by the University of Pennsylvania Health System and sets forth the program specific policy governing department/division/program support for Personal Protective equipment, Specialized Training Equipment, Required Licenses and Certifications, and Conference Travel and Reimbursement for Housestaff in the above referenced program. (Housestaff Reimbursement Policy)

Departments/Divisions will provide $1,000 per year per Resident in reimbursement for approved educational and/or academic expenses.

Covered

Non-credit education that is related to the house officer's current position (e.g. medical textbooks, journal subscriptions, in-training exam and board preparation materials)
Job-related training programs
Preparation seminars or online resources for certification exams required by program
Conference registration fees
Travel, meals, lodging costs incurred by attending or presenting at a conference
Preparation of academic/scientific poster for presentation at a conference
Medical equipment used during residency/fellowship training (Note that reimbursement for equipment may only be one time for specific item during training. (e.g. one loupe, headlamp, etc.)
Memberships to professional organizations

Not Covered

Laptop computers or tablets
Upgrades to phones or phone plans
Other electronic devices such as smartwatches or headphones
Monthly parking or public transportation costs
Memberships to organizations, societies, groups, clubs, academies unrelated to house officer's current position
Licensing fees or renewals not required by the program
Fees for exams with no educational component
Exams and prep materials for exams not required by program
Books, magazines, DVD's, online training, etc. that DO NOT offer CMEs after completion or that are not related to house officer's current position.

A Prior Authorization for Travel Form (available electronically from the departmental/division) MUST be completed and submitted to the program coordinator when submitting an abstract for acceptance for approval by the Chair, Chief, Program Director, and/or Director of Division Administration. You MUST know your funding source at this time. Failure to submit pre-trip form is at risk for denial of reimbursement.

Housestaff PRE Tipsheet

Clinical Trainee	Trainee in Research	Fellows
1K/yr education funded by DSE, no rollover	1K/yr education funded by DSE, no rollover	1K/yr education funded by DSE, no rollover
No international travel	Additional 1K/yr funded by DSE if presenting original research as an author	Additional 1K/yr funded by DSE if presenting original research as an author
Pre-authorization required	No international travel	No international travel
	Pre-authorization required	Pre-authorization required
	Additional U.S. travel to present original research as an author can be supported by nonoperational sources Permitted funding sources: grants, endowed professorships, philanthropic funds, and PI/Chief PSOM discretionary funds Not permitted funding sources: DSE budget, Division clinical revenue, Department clinical revenue or Department PSOM funds	Additional U.S. travel to present original research as an author can be supported by nonoperational sources Permitted funding sources: grants, endowed professorships, philanthropic funds, and PI/Chief PSOM discretionary funds Not permitted funding sources: DSE budget, Division clinical revenue, Department clinical revenue or Department PSOM funds