Academic expenses (book fund) and conference stipends
All housestaff are eligible for reimbursement of up to $600.00 per academic year (July to June) for qualified academic expenses. Additionally, up to $600.00 is available to senior residents and fellows for reimbursement of conference expenses. These benefits are available to residents on both NYU and Bellevue payrolls, however there are some differences. Below are some frequently asked questions about book fund and conference reimbursements. Please also refer to the websites and offices listed below, since these benefits are subject to change.

What items can be reimbursed as academic expenses? Applicable for both NYU and Bellevue Hospital payrolls are:

• Medical Books
• Medical Audio or Video Tapes
• Medical Compact Discs
  

• Work-Related Medical Equipment **Personal digital assistants (PDAs or "Palm Pilots") are work-related medical equipment and reimbursable. (**Items that can be used only for work/medical purposes, such as the Pocket PDR®, are reimbursable. Items, other than PDAs, that can be used generally, that is either for work/medical purposes, or personal/non-work purposes, such as computers, cameras, or most software, are not reimbursable).
• Dues for Medical Specialty Societies
• Subscriptions for Medical Specialty Journals
• Medical License Application Fees
• Medical License Examination Fees
• Specialty Board Examination Fees

What are the differences between NYU and Bellevue Hospital payroll academic expenses (book fund) and conference reimbursements?
The academic expense reimbursement is distributed per quarter year on Bellevue payroll, while it is distributed per year while on NYU payroll. This means that you can only claim $150 during the first 3 months on Bellevue hospital payroll, while you can claim the full $600 the first day of an academic year on the NYU payroll. By the end of the year, you will still be able to claim the full $600 on both payrolls. Another difference is carry-over of the benefits. Reimbursements from Bellevue payroll can be carried over into the next year reimbursements from the NYU payroll cannot. This means that you could wait until you are on your second year on Bellevue payroll and then claim up to $1200 for purchases made during your second year, whereas if you don't spend the $600 during the first year on the NYU payroll, it is lost. For both systems, purchases must be made while on the payroll to which they are being submitted.

Both Bellevue and NYU payrolls offer $600 reimbursement for conference expenses to residents either in their last or second to last year of residency (the benefit can only be claimed once). Additionally, both payrolls offer the benefit to fellows and chief residents; however, NYU stipulates that the benefit is only offered to chief residents in programs that require an extra year, such as medicine and pediatrics, while Bellevue does not make a distinction. This is probably not a big difference, since the benefit is available to residents in their last or second to last year of residency on NYU and Bellevue payroll, whether you are chief resident or not.

How do I request academic expense (book fund) reimbursement when on NYU payroll?
The process for reimbursement while on NYU payroll is described in detail at: http://www.med.nyu.edu/housestaff/PDguide/public/StipendReqProcess_Form.htm. Request forms can be downloaded from: http://www.med.nyu.edu/housestaff/PDguide/public/THStipendprocessform.pdf.

These request forms should be filled out and given to your program’s Residency Coordinator along with corresponding original receipts. Make a copy of the receipts and forms for your own records. These forms will then be submitted by the program director to payroll once a month.

How do I request academic expense (book fund) reimbursement when on Bellevue payroll?
The process for reimbursement while on Bellevue payroll is described in detail at: http://cirseiu.org/benefits/nygovernment/pep.cfm.

Make sure your current enrollment card is on file at the Benefits Office (see below for contact info). Fill out a request form, which can be downloaded from http://www.cirseiu.org, picked up from the benefits office or requested by email. Submit completed forms with original detailed receipts to the benefits office. Make copies of the receipts and forms for your own records. The claims must be filed within one year of the purchase.

Committee of Interns and Residents Professional Education Plan Benefits Office:
CIR-PEP
520 Eighth Ave.
Suite 1200
New York , NY 10018
Phone: (212) 356-8180
Fax: (212) 356-8181
Email: benefits@cirseiu.org

Who is eligible for conference reimbursement?
A $600.00 conference reimbursement benefit is eligible for residents on NYU or Bellevue payroll who are:

• in their last or second to last year of training (benefit can only be claimed once)
• fellows in subspecialty training programs

The benefit is also available to chief residents, however NYU stipulates that the chief resident must be an “extra year chief resident” such as is the case in medicine and pediatrics, while Bellevue does not make the distinction. As mentioned above, this probably does not make much difference since the benefit is offered to residents on both payrolls who are in their last or second to last year of residency, whether you are a chief resident or not.

What are eligible conference reimbursement expenses?
Conference registration, related travel, lodging, and meals for conferences are reimbursable on both NYU and Bellevue payrolls.

How do I request a conference reimbursement on NYU payroll?
This benefit is applied for in the same way as the NYU payroll book reimbursement described above (same form as above).
http://www.med.nyu.edu/housestaff/PDguide/public/THStipendprocessform.pdf

How do I request a conference reimbursement on Bellevue payroll?
Detailed information of the conference benefit can be found at: http://cirseiu.org/benefits/nygovernment/hsbp.cfm.

The conference must be approved by the chairman of your department (the chairman must sign the claim form). Reimbursement must be requested within 12 months of the conference. The following must be submitted to the House Staff Benefits Plan (address below) for reimbursement:

• Original receipts of expenses - copies are not accepted * for conferences away from home, receipts are not required meals less than $5 for breakfast, $10 for lunch and $15 for dinner)
• Copy of proof or registration of conference (registration receipt or CME proof of attendance).
• Conference program or agendas (copy is acceptable)
• Completed claim form, (can be downloaded at: http://cirseiu.org/benefits/nygovernment/hsbp.cfm)

Copies of forms and receipts should be kept for your own records.
House Staff Benefits Plan
520 Eighth Ave.
Suite 1200
New York , NY 10018
Phone: (212) 356-8180
Fax: (212) 356-8181
Email: benefits@cirseiu.org