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BOOK AND CONFERENCE STIPEND
REIMBURSEMENT POLICY

I.     Preamble

The Book and Conference Stipends were instituted to help offset expenses incurred during the trainees Academic Year (July 1st thru June 30th) by House Staff in relation to purchase of medical equipment or Conference presentation/attendance. House Staff Officers who are assigned to an HJD, VA or Tisch Hospital pay line are eligible for one or both of these stipends. Eligibility begins with the date training begins and the stipend amounts are non accruable. House Staff Officers in non-ACGME programs not funded by a Hospital pay line or whose salary is 100% funded by a grant, are not eligible for these stipends.

II.    Definitions

1. ACGME – Accreditation Council for Graduate Medical Education

1. HSAO – House Staff Affairs Office

III.  Policy

NYU HOSPITALS CENTER STIPEND PROCESS:

1. Book Stipend
1. Eligibility – All House Staff Officers assigned to a HJD, VA or Tisch Hospital pay line.
2. Reimbursement – Up to $600.00 per academic year for qualified academic expenses:
1. Medical Books
2. Medical Audio or Video Tapes
3. Medical Compact Discs
4. Work-Related Medical Equipment
1. Personal digital assistants (PDAs or "Palm Pilots") are work-related medical equipment and reimbursable.
2. Items that can be used only for work/medical purposes, such as the Pocket PDR®, are reimbursable.
3. 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.
5. Dues for Medical Specialty Societies
6. Subscriptions for Medical Specialty Journals
7. Medical License Application Fees
8. Medical License Examination Fees
9. Specialty Board Examination Fees

1. Conference Stipend
1. Eligibility
1. All residents to be used anytime during their residency
2. Extra Year Chief Residents who have finished their basic residency
3. Fellows in subspecialty training programs
2. Reimbursement
1. $1,000.00 maximum benefit during basic residency
2. $1,000.00 maximum each year for Fellows or Extra Year Chiefs.

NYU HOSPITALS CENTER REIMBUIRSEMENT PROCESS:

A.   HJD, VA and Tisch Hospital

1. To apply for reimbursement, House Staff Officers should complete the NYU Hospitals Center Book & Conference Reimbursement Form. This form is to be submitted to the Program's Residency Coordinator with the corresponding original receipts. (House Staff Officer, be sure to provide your mailing address on the form.)
2. As requests are reviewed by the department, the Residency Coordinator then enters/updates the data on either the Book Stipend Tracking spreadsheet or the Conference Stipend Tracking spreadsheet, which lists, by program the roster for those eligible for the Book and Conference stipends respectively. These spreadsheets should be saved and submitted electronically (attached as an email) on a monthly basis to: Accounts Payable (click link to send email)
1. Each month the total amount submitted per individual is entered on the appropriate spreadsheet (book or conference). That amount should be subtracted from available balance column until the remaining balance is zero. The spreadsheet is forwarded to the email address above (click Accounts Payable link above to send email) once per month, unless there are no reimbursement requests for your program that month.

b.   Program Coordinators may not add individuals to this roster. Contact the House Staff Affairs Office if any individual is missing from the spreadsheet.

1. House Staff Officers should contact your Program Coordinator or House Staff Affairs Office (click link to send email) if you have questions.

BELLEVUE HOSPITAL CENTER STIPEND AND REIMBURSEMENT PROCESS

• House Staff on Bellevue Hospital are part of the Health and Hospitals Corporation (HHC) and are eligible for the Book and Conference Fund through their membership with Committee of Interns & Residents (CIR). (Click link for listing of provided benefits.)
• To apply for reimbursement for the HCC Professional Education Plan (PEP), House Staff Officers should complete the PEP Reimbursement Form .
• To apply for reimbursement for the HHC Conference Fund, House Staff Officers should complete the Conference Expense Reimbursement Form.