Meeting Attendance and Funding
Additional academic meeting attendance beyond AAD and MO Derm are allowed for 2nd and/or 3rd year residents, which address their unique academic interests.
Residents must notify Program Director and Associate PD if planning to submit a project to present before applying***.***
Time off policy:
Residents are allowed a maximum of 8 meeting/conference days (not inclusive of AAD and MO Derm) which can be used in their second and/or third year. Conferences such as ASDS, ASDP, etc. count toward these days.
Additional conference days beyond the 8 days may be granted if a resident is presenting their own original scholarly work or is part of a national or regional committee meeting. These days are given within reason and at the discretion of the Program Director. You must have approval from PD before submitting a time away request.
Funding (See Full Guidelines and Policies Below)
A one-time, $500 meeting stipend is provided to a resident to attend one conference in either their second OR third year. This stipend cannot be split into multiple meetings, if applicable. In order to receive the stipend, a resident is required to present original work, and the work must be a second project different from what is presented at the annual AAD meeting.
In order to attend additional meetings, the resident must have scored at or above the 32nd percentile on the BASIC exam in their first year, passed CORE examinations, and otherwise be in good standing in the residency program.
Text from this document (searchable)
Dermatology Resident & Fellow Fund Guidelines
Effective: July 1ª, 2026
Pre-Travel Steps
STEP 1: Make sure your Time Away Request has been filled out and
approved: https://forms.cloud.microsoft/r/msG3CKEij4
STEP 2: Submit the Resident/Fellow Travel Audit Form - Fill out form 60 days prior to travel.
STEP 3: Make sure your Concur Profile is set up and that Micey and Loren are designated as your
delegates. Without this, flights cannot be booked for you.
STEP 4: You may register for the conference and secure lodging once trip is approved.
STEP 5: After conference ends, upload all receipts to your OneDrive folder by the deadlines below.
Conference Dates & Receipt Deadlines
Conference
Dates
Receipt Upload Deadline
MO Derm
Sept 25th-27th, 2026
Oct. 5th, 2026
ASDP
Nov 19th-22nd, 2026
Nov 30th, 2026
AAD
Mar 19th-23rd, 2027
Mar 30th, 2027
ACMS
April 28th-May 2d, 2027 May 10th, 2027
Fund Allotments by Role
Conference
Role
MO Derm*
Second-Year Residents
AAD*
AAD
ASDP
ACMS
Third-Year Residents
Dermpath Fellows
Mohs Fellows
Research Fellows
Maximum Reimbursement
Up to $500**
Up to $1,500***
Up to $1,500***
Up to $1,500
Up to $2,000
Special approval required; Up to $1,500**
- Resident may choose to allocate MO Derm and AAD reimbursements) to be split up between
meetings or apply reimbursement toward one meeting.
**Stipend provided only when meeting is held outside of St. Louis.
***AAD reimbursement listed does not include stipend provided from the AAD. Fellows are
ineligible for this stipend.
Text from this document (searchable)
Reimbursement Policy
Failure to follow deadlines or procedures may result in loss of reimbursement eligibility.
Receipts
• All expenses must be paid by personal credit card and supported by original receipts
showing the last 4 digits of the card used.
• Receipts must be uploaded to your personal OneDrive folder within 7 calendar days of
returning from travel. Receipts must be clear and legible.
• Only your individual expenses are reimbursable - do not pay for others.
• Gift card payments cannot be reimbursed.
Flights
• Micey must book all flights in Concur; self-booked flights will not be reimbursed.
• Set up a Concur profile and assign Micey and Loren as delegates.
• Flights must be coach, most direct, and economical.
Meals
• Reimbursed only for individual meals; you cannot cover others.
• Alcoholic beverages cannot be reimbursed.
• Tips may not exceed 20%.
• Taking the per-diem rate without submitting a receipt is not allowed. Maximum
reimbursement is dependent on per-diem of conference location.
Transportation
• Receipts must clearly indicate travel to/from locations.
Lodging
• Rooms must be shared, if you are unable to share a room special approval is needed prior
to the conference.
• Each traveler must obtain individual receipts from the hotel; one person may not pay the
full amount and collect repayment (Venmo, Zelle, etc. are not permitted).
• Only standard room rates are reimbursable. If the rate exceeds conference pricing, include
justification.
• Airbnb or VRBO short-term rentals are not allowed.
Payments & Processing
• The first $1,000 of funds comes from SSM and must be used first. The additional funds
come from SOM and can only be used once the SSM max has been hit.
• Micey will submit receipts via SSM Workday; do not alter her submissions. These are not
processed until you approve in Workday.
• Loren cannot process the SOM portion of reimbursements until all residents submit
receipts.
• SSM reimbursements are added to payroll; SOM reimbursements are paid via direct
deposit.