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Convention Reimbursement Guidelines

PGC ASHP Midyear Reimbursement Guidelines 2024-2025

 

General Expectations

  • EMSOP’s presence at ASHP Midyear is always very strong. To facilitate school growth and recognition, PGC has set the following reimbursement guidelines for the ASPH Midyear Clinical Meeting & Exhibition.  
  • P4’s attending Midyear solely to interview for fellowships and other positions are NOT eligible for reimbursement.  
  • You must present a poster at ASHP Midyear 2024 to be eligible for reimbursement.
  • Any questions or comments should be directed to BOTH ernestmariopgc@gmail.com AND PGC Treasurer Raj Patel (rjp294@scarletmail.rutgers.edu)

 

2024-2025 ASHP Midyear Reimbursement Policy 

    • American Society of Health-System Pharmacists is holding Midyear from December 8th to December 12th in New Orleans, Louisiana.
    • The least expensive student registration fee for Midyear as a non-ASHP member is $425 and $355 for ASHP members.
      • It is recommended that students register early to get the cheapest available prices.
      • The full range of registration prices can be found here.
    • Students are highly encouraged to pay the Annual ASHP Membership fee ($57). 
    • Students who pay the full $540 for Midyear registration will not be reimbursed the full amount of $540, but instead will only be considered for reimbursement up to $355 if the split from the shared pool reaches that amount. 
      • As Midyear reimbursements are not percentage-based, students are advised to minimize costs by registering early. You will get the same reimbursement amount regardless of what you paid for registration (as long as the reimbursed amount is not higher than what you paid). 
    • Rutgers University Direct Travel is no longer mandatory for flight or hotel bookings.
    • PGC will NOT reimburse for flights booked within 30 days of the conference. 
    • AirBnBs, Vrbos, and other vacation property rentals will NOT be reimbursed. Please book hotel rooms, and be mindful of reasonable hotel pricing when selecting your stay.
  • Only individuals who present a poster at ASHP Midyear 2024 will be eligible for reimbursement.
  • No more than 3 students can be reimbursed for the same poster.
  • Reimbursements will be out of a $10,000 allocation that will be equally divided among all poster presentations. This reimbursement will NOT be percentage-based. Once all reimbursement requests are received by January 1st, 2025, PGC may consider increasing the $10,000 allocation at the beginning of the spring semester.
  • To be eligible for Midyear reimbursement, you must fill out the Midyear 2024 Reimbursement form on the PGC website and email PGC and Raj Patel with all supporting documents by January 1st, 2025.
    • The supporting documents should include:
      • A bank/credit card statement copy highlighting your name, address, relevant transactions, and the last 4 digits of your credit card used (you can choose to highlight relevant transactions or blur out all our transactions)
        • If statements are sent without the required information and highlights, you will be emailed to send a proper copy.
      • A digitized copy of your receipt for Midyear registration, flight, and hotel(if sharing a room with someone else, please indicate on the reimbursement form).
      • A copy of your poster presented at ASHP Midyear 2023.
      • An “Account Owner Consent to Reimburse Form”, if someone else paid for your expenses (their credit card statement is still required to be reimbursed)
      • A picture of you with your poster (solo pictures only, no group pictures allowed)
    • All the documents should be submitted in PDF format, and screenshot formats of any required documents will NOT be accepted. 

 

If you have any additional questions, please feel free to reach out to ernestmariopgc@gmail.com AND CC Raj Patel, PGC Treasurer 2024-2025, rjp294@scarletmail.rutgers.edu.

 

General information and Frequently Asked Questions:

 

This section highlights some frequently asked questions and general information to ensure that reimbursements can be processed.

 

  • In order to ensure SABO approves your reimbursement check, please be sure to adhere to the following practices:
    • For all eligible expenses (flight, registration, hotel) you must incur full cost in order to be eligible for reimbursement.
    • Flights
      • Please book flights at least 30 days BEFORE the event. PGC will NOT reimburse you if your flight is booked within 30 days of the event.
  • When booking flights, DO NOT use any gift cards, credit card miles, or points to pay for or book the flight. You MUST pay for the flight using USD and incur the total cost.
  • Registration
    • It is expected that students register for Midyear at the cheapest available price.
    • As highlighted earlier, Midyer reimbursements are not percentage based. You will receive the same reimbursement as all attendees. It is advised that you minimize costs as much as possible by registering and booking your accommodation early.
  • Hotel
    • If you are staying in a hotel, please try to group with other students to reduce the lodging costs for everyone.
    • If sharing a hotel room, students are expected to split the cost of the room amongst themselves privately. PGC will NOT facilitate the booking of a room and splitting of the costs.
    • No matter who initially paid for the hotel room, everyone will still be reimbursed the same amount.
  • Please fill out the Midyear reimbursement form on the PGC website AND email the supoprting documents to PGC (ernestmariopgc@gmail.com) and Raj Patel (rjp294@scarletmail.rutgers.edu) by the deadline listed above.
    • Documents include but are not limited to:
      • Flight confirmation (Your name and last 4 digits of the credit card must be showing)
      • Registration (Your name and last 4 digits of the credit card must be showing)
      • Hotel invoice (Your name and last 4 digits of the credit card must be showing)
      • Credit card statements that display the reimbursable expenses in addition to your name, last 4 digits of the credit card, and your address.
        • Please highlight the relevant transactions in the credit card statement or blur out the irrelevant transactions.
      • An “Account Owner Consent to Reimburse Form” if anyone but youself paid for any of the expenses (their name must be displayed on the receipts and credit card statements)
        • You do not need to fill out the top part of the form.
    • Do NOT send screenshots of any kind, they will not be accepted! Only PDFs will be accepted as supporting documents.
    • Do NOT send any transactions on third-party payment services, such as Venmo or Zelle, of you paying someone else for your flight or hotel.
    • Do NOT fill out the form twice
    • Do NOT email PGC and Raj Patel requsting an update on your reimbursement until January 31st 2025. All reimbursements will be processed at the start of Spring 2025 semester. If you do not receive your reimbursement or updates by January 31st 2025 please contact PGC and Raj Patel.
    • Once all requests have been received by January 1st 2025, the allocated $10,000 will be evenly split amongst all attendees. Do NOT email PGC or Raj Patel requesting additional reimbursement.