All expenditures require a valid Stanford business purpose that provides justification for the expense & sufficiently addresses all elements of WHO, WHAT, WHEN, WHERE & WHY. The business purpose should contain sufficient information about the activity & why it was a permissible request so that someone outside the department reading it at some future time would understand and not question it.
- House staff must be in possession of a valid Doctor of Medicine (MD) or Doctor of Osteopathic Medicine (DO) Postgraduate Training License (PTL) or Physician’s & Surgeon’s (P&S) License throughout their training, except:
- New trainees with P&S and/or PTL licenses who have 180 days after beginning an ACGME/board-approved postgraduate program.
- Trainees entering a non-ACGME program do not have the 180 day grace period to obtain their CA Medical License.
- PTL licenses will have an active/valid status if issued on or after January 1, 2020, for a period of 36 months.
- Reimbursement requests must be submitted in the same academic year as the expense has been incurred and within thirty (30) calendar days of having been incurred after the appointment start date.
- Reimbursements are made for license and/or DEA certificates that expire within House Staff’s training period. It is their responsibility to renew their license and/or certificate.
- An academic year begins on the 1st day of the training appointment for the duration of their training normally for 365 days.
- Reimbursements cannot be accrued or deferred to the following academic year.
- Reimbursements cannot be provided after separation from training.