Reimbursements

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Contact

Mitra Haddad, BA

Administrative Coordinator

MHaddad@stanfordhealthcare.org

650-723-5948 (office)


Criteria for Reimbursements

• Eligible House staff paid by Stanford Health Care (SHC) are reimbursed for expenses listed below throughout the academic year for which the expense has incurred providing a completed reimbursement request form and required documents are sent to the GME office.
• To avoid paying tax/s, please submit reimbursement requests within 1-2 months of occurring the expense. The exception is for new/incoming house staff who will be reimbursed after their Stanford appointment start date.
• It is the house staff’s responsibility to renew their license in a timely manner. GME does not reimburse house staff that have had their license lapsed.
• Initial DEA Certificates applied for on or after April of the house staff's graduation year will NOT be reimbursed by GME.
• For reimbursement questions, contact Mitra Haddad.
 

How to Confirm Reimbursement is Deposited into Your Account

SHC reimbursements are made by payroll and added to house staff’s paycheck. House staff can confirm receipt of a payment by checking their paystub on MyWorkday.

See the Payroll Schedule for details on 2021 payment dates. 

Eligibility Summary

Type

 Details

PGY 1s, 2s & 3s

New to California PGY 4s & Above

PGY 4s Converting to CML

Initial CML

Amount

$491.00

CML PTL Application Fee

$907.50

CML Application/License Fee

$416.50

In possession of a CML converted from PTL

Required documents

Completed reimbursement form + appropriate backup listed below:

Copy of MBC receipt

NA

NA

NA

Copy of CML card or electronic licensing details showing license #, expiration date, name, address, etc.

Restrictions

Notarizing Postgraduate Training License (PTL) applications by the GME staff is not available during COVID-19 pandemic. The GME is offering a one-time reimbursement for outside notary services of up to maximum $25.00 with a receipt.

After completing 36 months of Postgraduate training in an ACGME or RCSPC or CFPC of which 24 consecutive months must be in the same training.

Exceptions

Osteopathic Physician & Surgeon CML-Must additionally provide boards itemized receipt as their rates differ from Physician’s & Surgeon’s.

CML Renewal

Amount

$820.00 if license expires while under contract with SHC

Required documents

·         Completed reimbursement form

·         Copy of renewed CML card or electronic licensing details showing license #, renewed expiration date, name, address, etc.

Exceptions

Osteopathic Physician & Surgeon CML-Must provide boards itemized receipt as their rates differ from Physician’s & Surgeon’s

DEA (Initial or Renewal)

Amount

$888.00 if certificate expires while under contract with SHC

Required documents

·         Completed reimbursement form.

·         Copy of DEA certificate from DEA website

Restrictions

·         Initial DEA Certificates applied for on or after April 1st of the house staff's graduation year will NOT be reimbursed by GME.

·         All eligible house staff must (within two (2) months of eligibility for DEA licensure) apply for their DEA.

USMLE Part III

Amount

$895.00

NA

NA

Required documents

·         Completed reimbursement form.

·         Copy of receipt.

NA

NA

Restrictions

·         GME will reimburse for one sitting of USMLE III exam.

·         Must be taken during PGY I, II or III and prior to PTL expiration.

NA

NA

Reimbursement Best Practices

  • Download the most up to date reimbursement form housed on the GME website Reimbursements | Graduate Medical Education | Stanford Medicine.
  • Complete your reim. form in its entirety and accurately.
  • Include your 5- or 6-digit SHC employee (not MD or SID #s). The SHC employee # can be found on your MedHub account under Review Records tab.
  • Attach pertinent backups only. If your CML card or DEA certificate have not arrived in the mail, use the links on the reim. form to obtain alternative backups showing you address, issuance and expiration dates.
  • If you have paid a higher or lower amount than shown on the reim. form, provide a backup receipt.
  • Ensure that your CML has your complete Stanford Program Name and address (not your residence as the information is public).
  • It takes about 3-4 paychecks to process reim. requests. Pls. do not duplicate requests as it slows down the process.
  • To confirm receipt of payment, check your paystub on MyWorkday.
  • Pls. ensure submissions are legible.
  • Reimbursements are processed sequentially by date received.