Reimbursements

• SHC moved away from utilizing Concur for expense reimbursement and commenced using Workday on September 3, 2024.
• This is a procedural improvement (not Policy) providing easier access & more convenient opportunities for reimbursement submissions.
• Concur reimbursement submissions up to 8-8-24 will be address by August 16. Concur submission after 8-8-24 will be returned to be resubmitted in Workday.
• There will be no reimbursements processed between the Concur & Workday transition period of 8-9-24 and 9-2-24.
• GME expenses incurred during the transition period have a 30-day grace period and must be submitted via Workday no later than 10-6-24.

• To be eligible for license reimbursement, the license sought must be one that is required during the term of the Resident’s or Fellow’s active employment with SHC.
• Within thirty (30) calendar days of union ratification, House Staff may submit documentation for reimbursement of costs for new or renewed CA Medical License, DEA charges, Step III exam fees and PALS recertification charges incurred on or after the House Staff start date for the 2025-2226 Academic Year.
• New/Incoming House Staff are eligible to submit their GME reimbursements within thirty (30) days from their SHC contract start date. Thereafter, all GME reimbursements must be submitted within thirty (30) days of the incurred charges.
• Continuing House Staff must submit documentation within 30 days of purchase for reimbursement of costs for new or renewed license, Step III exam fees, or PALS charges incurred on or after the House Staff start date.
• In no event shall any reimbursement be provided after separation from employment.
• For the purpose of this agreement, an academic year begins on July 1 and ends on June 30.
• Reimbursements cannot be accrued or deferred to a following academic year.

1. Step by Step Workday Expense video titled “Create and Submit a reimbursement Expense Report.”
2. Additional training can be self-assigned via HealthStream catalog. The course titled is “Stanford Medicine Workday Expense Management Course” Course Details (healthstream.com)
3. Reimbursement Step-by-Step Guideline and FAQ

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.
• Reimbursements are made for CA Medical License, DEA certificates, PALS recertifications for PGY 4 & above that expire prior to their PTL expiration and within House Staff’s training period. It is the trainee's responsibility to renew.
• 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.
• GME reimbursements are made for licenses that expire within House Staff’s training period. Outgoing House Staff should not be submitting renewal expenses outside their SHC training period.
• Reimbursements cannot be provided after separation from training.

1. House Staff to complete and submit an electronic expense report via SHC WorkDay system effective September 3, 2024
2. Attach itemized receipt/s in image portable file format/s such as PDF, JPG PNG showing:
   1. Name of the establishment
   2. Date of service
   3. Items paid for
   4. Amount paid
   5. If available at the time of the reimbursement submission a copy of valid CA Medical License and/or DEA Certificate containing the issuance & expiration dates, license # & business address on record.
3. Reimbursements are added to House Staff’s paycheck.
4. More detailed instructions will be provided prior to September 3, 2024.

• Continuing House Staff must submit documentation within 30 days of purchase for reimbursement of costs for new or renewed license, Step III exam fees, or PALS charges incurred on or after the House Staff start date.
• New hires must submit reimbursement documentation within 30 days of start date. Incurred charges need to be made after January 1 of their contract start date.

• Encompasses Doctor of Medicine (MD) and Doctor of Osteopathic Medicine (DO) Licenses.

• Encompasses United States Medical Licensing Examination (USMLE) Part/Step 3 and National Board of Osteopathic Medical Examiners (NBOME) Complex/Level III.
• Step 3 Exam charges is incurred and exam taken within 6 months prior to start date, during exam taken during trainee’s SHC training period and before the House Staff’s PTL expiration.
• Reimbursement is made for one (1) sitting.

• House Staff are to submit reimbursement requests upon incurring the charges & no more than 30-days of incurring the charges, with the exception of new/re hires House Staff who are eligible to submit their GME reimbursements within thirty (30) days from their SHC contract start date. Thereafter, all GME reimbursements must be submitted within thirty (30) days of the incurred charges. To learn more visit the GME website
• https://med.stanford.edu/gme/housestaff/current/reimbursements.html.
• House Staff are required to be in possession of a valid Medical License (MD or DO) which includes Postgraduate Training License (PTL) or Physician’s & Surgeon’s (P&S) license and DEA Certificate (if applicable) during their entire Stanford training, except:
  • New trainees with P&S &/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.
• It is House Staff’s responsibility to provide copies of their medical license (MD or DO) and DEA (if applicable) to the GME office in image portable file format (PDF, JPG PNG) showing:
  • Issuance & expiration dates.
  • License/certificate #.
  • Address on record.
  • Address on record must be complete House Staff’s Stanford program address & not residence’s home or GME address.
• GME does not reimburse transcription, finger printing, board exam or travel/conference charges. Please do not submit these charges via your workday expense portal.

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House Staff must manually change the Cost Center field to 108210001 (to read Ed Admin Grad Med Ed)