Reimbursements

• House Staff are required to be in possession of a valid CML & DEA Certificate (if applicable) during their entire Stanford training, except:
  • New/Incoming Interns who have up to 180 days after their appointment start date to obtain their PTL
  • New/Incoming out of state Stanford ACGME House Staff who have up to 90 days to obtain their P&S License.    
    
    It is their responsibility to provide copies of their license & DEA (if applicable) to the GME office.
     
• House Staff’s CML and/or DEA must contain:
  • 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.
    
    If this is not available at the time of reimbursement submission, it must be provided to the GME office as soon as they become available to avoid lapse in EPIC access or e-prescribe.
    
    
• House Staff are to submit reimbursement requests upon incurring the charges. The exception is new/incoming House Staff must submit their requests after their appointment start date.
• To confirm receipt of payment, check your paystub by visiting My Payslips – Workday in MyWorkday.com.
• GME does not reimburse transcription, finger printing or board exam charges.

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.

• Full-time House staff paid by Stanford Health Care (SHC) and appointed by Stanford Graduate Medical Education (GME) are eligible for reimbursement charges pertaining to their California medical license, DEA certificate if applicable and Step 3 exam and associate notary charges by submitting appropriate requests and for use as a trainee at Stanford. With the exception of new/incoming House Staff who must submit their request/s after their appointment start date.
• 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/Incoming Interns who have up to 180 days after their appointment start date to obtain their PTL.
  • New/Incoming out of state Stanford ACGME House Staff who have up to 90 days to obtain their P&S License.
• Reimbursement requests must be submitted in the same academic year as the expense has been incurred.
• 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.
• House staff will not be reimbursed if their license has been allowed to lapse or become delinquent.
• Reimbursements cannot be provided after separation from training.
• See appropriate exceptions below in reimbursement type section:

1. House Staff to complete and submit an electronic expense report via SHC Concur system.
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. To obtain a detailed step by step instructions reimbursement process visit the GME House Staff’s Reimbursement FAQ.

• Encompasses Doctor of Medicine (MD) and Doctor of Osteopathic Medicine (DO) Licenses.
• New/incoming house staff must submit their reimbursement request after their Stanford appointment start date.
• House staff will not be reimbursed if their CA Medical license has been allowed to lapse or become delinquent.

*GME reimburses trainees’ initial transition license fee at 50% reduction. House Staff must be enrolled in one of the following programs:

• Accreditation Council of Graduate Medical Education (ACGME)
• The Royal College of Physicians & Surgeons of Canada (RCPSC)
• The College of Family Physicians of Canada (CFPC)

• Encompasses United States Medical Licensing Examination (USMLE) Part/Step 3 and National Board of Osteopathic Medical Examiners (NBOME) Complex/Level III.
• Step 3 exam is taken during House Staff’s active Stanford appointment.
• Exam is taken during House Staff’s PGY I, II or III and prior to House Staff’s PTL expiration.
• Reimbursement is made for one (1) sitting.

• The certificate should only be obtained if the Stanford program requires it for the purpose of e-prescribing and it must be obtained while appointed as a GME House Staff.
• All eligible house staff must within two (2) months of eligibility for DEA licensure apply for their DEA.
• Initial DEA certificates applied for on/or after April 1st of the house staff's graduation year will NOT be reimbursed.

Key:

• ACGME = Accreditation Council of Graduate Medical Education
• CFPC = The College of Family Physicians of Canada
• CML = California Medical License CML encompasses both PTL and P&S
• DEA = Drug Enforcement Administration
• DO=Doctor of Osteopathic Medicine
• GME=Graduate Medical Education
• MBC = Medical Board of California
• MD= Doctor of Medicine
• NBOME=National Board of Osteopathic Medical Examiners Complex/Level 3
• P&S = Physicians & Surgeons
• PTL = Postgraduate Training License
• RCSPC = The Royal College of Physicians & Surgeons of Canada
• SHC = Stanford Health Care
• USMLE III= United States Medical Licensing Examination Step III