Some studies offer upfront coverage of participant travel expenses through a concierge service. In this case, the study team will arrange and pay for your travel to the research site, and you won’t need to take any additional steps. For other studies, you may be responsible for covering the costs of travel, including flights, hotels, or gas for your car. Once you’ve made these purchases, you can submit your receipts for reimbursement. However, before booking, it's essential to confirm with the study team if there are any limits on what will be reimbursed, such as maximum distances or amounts.
In rare cases, some studies do not provide any travel reimbursement. If this is the case, you may need to find alternative transportation options, such as low-cost ride-share services like Uber or Lyft, or explore free services like Angel Flight. For more details on these options, read How to Travel to the Research Site.
Before the study begins, make sure you carefully review the reimbursement policy, which is typically included in the informed consent documents or provided directly by the study coordinator. This policy will outline what expenses are covered—whether it’s travel, lodging, meals, or other costs—and explain the procedure for submitting your reimbursement request.
Throughout the study, keep a meticulous record of all your expenses. This includes saving all receipts for transportation, lodging, parking, meals, and any other expenses related to the study. It’s also helpful to maintain a log of each expense, noting the date, amount, and purpose of the cost.
When you’re ready to submit your reimbursement request, contact the study coordinator to obtain the appropriate reimbursement form. This form may be provided electronically or as a physical document. Once you have it, complete the form accurately, ensuring you include all the required details, such as your personal information, descriptions of the expenses, and the amounts. Be sure to attach all relevant receipts, ensuring they are clear and legible, and that they correspond directly with the expenses listed on the form.
Submit the form according to the instructions provided by the study team. This could involve mailing the form and receipts, submitting them electronically, or delivering them in person, depending on the specific process for your study. After submitting, confirm with the research team that your request has been received and is being processed. Some studies may send you an acknowledgment or receipt of submission, which can be helpful to track.
Processing times can vary depending on the study. The research team should inform you of the expected timeline for reimbursement. Be patient, but if the processing time is longer than expected, don’t hesitate to follow up.
Once your reimbursement is processed and you’ve received your payment, update your records to reflect the reimbursement. This will help you keep track of your expenses and ensure everything has been properly accounted for.
Staying organized and paying attention to the details will ensure that your reimbursement is processed smoothly and promptly.
Disclaimer: This information is meant as a guide, but you should reach out to your research site as they may have their own process. It is important to follow their provided directions.