Covered Travel
- Some studies cover expenses up front using a concierge service. This means someone will schedule your travel to the research site and pay for the costs. You may not need to do much if this is how your study is structured.
Reimbursed Travel
- Some studies will reimburse your travel expenses. You may be responsible for purchasing flights, train tickets, or gas for your own car. If your study is structured this way, review the article below for practical steps on how to submit reimbursements. It’s important to keep in mind that some studies may have limits on the distance or amount they will reimburse, so check with the research team before you purchase anything.
No Travel Support
- In rare cases, studies will not cover travel to the research site. In this case, you can use a free service like Angel Flight or a low-cost ride shares like Uber or Lyft. Learn more about these options: How to Travel to the Research Site.docx.
If you need to be reimbursed for travel, learn about the steps below.
Ensure You Understand the Reimbursement Policy
Before the Study
- Check Details: Review the study’s reimbursement policy provided by the study team or in the informed consent documents. This will include information on what expenses are covered (e.g., travel, lodging) and the procedure for submitting reimbursement requests.
Keep Detailed Records
During the Study
- Save Receipts: Collect and keep all relevant receipts and documentation for expenses you incur. This might include travel tickets, parking receipts, hotel bills, and meal expenses.
- Record Expenses: Maintain a detailed record of expenses, including dates and amounts spent.
Complete a Reimbursement Form
- Submitting Your Request
- Obtain the Form: Request a reimbursement form from the study coordinator or research team. This form might be provided electronically or as a physical document.
- Fill Out the Form: Complete the form with your personal details, expense descriptions, and amounts. Be thorough and accurate to avoid delays.
Submit the Reimbursement Request
- Submitting Documents
- Attach Receipts: Attach all required receipts and documentation to the reimbursement form. Make sure they are legible and clearly associated with the expenses listed.
- Submit the Form: Follow the instructions provided by the study team for submission. This could involve mailing the form and receipts, submitting them electronically, or handing them in at a designated location.
Follow Up
- After Submission
- Confirmation: Verify that your reimbursement request has been received and is being processed. Some studies provide confirmation receipts or acknowledgments.
- Processing Time: Be aware that processing times can vary. The study team should inform you of the expected timeline for receiving your reimbursement.
