FOCIS Travel Award Reimbursement Policy

Recipients of a FOCIS travel award are eligible to receive reimbursement of travel expenses related to their participation at the event.

All receipts submitted for reimbursement must be itemized.

Expenses are reimbursable only for the intended individual. Only one reimbursement may be claimed per person per meeting.

Unless otherwise noted, registration expenses and poster printing are not eligible expenses for reimbursement.

Reimbursement Guidelines

To receive reimbursement of your travel expenses, you must first complete the evaluation of the event and submit:

1 ) A completed expense reimbursement form

2 ) Itemized receipts for all claimed expenses

Reimbursements must be sent via email to info@focisnet.org.

On the expense voucher, indicate whom should receive the reimbursement (yourself or your company). All reimbursements will be processed beginning after the event. All reimbursement requests must be submitted within 90 days of the event.

Itemized Receipt
An itemized receipt has all the following information on it:

1. Business Name

2. Date

3. Item(s) Purchased

4. Price of Each Item

5. Total Amount of Bill

6. Method of Payment

Note: For meals, two receipts may be needed to show the necessary information. One receipt to show what was purchased, and the second receipt for payment method. Without both, the expense cannot be reimbursed.

Travel & Lodging Expenses

Travel must be booked at least 14 days in advance, coach airfare only.

To receive reimbursement for lodging, recipients must stay at the headquarter hotel where the event is taking place.

For reimbursement expenses accrued prior to June 30, 2024, personal mileage will be reimbursed at the current US-government rate. To receive personal mileage reimbursement, provide a map (Google, Bing, etc.) that includes the starting and ending points, to determine the total mileage for reimbursement.

Meal & Incidental Expenses

If a receipt states expenses for more than one person, the individual must indicate his or her portion of the bill.

Per the U.S. General Services Administration per diem rates, individuals will be allotted the current US-government per diem rate per day for meals and incidental expenses.

FOCIS Annual Meeting Registration and Poster Printing Expenses
Registration expenses and poster printing are not eligible expenses for reimbursement.

Click here to view a completed expense reimbursement form.

Travel Award Opportunities & Information

U.S. Advanced Course

FCE Travel Award

Eligibility: These travel awards are available to nominated trainees affiliated with the FOCIS Centers of Excellence (FCE) network.

Application: After being nominated by an FCE Director, trainees will be notified so that they can complete the online application process. Selection criteria will be based on the applicant’s past and future commitment to performing immunology research as well as selecting recipients from as many FCEs as possible. Please note that a current FOCIS membership is a requirement to receive the travel award. Click here to become a FOCIS member.

Benefits: Travel grant amounts are based on several criteria, including geographical location and amount of available funds. Upon acceptance, trainees are responsible for making arrangements for travel and hotel accommodations, paying for any meals above and beyond what is included in the course, and registering for the course and paying the registration fee. Specific instructions and requirements will be outlined in the notification letter.

Annual Meeting

Oral Abstract Presentation Travel Award

Eligibility: These travel awards are only available to FOCIS members only who submit an abstract and are chosen for oral presentation at the FOCIS Annual Meeting.

Application: There is no additional application or announcement for a travel award; you will be automatically considered if your abstract is accepted for presentation. However, you must be a FOCIS member in order to receive the award. Click here to become a FOCIS member.

Benefits: The number and amount of awards is based upon several factors including geographic location, placement of abstract within the FOCIS program, and funds available. This award cannot be combined with any other FOCIS Annual Meeting travel awards.

Clinical Immunology Trainee Award

Together with FOCIS, Clinical Immunology has established the Clinical Immunology Trainee Award.

Eligibility: This travel award is available to a colleague-in-training (student or fellow) to be selected among those who submit abstracts to the FOCIS Annual Meeting. The self-nomination is only available to the first/presenting author of an abstract submitted for presentation at FOCIS Annual Meeting. The first/presenting author must be enrolled as an undergraduate, graduate, or currently within a postdoctoral fellowship. The abstracts selected will be of high scientific merit.

Benefits: The recipient of this award will receive complimentary registration to attend that year’s FOCIS Annual Meeting, up to three nights of accommodation at the official Annual Meeting hotel, and reimbursement for coach airfare and ground transportation expenses. The recipient will be recognized at a session during the FOCIS Annual Meeting. This award cannot be combined with any other FOCIS Annual Meeting travel awards.

Application: Self-nomination is completed as part of the FOCIS Annual Meeting abstract submission process.

BSI Poster Prize

In partnership with the British Society for Immunology (BSI), FOCSI has established the BSI Poster Prize recognizing the high quality of the recipient’s abstract submitted for presentation.

Eligibility: This travel award is available to a student or fellow to be selected among those who submit abstracts to the FOCIS Annual Meeting. The abstracts selected will be of high scientific merit.

Benefits: The recipient of this award will receive complimentary registration to attend the FOCIS Annual Meeting and reimbursement of travel expenses up to £250. The recipient will be recognized at a session during the FOCIS Annual Meeting. This award cannot be combined with any other FOCIS Annual Meeting travel awards.

Application: Self-nomination is completed as part of the FOCIS Annual Meeting abstract submission process.

C. Garrison Fathman Fellows Fund (CGFFF) Award

In the face of dwindling funds that restrict trainee travel and exposure to important immunology education and leaders in the field, the CGFFF enables trainees and fellows to attend FOCIS Annual Meetings, educational courses, and participate in exchange programs. Click here to learn more about the CGFFF Award.

Benefits: The recipient of this award will receive a $500 reimbursement of travel expenses related to their FOCIS Annual Meeting participation. The recipient will be recognized at a session during the FOCIS Annual Meeting. This award cannot be combined with any other FOCIS Annual Meeting travel awards.

Application: Self-nomination is completed as part of the FOCIS Annual Meeting abstract submission process.

FCE Fusion Travel Award

Eligibility: These travel awards are available to nominated trainees affiliated with the FOCIS Centers of Excellence (FCE) network.

Benefits: Travel grant amounts are based on several criteria, including geographical location and amount of available funds. Upon acceptance, trainees are responsible for making arrangements for travel and hotel accommodations, paying for any meals above and beyond what is included in the event, and registering for FOCIS Annual Meeting and paying the registration fee. Specific instructions and requirements will be outlined in the notification letter.

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Questions?

Please contact the FOCIS Executive Office by sending an email to info@focisnet.org or by calling 414-359-1670.