Forms

Grant Proposal Planning Form

EMPHS Department Primary Faculty, Postdocs and PhD students use this REDCap form to indicate intention to participate on a grant proposal (internal or external) as a PI, MPI or Co-Investigator.  Please use this form to provide notification you are submitting a proposal or are collaborating on a proposal that another institution or department is submitting.

Once completed, the form will route to the appropriate Departmental Administrators for planning purposes. They will follow-up with you to discuss details, key dates and plans for internal or external review prior to proposal submission.

Use the link below to complete the online form and submit.

Please submit this form as soon as possible; at least 2 months prior to the grant submission deadline. Insufficient notice to the Grant team (e.g., too close to the grant submission deadline) may result in your grant not being submitted. As a reminder, we are required to provide materials to ORPA not less than 5 business days prior to the funding agency deadline. 

All final documents are required at least 5 business days prior to the ORPA deadline.

If you have questions, please contact Janice Van Opdorp, Marisa Chiodo or Erin Schmidt.

Travel and Business Expense Policy

Effective Date: February 1, 2026
Applies To: All EMPHS faculty, staff, postdoctoral scholars, residents and trainees

Purpose

This policy supplements the University of Rochester’s Business Expense and Travel Reimbursement Policy (rev. July 2019). The EMPHS Department maintains stricter standards for travel and expense reimbursement to promote fiscal responsibility, transparency, and equitable use of University and sponsored funds.

1. Documentation and Receipts

• A completed travel registration form must have been submitted prior to professional travel.
• Itemized receipts are required for all reimbursements, regardless of dollar amount.
• Reimbursements will not be processed without itemized receipts.
• Lost-receipt forms will not be accepted at the department level. If an original receipt cannot be obtained, the expense is ineligible for reimbursement.
• Receipts must clearly show the vendor name, location, date, itemized charges, and proof of payment. Credit-card statements alone are insufficient.
• Per diem expenses are not permitted under this travel policy. Travelers must submit receipts for actual, allowable meal and incidental expenses for reimbursement.

2. Meal Reimbursements and Limits

• Meal reimbursements are capped at the federal per diem rate for the travel location (see GSA Per Diem Rates: https://www.gsa.gov/travel/plan-book/per-diem-rates).
• If meal expenses exceed the per diem limit, the difference will not be reimbursed.
• You need to indicate whether any meals were or were not provided by host or conference sponsor.
• For group meals, itemized receipts and a list of attendees (with affiliations) are required.

3. Grant-Planning and Non-Essential Travel

Travel solely for the purpose of exploring, discussing, or preparing potential grant submissions, manuscripts and other scholarly writing will no longer be covered by departmental or grant funds. Planning and collaboration for proposal development and co-authoring documents can be accomplished effectively through virtual meetings. Eliminating reimbursement for travel solely for grant-planning and writing reduces administrative overhead and prioritizes available funds for active research, training, and essential professional development.

4. Additional Cost-Control Measures

• All professional travel needs to be approved in advance by the traveler’s direct supervisor and department administrator to confirm funding availability.
• To ensure prudent use of departmental resources, the following apply: 
  • Advance-purchase airfare (≥ 21 days prior) is expected whenever possible.
  • Lowest logical fare must be selected; upgrades and seat-selection fees are non-reimbursable unless required for medical reasons. 
  • No reimbursement for early-check-in, seat upgrades, or travel insurance (domestic).
  • Travel combining personal and business purposes must include cost comparison documentation, and only business-related expenses will be reimbursed.
• Mileage and parking will only be reimbursed for travel exceeding normal commute distance.
• Expenses for local meals and beverages incurred by University employees are not eligible for reimbursement when only other University employees are in attendance. This restriction does not apply to invited speakers or guests.
• Reimbursements requests should not be submitted until total eligible expenses equal $25 or more.
• Alcohol: Alcoholic beverages are an allowable expense when associated with approved business or departmental hosting activities (e.g., speaker dinners, business dinners, holiday parties, receptions, retreats). Alcohol purchased during routine meals during professional travel will not be reimbursed (e.g., a cocktail, beer or wine during a meal with colleagues during a conference). In these instances, is allowable to have the alcoholic beverage(s) on a meal receipt, just cross them out and subtract the cost from the bill so they are not part of reimbursement request.

5. Non-travel related professional reimbursements

• Membership dues for professional organizations may not be charged to the department operating budget without justification and prior approval of the Department Chair.

6. Submission and Timing

• The Travel Form must be completed 30 days prior to the start of the trip.
• Expense reports must be submitted within 30 days of travel completion.
• Reimbursements will not be processed prior to the event.
• Late submissions may be denied unless pre-approved by the Department Administrator.
• Incomplete or non-compliant reports will be returned without processing.

Questions: Contact Samuel Winston and Felix Kotelo