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Travel and Research Funding Information, Applications, & Reimbursement Guidelines

This page provides practical information about travel and research funding opportunities, the associated applications, and the formal reimbursement guidelines.

The Lowe Endowment Fund and The Lewis Levy, MD, Research Fund

Limited funds from the Lowe Endowment Fund and the Lewis Levy, MD Research Fund are available to Yale MD students. Yale MD-PhD students are not eligible for funding through the Office of Student Research and should contact the MD-PhD Program directly. Medical students are invited to submit an application for funding that can be used towards research costs or equipment. Preference will be given to faculty/student pairs who do not have research grants or other funding available to cover these expenses. Funding will not be awarded if the faculty mentor holds a grant or has other funding available. Medical students are eligible to apply for up to $1,000 in research funding per academic year, which runs from July 1st – June 30th.

Please note: Students will only be reimbursed for expenses associated with an application that has been submitted to and approved by the OSR, as evidenced by issuance of an award letter Expenses incurred prior to the approval of an application and receipt of an award letter are not eligible for reimbursement.

Important note for students seeking funding for study participant remuneration or incentives:

For any student seeking funding for study participant remuneration or incentives, students must contact the OSR prior to applying for funding for guidance. The University has strict guidelines which must be adhered to, and the OSR will provide the necessary information.

How to Apply

Applications are accepted on a rolling basis. Please use the following naming convention when sending your application: LastnameFirstname_LoweLevy_2026-2027 and combine all supporting documents in a single file. Please submit your completed application, and all supporting documents, via this Yale SharePoint link.

Application to the Lowe and Levy Endowment Research Fund

Travel Funding Available for Research Presentation & Application Process for the 2026–2027 Academic Year

YSM students enrolled in the MD program are eligible to receive funding to support travel expenses to present their research at one scientific conference per academic year, which runs from July 1st – June 30th. Students will be reimbursed for approved out of pocket travel expenses up to $1,000 for domestic travel and up to $1,700 for international travel. Students are responsible for any unapproved expenses or out-of-pocket travel expenses exceeding these limits. Many students choose to seek additional funding from mentors, conference-specific travel awards, or other sources. Please note that MD-PhD students are not eligible for travel funding through the Office of Student Research and should contact the MD-PhD Program directly.

Reimbursement Guidelines

Students are responsible for reviewing and complying with the University Guidelines for Medical Student Travel Reimbursement, which provide a complete overview of reimbursement policies and requirements. Students with questions about these guidelines should contact the OSR for clarification before incurring expenses.

  • We expect students to plan their travel as far in advance as possible to get the best rate for airfare. Students are expected to select air travel within the basic least expensive cabin class offered. Ticket upgrades will not be covered.
  • Hotel expenses are eligible for reimbursement for a maximum of three days. However, the expectation is that students will select reasonably priced lodging.
  • Meal expenses are eligible for reimbursement for a maximum of three days. Students seeking reimbursement for actual meal expenses must submit itemized receipts. Students electing to claim meal expenses on a per diem basis will be reimbursed according to the GSA per diem rates. Alcoholic beverages are not eligible for reimbursement under any circumstances.

Students seeking travel support through the Office of Student Research should apply by following the process outlined below.

Application Instructions

Step One : Before you Travel

Students must submit a complete funding application no later than 5 pm at least thirty (30) days prior to the first day of travel. A complete application includes all required supporting documentation and the faculty mentor’s signature. Applications that are incomplete, missing required documentation, or lacking the faculty mentor's signature at the time of submission will be automatically denied.

  • Students should submit their complete applications and supporting documentation to the OSR as a single combined PDFusing this Yale SharePoint link.
  • Students must use the following naming convention when submitting their application: LNAME_Fname_MeetingAcronym_AcademicYear (i.e. SMITH_Robert_SID_2026-2027.pdf)
Step Two: After your Return

Students should submit travel reimbursement requests using the forms provided below. Students are responsible for providing all required supporting documentation, including itemized receipts, in accordance with the University Guidelines for Medical Student Travel Reimbursement. Failure to provide the required documentation expenses within ten business days following return from travel Will delay the processing of reimbursement requests.

  • Students must submit a completed Travel Reimbursement Request Form along with all required documentation, which includes PDF copies of the following:
    1. A completed and signed PDF copy of the Travel Expense Report Form.
    2. A combined PDF of all itemized receipts.
    3. A PDF of the full conference agenda, listing the event’s date(s), location, and purpose, including the date of the student’s presentation
    4. If the student is receiving partial funds from their faculty mentor or department in which the research was performed, then a statement of support with an administrator’s name and email address should be included.
    5. You must use the following naming convention for all files. Files uploaded without this naming convention will delay the reimbursement process.
      • LNAME_Firstname_ExpenseReport
      • LNAME_Firstname_Receipts
      • LNAME_Firstname_AcronymAgenda (ie. SMITH_Robert_SIDAgenda)
      • LNAME_Fname_MeetingAcronym_DeptSupport (if applicable)

Travel Forms and Guidelines