John P. McGovern Academy of Oslerian Medicine

1. Endowment funds are gifts specified by the donor to be retained in perpetuity and invested for income-producing purposes. All endowments require a written gift agreement signed by the contributor detailing the purpose and restrictions for expenditures. Income from endowments will be used in accordance with, and in the spirit of, the contributor’s wishes.
2. Inappropriate Endowment Expenses:
   • Inappropriate endowment expenses include providing internal and external sponsorships, providing purely social events with no academic purpose, making gifts to internal or external charities, using endowment distributions for personal benefit, or buying a membership in a non- academic organization. It is also inappropriate to utilize endowment income for purely social events that are unrelated to the endowment’s purpose, such as office parties, club memberships, or other activities that do not have academic purposes.
   • Unless otherwise allowable in the gift agreement, the following represents a list of routinely non-allowable expenditures from endowment funds: Business Entertainment, Community Service, Contributions-Institutional, Employee Coffee & Soft Drinks, Employee or Employee Retirement Celebration, Hospitality, Membership Dues (Private Club, Institutional, Texas Associations), Non-Employee Expenses, Parking Fees (Employee, Faculty, Patients or Other), Parking Tokens, Private Club Dues, Professional Fees, Purchase of Motor Vehicles, Special Accounting Transactions, Travel and Travel Non-Employee, and Works of Art
   • The endowment holder or the owner of the endowment is responsible for determining the use of endowment income within the restrictions of the donative agreement.

1. Any gift purchased to be given as a door prize, to a contestant winner(s), as incentives or to faculty or students shall not exceed $50.00 in value.
2. Raffles are prohibited pursuant to the Texas Charitable Raffle Enabling Act.
3. Items ordered on-line must be shipped to the McGovern Academy office and will be kept secure until time of presentation.
4. Gift cards:
   • All gift cards/certificates must be donated from a source external to the UTMB.
   • Any donated gift cards that have not been distributed will be kept in the McGovern Academy offices to ensure proper security and to protect from theft and loss.
   • Prizes, gifts and awards in the form of cash or gift certificates, regardless of dollar value, are taxable.
   • Any gift purchased to be given as a door prize, to a contestant winner(s), as incentives or to faculty or students shall not exceed $50.00 in value.
   • The purchase of gift cards/certificates is prohibited. In accordance with the Internal Revenue Code, gift cards/certificates are equivalent to cash. Failure to comply with the intent of the Internal Revenue Code could result in UTMB incurring substantial tax and penalty assessments in the event of an IRS audit. As per Provost Administration, the Office of Institutional Compliance and UTMB’s Legal Affairs, the purchase of gift cards is not an endowment appropriate expense. Similarly, UTMB is prohibited from donating funds to another governmental or private entity.

1. The maximum limits for meals are: ≤$20.00/person for breakfast, ≤$30.00/person for lunch, and ≤$60.00/person for dinner. This amount includes food, drinks, tax and gratuity. Only one (1) entree per person is allowed.
2. Alcohol purchases/reimbursements are not permitted and will be at the individual's own expense.
3. Off-campus meetings and socials must be had at a UTMB authorized establishment and the invoice direct billed to the Academy. Click here for a list of restaurants the Academy frequently does business with.
4. Gratuity cannot exceed 20%. (IHOP Policy 04.04.02)
5. An RSVP count needs to be provided 5 business day before the event and a list of attendees after the event shall be forwarded to the McGovern Academy office prior to processing. First and last names of the attendees must be listed.
6. Guests are permitted, but costs incurred will be at their own expense unless otherwise indicated.
7. Food purchases/reimbursements for anyone attending online meetings is not allowed.
8. Deadline for events/activities is July 15th.

1. Prior approval must be obtained through the Academy to avoid not being reimbursed for personal expenditures. Purchase Orders should be used if possible.
2. All orders for books, office supplies, medical supplies/apparatus, lab equipment, electronic equipment, vaccines, medication, etc. must be ordered through the Academy.
3. The Academy procurement credit card (P-card) may be used for other miscellaneous items purchased from Wal-Mart, Target, etc. P-card must be obtained from the Academy office with additional instructions to follow.
4. Items ordered on-line MUST be shipped to the McGovern Academy office and will be kept secure until time of presentation.
5. Be advised, Texas state sales taxes cannot be reimbursed. UTMB, as an agency of the State of Texas, is exempt from payment of the limited sales and use tax under H. B. 106, 58th Legislature, Chapter 20, Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible personal property. Companies doing business with UTMB should provide a Sales and Use Tax Exemption form to be completed by accounting and returned to the company. Exception: Purchases made online are eligible for tax reimbursement.
6. T-shirts: Designs must be approved by the UTMB Marketing Department. The use of any UTMB logos on apparel is prohibited. Orders must be placed by May 1st for the billing cycle to be complete by the end of the fiscal year.
7. Deadline for purchases is July 15th

1. It is unlawful for the McGovern Academy, or its subsidiaries, to make a monetary donation to an individual or organization. Tangibles, however, can be purchased on their behalf. The only exception is for pieces of equipment > $500.00. Written receipt of goods should be obtained from organization benefiting from the donation.
2. Transferring funds between departments to satisfy community service requirements is highly discouraged and can only be performed under certain preconditions. Contact the Academy office for additional details.

All contracts and Banquet Event Orders MUST be reviewed and approved by UTMB's Department of Legal Affairs or the Department of Purchasing. Students, faculty, nor staff can enter into a legally binding agreement on behalf of the UTMB.

Requests to fund events, activities, and/or special guest speakers require a narrative budget proposal not to exceed 500-words.  Your proposal should include estimated costs, rationale for the allocation of costs and how it promotes Oslerian ideals. 

For travel requests, see Travel Funding Requests tabs. 

All documentation must be sent to the McGovern Academy in-box: mcacadem@utmb.edu.

All requests for funding must adhere to the following:

1. UTMB students and/or funded Osler Student Scholars must be in good academic standing. Vetting will be conferred by Academy staff through Enrollment Services.
2. All funding requests must be submitted a minimum of 14 days prior to the scheduled event/activity date.
   
3. All receipts must be submitted within 14 days after the event/activity.
4. Itemized receipts are required for all expenditures. For additional details click HERE.
5. Receipts must be submitted in one comprehensive transmission to the McGovern Academy in-box: mcacadem@utmb.edu.
6. Our call for submissions is open annually from September 1 - June 15. Annual blackout dates are from June 16 - August 31 and proposals will not be considered. 
7. Funded Osler Student Scholars are not eligible to request additional support from the Academy as the following funding opportunities are already available per annum: Student Award in Oslerian Medicine ($10K), special project funds, and a travel stipend to attend the annual American Osler Society (AOS) conference. (see §8 of the Osler Student Scholars handbook and AOS Conference Funding Request tabs)

Funding for UTMB students is only available to those who are presenting a paper or poster at an academic/scientific conference. Our call for submissions is open annually from September 1 – June 1.  Annual blackout dates are from June 2 – August 31 and proposals will not be considered.  All approved travel proposals must be completed by July 1 and receipts submitted for processing by July 14 at 5pm.  Non-compliance will result in forfeiture. 

The travel award amount is contingent upon the total of their itemized receipts (airfare, mileage, lodging, meals, ground transportation, registration fees and incidental expenses) rounded up to the nearest dollar.  The Academy offers the following max travel stipends to UTMB students:

1. Up to $500 in-state travel
2. Up to $1K out-of-state travel
3. Up to $2K international travel
   

You must submit the following via email to the McGovern Academy (mcacadem@utmb.edu): 

1. A narrative budget proposal, not to exceed 500-words.
2. A letter of acceptance from the conference organizers or your name listed on the conference program/agenda.
3. Applicants must disclose any additional funding sources when applying. If approved, the stipend will be adjusted to ensure total funding does not exceed the set limit.  Non-compliance will lead to stipend forfeiture and a permanent ban on future applications.  
4. Written authorization from your course director authorizing the anticipated absence. (Note p. 1, section III of the John Sealy School of Medicine Student Absence Policy.)
   • The only exception will be for students on academic break during the time of the conference. In this instance, a simple statement in writing describing the student’s academic position will be required

Additional Requirements:

1. Firm travel arrangements must not be made until the appropriate authorizations are in place.
2. Funding for UTMB students is limited to the lead author; co-collaborators are not eligible for consideration.
3. All domestic travel funding requests must be submitted a minimum of 14 days prior to registration/event/activity. For international travel, the Academy office must adhere to the UTMB’s international travel process. International requests should be submitted with at least an eight-week notice. All travel requests must be submitted and approved before expenses are incurred. Contact the Academy office for more details.
4. Funding will not be approved for conferences previously attended. 
5. If a travel request is authorized, a stipend will be issued after the trip. Based on the preference you set with Enrollment Services during Orientation, a stipend check will be mailed to your home address or deposited directly.
6. Travelers must submit copies of their itemized receipts (airfare, mileage, lodging, meals, ground transportation, registration fees and incidental expenses) for review within 14 days after the trip. Students are eligible for the max amount of the travel stipend and not the sum of the receipts.
7. Any expenses incurred beyond the max stipend amount will be the responsibility of the traveler.

American Osler Society (AOS) Conference Travel Funding Support: 

Funding for UTMB students is only available to those whose abstracts have been accepted to the annual AOS meeting.  

The travel award amount is contingent upon the total of their itemized receipts (airfare, mileage, lodging, meals, ground transportation, registration fees and incidental expenses) rounded up to the nearest dollar.  The Academy offers the following max travel stipends to UTMB students:

1. Up to $500 in-state travel
2. Up to $1K out-of-state travel
3. Up to $2K international travel

Recipients of the Molina Travel Award from the AOS will have the amount of the award deducted from the maximum travel stipend available from the McGovern Academy.  This policy ensures that the total travel support received by any recipient does not exceed the predetermined maximum allocation.  Recipients must notify the Academy of any Molina Travel Awards received prior to or upon application for the travel stipend.  Adjustments to the travel stipend will be made based on the documented amount of the Molina Travel Award.

You must submit the following immediately via email: to the McGovern Academy (mcacadem@utmb.edu): 

1. A letter of acceptance from the conference organizers or your name listed on the conference program/agenda.
2. Written authorization from your course director authorizing the anticipated absence. (Note p. 1, section III of the John Sealy School of Medicine Student Absence Policy.)
   • The only exception will be for students on academic break during the time of the conference. In this instance, a simple statement in writing describing the student’s academic position will be required.
3. A copy of your accepted abstract. 
4. Applicants must disclose any additional funding sources when applying. If approved, the stipend will be adjusted to ensure total funding does not exceed the set limit.  Non-compliance will lead to stipend forfeiture and a permanent ban on future applications.  
5. A notification letter from the AOS that you are a recipient of a Molina Travel Award (if applicable).

Additional Requirements:

1. Firm travel arrangements must not be made until the appropriate authorizations are in place.
2. Funding for UTMB students is limited to the lead author; co-collaborators are not eligible for consideration.
3. All domestic travel funding requests must be submitted a minimum of 14 days prior to registration/event/activity. For international travel, the Academy office must adhere to the UTMB’s international travel process. International requests should be submitted with at least an eight-week notice. All travel requests must be submitted and approved before expenses are incurred. Contact the Academy office for more details.
4. Funding will not be approved for conferences previously attended. 
5. If a travel request is authorized, a stipend will be issued after the trip. Based on the preference you set with Enrollment Services during Orientation, a stipend check will be mailed to your home address or deposited directly.
6. Travelers must submit copies of their itemized receipts (airfare, mileage, lodging, meals, ground transportation, registration fees and incidental expenses) for review within 14 days after the trip. Students are eligible for the max amount of the travel stipend and not the sum of the receipts.
7. Any expenses incurred beyond the max stipend amount will be the responsibility of the traveler.
8. Acknowledgment: to apply for funding, it is inherently understood that applicants have read and agreed to the following terms and conditions: Expectation Acknowledgement 
   

American Osler Society (AOS) Conference Funding Support:

Funded Osler Student Scholars are eligible to receive an annual travel award to attend the annual AOS conference - only.  Having an accepted abstract is not a prerequisite. 

The travel award amount is contingent upon the total of their itemized receipts (airfare, mileage, lodging, meals, ground transportation, registration fees and incidental expenses) rounded up to the nearest dollar.  The Academy offers the following max travel stipends to Student Scholars:

1. Up to $500 in-state travel
2. Up to $1K out-of-state travel
3. Up to $2K international travel

Recipients of the Molina Travel Award from the AOS will have the amount of the award deducted from the maximum travel stipend available from the McGovern Academy.  This policy ensures that the total travel support received by any recipient does not exceed the predetermined maximum allocation.  Recipients must notify the Academy of any Molina Travel Awards received prior to or upon application for the travel stipend.  Adjustments to the travel stipend will be made based on the documented amount of the Molina Travel Award.

You must submit the following immediately via email: to the McGovern Academy (mcacadem@utmb.edu):

1. A letter of acceptance from the conference organizers or your name listed on the conference program/agenda (if applicable).
2. Written authorization from your course director authorizing the anticipated absence. (Note p. 1, section III of the John Sealy School of Medicine Student Absence Policy.)
   • The only exception will be for students on academic break during the time of the conference. In this instance, a simple statement in writing describing the student’s academic position will be required.
3. Applicants must disclose any additional funding sources when applying. If approved, the stipend will be adjusted to ensure total funding does not exceed the set limit.  Non-compliance will lead to stipend forfeiture and a permanent ban on future applications.  
4. A copy of your accepted abstract (if applicable). 
5. A notification letter from the AOS that you are a recipient of a Molina Travel Award (if applicable).

Additional Requirements:

1. Firm travel arrangements must not be made until the appropriate authorizations are in place.
2. Funding will not be approved for conferences previously attended. 
3. All domestic travel funding requests must be submitted a minimum of 14 days prior to registration/event/activity. For international travel, the Academy office must adhere to the UTMB’s international travel process. International requests should be submitted with at least an eight-week notice. All travel requests must be submitted and approved before expenses are incurred. Contact the Academy office for more details.
4. If a travel request is authorized, a stipend will be issued after the trip. Based on the preference you set with Enrollment Services during Orientation, a stipend check will be mailed to your home address or deposited directly.
5. Travelers must submit copies of their itemized receipts (airfare, mileage, lodging, meals, ground transportation, registration fees and incidental expenses) for review within 14 days after the trip. Students are eligible for the max amount of the travel stipend and not the sum of the receipts.
6. Any expenses incurred beyond the max stipend amount will be the responsibility of the traveler.
7. Acknowledgment: to apply for funding, it is inherently understood that applicants have read and agreed to the following terms and conditions: Expectation Acknowledgement