Predoctoral Research Fellows and their mentors are encouraged to submit an abstract for the annual meeting of the American Association for Dental Research (AADR). Abstracts are generally due in late August or September for the meeting in March or April the following spring. The Research Office provides travel assistance, the amount per student is dependent on available funding.
The State of Texas does not allow travel advances, thus student travelers must pay all travel expenses then submit for reimbursement upon return. Very strict guidelines must be adhered to in order for travel expenses to be reimbursed. Most importantly, all expenses must be paid by the student traveler and credit card receipts must show the card used was in the traveler's name. Receipts for all expenses must be submitted for reimbursement. A detailed Travel Guideline will be provided to each student after abstract acceptances have been received.
Preparing for Travel
Membership - Students must go to www.aadronline.org to become a member of the AADR before they can register for the meeting. Students must join both the International Association for Dental Research (IADR) and AADR. Dues are currently $52 and $45, respectively. Dues must be paid by January 1, 2018 in order to register for the 2018 meeting. Print and keep a receipt of the payment to submit with other travel expenses for reimbursement.
Registration - Registration for the 2018 meeting is $260 and must be paid online. Registration must be completed by January 1 in order for abstracts to be officially accepted for the 2018 meeting. Print and keep a receipt of payment to submit with other travel expenses for reimbursement.
Airfare - Students must book their own airfare. Do NOT book airfare and hotel as a package through a service such as Orbitz, Expedia, etc. The State of Texas requires a breakdown of expenses itemizing these expenses. Online booking services will not provide a breakdown of charges for package deals. The traveler will not be reimbursed for airfare and hotel booked as a package deal.
Hotel and Meals - A maximum of $130 per day combined hotel and meals may be reimbursed for a maximum of 2-night/3-day stay. The maximum per-day expense for hotel is $100 and the maximum per-day for food is $40. Sharing rooms to decrease individual hotel cost will thus allow the maximum amount for food per day.
- Itemized receipts for each meal, not just the signed credit card receipt, must be submitted
- No alcohol may be reimbursed
- Food purchased at the hometown airport going to the meeting may not be reimbursed
- Food purchased at the meeting location airport returning from the meeting may be reimbursed
- Every individual must have their own hotel receipt in their name, showing a zero balance (unless booked through a service online see printed Travel Guide for instructions)
Taxi/Shuttle - Student Travels may be reimbursed for taxi or shuttle expenses from the airport to the hotel and vice-versa. Keep receipts to submit for reimbursement. Transportation expenses to restaurants or sight-seeing will not be reimbursed.
Receipts - When in doubt, keep the receipt!
More extensive information and instructions are included in the Travel Guideline.
As soon as possible upon return, student travelers should follow the detailed Travel Reimbursement Instructions to complete the Travel Reimbursement Worksheet, attach all receipts taped to 8.5x11 sheet(s) of paper, and a signed College of Dentistry-Transmittal Form to the Research Office. The staff will review the request for accuracy and allowable expenses, and may contact the student for corrections or deletions. Reimbursement requests not submitted by the current year's deadline will not be paid.
Travel Reimbursement Forms