Helpful Resources

Summit Information

To alleviate many common questions and help get new students up and running quickly, the Student Council now requires student organization leadership to be present at an annual Organization Summit. This summit provides info about room reservations, budgets, reimbursements, conferences, and much, much more. Please click the link above to learn!

Links

Guide to NJMS Student Organization (Group) Emails

New Student Guide

New Student Organization Application

Parking Portal

Shuttle Schedule

Reimbursement Requirements FAQ's

Who can get reimbursed?
How do I get reimbursed for clubs?
How do I get reimbursed for conferences?
What can be reimbursed?
What CAN’T be reimbursed?
Is there a time limit for submitting reimbursements?
How long does it take to get reimbursed?
What is the fundraiser match process?
Can reimbursements be submitted online?
What happens to our club budgets at the end of the year?

As always, if you have any further questions, please reach out to treasurer@njms.rutgers.edu.

Who can get reimbursed?
- All clubs that have received a budget approval from Student Council can be reimbursed up to their approved budget. 
- For conferences, all NJMS students can be reimbursed up to $250 for registration fees, ticketed transportation, and lodging per conference. Food and gas expenditures will not be reimbursed.
- Please refer to the instructions on the online form. Any submissions that do not follow the instructions will be denied.

How do I get reimbursed for clubs?
- The reimbursement process for clubs and conferences is the same.
- Please fill out the Online Reimbursement Form.
- If one receipt has a total of more than $100, please attach a list of attendees (except for conference reimbursements), a bank statement that contains the purchase details (if a credit/debit card was used)
- For large purchases (i.e. Venue contracts, catering for large events, etc.), please e-mail treasurer@njms.rutgers.edu AT LEAST 1 MONTH PRIOR for approval, tax exemption and coordination.

How do I get reimbursed for conferences?
The Dean’s Office will provide $100,000 to support participation in research/scholarship for any student matriculated in the NJMS MD program with accepted posters or presentations to attend their respective specialty conference.

To qualify for the Dean’s funding support for attendance at a conference, the following criteria must be met:
Submit letter of accepted poster or presentation for conference
Good academic standing
Approval from course, clerkship, or elective director
Submit request 2 months in advance

The funding support is as follows:
A maximum of one conference per year for eligible students
Travel within the NY, NJ, Connecticut, and Pennsylvania is eligible up to $250.00
Travel outside of this area is eligible up to $375.00

Any requests that do not meet these guidelines will be denied. All information must be presented to Mrs. Mercedes Padilla-Register, Supervisor of Student Affairs at padillmn@njms.rutgers.edu

What can be reimbursed?
- Funds from NJMS Student Council can only be used for NJMS students or events open to the entire NJMS student body. This means the event must be advertised over the school listserv prior to being held.
- Food for events & lectures, equipment, decorations CAN be reimbursed

What CAN'T be reimbursed?
- Food/purchased goods for fundraisers and bake sales
- Alcoholic beverages
- Honorariums for outside guests and speakers for lectures
- All forms of transportation (except for conferences as outlined above)
- Gift cards or raffle prizes

Is there a time limit for submitting reimbursements?
All reimbursements must be submitted within 30 days of purchase. 

How long does it take to get reimbursed?
Once the treasurer receives your reimbursement, it will appear on your club's Budged Spreadsheet along with the date it was received. From that date, please allow up to 2 months for the reimbursement to be completed.

What is the fundraiser match process?
Student Council can match up to $250 of earnings from club fundraisers per year at the discretion of the treasurer. When your budget reaches its end and you have used your fundraised funds, you may request these matched funds be applied. Please send an email to treasurer@njms.rutgers.edu with the total amount raised and an attached flyer or advertisement as proof that the fundraiser occurred. You may then reimburse as usual. The amount fundraised will be marked on your budget sheet for documentation purposes, but how you use those funds is at your discretion.

Can reimbursements be submitted online?
Yes they can! Please use our form here!

What happens to club budgets at the end of the year?
Club budgets must be renewed each year in August and do not roll over to the next academic year.

Suggestions for additional content on this page? Please email me at student.council.webmaster@njms.rutgers.edu.  

Yechaan (Eric) Joo
Student Council Webmaster