Resident and Fellow Emergency Expense Fund Policy

The Resident and Fellow Emergency Expense Fund provides one-time financial assistance for urgent and unforeseen emergencies. This fund is available to all currently enrolled University at Buffalo (UB) Residents and Fellows employed by University Medical Resident Services, P.C. (UMRS). The fund offers financial relief for a catastrophic personal or family emergency. This Policy aligns with Article XIX of the 2024 UMRS-UAPD Collective Bargaining Resident Agreement.

The State University of New York at Buffalo Jacobs School of Medicine and Biomedical Sciences (JSMBS) established the Resident and Fellow Emergency Expense Fund to cover emergency expenses incurred during training. Residents and fellows requesting reimbursement must ensure that the expenses are legitimate, and comply with applicable training program, departmental and UB policies.

Emergency fund requests will be reviewed and disbursed by the University at Buffalo Graduate Medical Education (UB GME) office. Once an application request has been completed and accepted, UB GME will disburse the funds via Automated Clearing House (ACH) within 30 calendar days. All requests must be approved by the UB GME office, with justification provided.

The Resident and Fellow Emergency Expense Fund is supported by JSMBS.

Emergency situations involve circumstances beyond the Residents’/Fellows’ control, including but not limited to: personal and housing emergencies, vehicle and transportation emergencies, family emergencies, safety and security emergencies, and natural disasters. Examples include house fires, natural disasters, theft, or urgent family emergencies.

Residents and Fellows in need of assistance should note the following guidelines before submitting an application:

• All requests are reviewed by the UB GME office. A meeting may be requested to discuss your application.
• Financial assistance is based on the nature of the emergency and other factors such as totality of hardship, and the immediate impact of the emergency on well-being.
• The maximum allocation is $2,000 per resident.
• No more than $40,000 per academic year may be disbursed from the Emergency Fund.
• Funds will be deposited into a Resident/Fellow’s bank account.
• A completed W-9 Form is required to accompany the application for tax reporting purposes.
• Each request must clearly identify the amount and purpose of funds requested.
• Recipients may be asked to provide receipts upon request to document expenditures. Examples of acceptable documentation include original, itemized invoices or detailed receipts.

The reimbursement process is detailed in the application form.

• Completed application form, signed by resident or fellow
• Supporting materials
• W-9 form
• Bank account information for ACH
• Original receipts or itemized invoices may be requested

UB GME has the right to refuse requests due to insufficient justification, frequency of exception requests, lack of reasonable notice by the requestor, or their judgment on the reasonableness of the exception.

Graduate Medical Education Office

955 Main Street, Suite 7230

Buffalo, New York 14203-1121

Phone: 716-829-2012

Fax: 716-829-3999

ubgmeresfund@buffalo.edu

Web: Office of Graduate Medical Education - Jacobs School of Medicine and Biomedical Sciences - University at Buffalo

Established: January 2025

Reviewed by GMEC: January 2025