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Faculty Recruiting Expense Reimbursement Guidelines

office of the provost and dean of faculties

Advertising Expenses

A portion of a department’s advertising expenses may be covered, but only with prior written approval. It is expected that departments will have first explored the alternatives of funding such expenses through department/school budgets.

All advertisement requests related to a given position should be made at the same time. If a department is hiring more than one person, whenever possible, all position requests should be made at the same time. Requests should include the name(s) of the publication(s), expected date(s) of ads, and cost estimate(s). Advertisements funded by other budgets and/or published free of charge should be mentioned.

 

Faculty Attending Conferences to Recruit

Airfare, lodging and meals will be reimbursed for up to three faculty members who attend a conference for recruiting efforts. 

The cost of a suite to conduct interviews will NOT be reimbursed.

 

Candidate On-Campus Visit Expenses

Lodging, meals, and travel, associated with a candidate's visit to the BC campus will be covered (see Expenses Covered below).

 

Expenses Covered


Lodging

Includes two nights at the BC corporate rate at one of the following approved hotels. Also covered are other reasonable expenses (e.g., local phone calls, breakfast and dinner) charged to the room. Expenses deemed excessive, such as long distance phone calls, may be denied.

Three nights will be covered if reduced travel expenses more than offset the cost of the extra night, since deeply discounted plane fares may make it attractive for the candidate to stay over on a Saturday night. Prior approval of this arrangement should be worked out.

Lodging should be arranged using the Provost's American Express Department Card. To learn more or to request an American Express Department Card, contact Carolyn Donoghue at carolyn.donoghue@bc.edu or 2-8911.   

Information about approved hotels and BC rates can be found at BC's Travel site.

Other aproved hotels include:

  • Park Lane in Newton
    Reservations  617-964-1666
    State that you are booking a room for a BC faculty candidate.
  • Bertram Inn in Brookline
    Reservations  1-800-295-3822
    State that you are booking a room for a BC faculty candidate.
  • Beacon Inn in Brookline
    Reservations  617-264-7948
    State that you are booking a room for a BC faculty candidate.


Meals

Meals for the candidate and the faculty host(s) are covered on the day of the interview only, although meals for the candidate will be covered during the candidate's visit and for other necessary time in transit.
It is expected that the Faculty Dining Room (or comparably priced facility) will be used for lunch.
No more than three faculty members may take the candidate out for one dinner and the cost per person (including tax and tip) cannot exceed $64. This will be strictly enforced.
Receipts need to be itemized (mandatory by Accounts Payable) and the number of diners should be included for reimbursement.


Travel

Reimbursement for round-trip travel (i.e. airfare or mileage allowance) between the candidate's home and/or office and BC will be covered up to $1,000. Anything exceeding that amount must be approved in advance. Candidates should be encouraged to use economy or discounted fares whenever convenient.

 

Sharing Expenses with Other Universities

If candidates visit other universities on the same trip, it is expected that expenses will be shared. Any reasonable division of expenses by the candidates will be honored.

 

Reimbursement of Expenses

Complete the BC Expense Report form. Attach original receipts to an 8.5x11" paper, then forward, along with one copy, to your school's Service Center/Dean's Office.

Include the faculty member's Eagle ID number on the bottom of each page.

To reimburse candidates not on the BC system, include their full name, address, and telephone number.

Accounts Payable requires the original itemized meal receipt for reimbursements.

 

Reimbursement for Meals Purchased with Department Dining Cards

Faculty Dining Room meals should be charged to your department account via your BC Dining Card. A memo stating the amount, date, faculty name(s), candidate's name, and number of guests, with attached original receipts, should be sent to the Provost Office. A budget transfer will then be made to your department account. Please state the chart string that you would like reimbursed.

 

Moving Expenses

The amount of moving expense reimbursement the University will provide must be approved by the Vice Provost for Faculties and specified in the letter of offer. The Provost Office will pay for actual moving expenses, not expenses incurred while looking for housing or temporary lodging necessitated by the move.

Boston College employees who receive reimbursement for their moving expenses are subjected to IRS rules which dictate how the reimbursement must be treated for tax purposes. This includes both payments made directly by BC to a third party (e.g. a moving company) on behalf of an employee and reimbursements paid directly to the employee. To be eligible for deductible moving expenses, the Revenue Reconciliation Act of 1993 states the following requirements must be met:

  • The move must be work related
  • The move must meet a 50-mile distance test
  • The employee must work full-time at least 39 weeks during the 12 months immediately following the move (moving expenses can still be deducted if the time test is not met by the filing date, if the 39-week test is expected to be completed in the next year).

Deductible (Qualified) Moving Expenses

Reimbursed qualified moving expenses are excludable from the employee's gross income. If the requirements listed above are met, the reasonable costs of moving household goods and personal effects belonging to the employee and other members of their household from the former home to the new home are non-taxable. These costs may include:

  • Packing
  • Crating
  • Moving household goods and personal effects
  • In-transit storage
  • Insurance costs
  • And the following if incurred within 30 days of the move:
    • Disconnecting/connecting utilities
    • Shipping cars or pets
    • Traveling expenses incurred during the period of travel from former home to new home--expenses must be reasonable, travel route must be shortest and most direct, lodging included but meal expenses are not. Travel by automobile will be reimbursed at $.585 per mile (plus parking fees and tolls) or for actual expenses such as gas and oil.

Nondeductible (Non-Qualified) Moving Expenses

These expenses are treated as wages and are subject to federal and state withholding, FICA, and FUTA taxes. These include:

  • Meals while moving from your old residence to your new residence
  • Pre-move house hunting expenses
  • Meals and lodging while occupying temporary quarters in the area of your new job
  • Real estate expenses connected with the sale, purchase, or lease of former residence.

IRS Publication 521 on moving expenses should be referenced for specific tax information and for preparation of the federal income tax return. For further clarification contact the IRS or a tax consultant.

Revised September 2011