Higgins Operations and Business Services

Reimbursement Requests

Expense Reimbursements

Receitps should be submitted to the Business Office in Higgins 355e.

Reimbursement checks are issued by the Accounts Payable Department in More Hall. Checks are dispersed twice a week, generally on Tuesdays and Fridays. Faculty and Staff will receive their checks via campus mail. Graduate and Undergraduate students will receive and e-mail to pick the check up in More Hall, rm. 180.

Guidelines for Expense Reimbursements, excluding travel:

  • Original receipts must be taped to a 8 ½ x11 sheet of paper
  • Meal receipts must be itemized
  • Expenses paid by credit card must indicate complete payment has been charged

Travel Reimbursements

In addition to the guidelines for expense reimbursements, travel requests must be accompanied by a completed and signed travel expense report form. A source of funding should be indicated.

Guidelines for Travel Reimbursements:

  • ORIGINAL RECEIPTS are required for all travel expenses, including, airfare, hotel and car rental and all individual expenses that exceed $25.00.
  • Original airline boarding passes for all flight segments.
  • Itemized hotel bills are required.
  • When attending a conference please submit the original badge from the conference showing attendance.
  • When meals are to be paid on a Per Diem basis, a copy of the rate per day according to the area traveled should be attached to the Expense Report Form.
    Domestic rates can be found here.
    Foreign rates can be found here.
  • Foreign travel receipts must either be accompanied by a credit card statement showing the converted rate or if the expense was paid in cash, a foreign exchange rate. One can be found at http://www.oanda.com/convert/classic
  • When using private automobile for transportation means, travel reimbursement is made on the basis of mileage traveled. An accurate record of miles traveled can be obtained through Map Quest at the following link http://www.mapquest.com/ . A copy should be submitted with Expense Form. BC uses the federal guideline for the mileage rate.
  • When paying any expenses by credit card please provide paperwork showing payment made, either the receipt with credit card number or a copy of the bank card statement showing payment.

In addition to the above guidelines, if travel is to be reimbursed from a grant, the following guidelines also apply:

  • Airline travel must be on a US air carrier for as many segments of a foreign trip as possible.
  • Alcohol and entertainment expenses are not allowed. Minibar purchases are not allowed.
  • Telephone calls related to a project are allowed.

Copy of Expense Report Form (PDF)

Copy of Advance Travel Form (PDF)


Travel Funding Opportunities

Faculty Travel

Travel request forms for Tenure Track Faculty must be approved by the department chair, and then submitted to Joyce Mannix in Gasson 109 for approval, along with a copy of the conference program or conference website address, at least six weeks prior to the departure date for both domestic and international conferences. BC will pay round-trip airfare, lodging, meals and conference registration for one conference per year (domestic or international) up to $1,000.00 per trip with receipts provided. Additional partially-funded travel (registration and airfare only) may be supported following the same guidelines. For further information refer to the following website listed below.
Guidelines and Request forms can be obtained at the following link: http://www.bc.edu/schools/cas/services/faculty/facforms/trvguide.html


Graduate School

Students attending but not presenting may receive funding for one conference per academic year with prior authorization from GSAS Associate Dean Candace Hetzner. Students may request reimbursement of the conference fee, up to $50.00, by submitting the required documentation to GSAS. Students presenting may request conference travel reimbursement for ½ transportation cost, up to $250.00. by submitting the required documentation to GSAS. For further information and guidelines refer to the website listed below.
Guidelines and Request forms can be obtained at the following link:
http://gsas.bc.edu/studentforms


Recommended Travel Contacts

Expedia Corporate Travel
http://www.corporate.expedia.com
Phone Number 866-444-4947

American Express Travel
lhttp://www.americanexpress.com/travel
Phone Number 800-457-2323

The Travel Collaborative
http://www.travelcollaborative.com
Phone Number 617-497-8161

Budget Rent-A-Car
Reservations: 1-800-527-0700
Corporate Account #T470701

National Car Rental
Reservations: 1-800-227-7368
Corporate Account #5006897