Prior Approval
Requests must be approved by the department chair, then submitted to Joyce Mannix in Gasson 109 for approval (along with a copy of the conference program or conference URL) at least six weeks prior to the departure date for both domestic and international conferences.
Travel Request Form
Travel Arrangements
Due to limited travel funds, faculty are expected to obtain the most economical fares from BC's official travel agency, American Express Travel, and to also use grant money whenever possible. If a more economical rate can be made through the conference organization please do so; however, reimbursements can only be made payable to the traveler.
Please note: BC is assigned to the Cambridge Branch American Express Office. For reservations call (800) 457-2323 or FAX (617) 349-5021. Your American Express Corporate Credit Card should be used wherever possible and appropriate.
Discount Airfares and Amtrak Acela Fares
(negotiated discounts available to BC business travelers)
Boston College Policies and Procedures Manual (additional information regarding BC's travel policy)
Travel Limitation
BC will support round-trip airfare, lodging, meals, and conference registration for one conference per year (domestic or international) — up to $1,000 per trip provided receipts are submitted — by a tenure-track faculty member who delivers a paper or is a discussant (conference program must list the participant as being affiliated with BC) or if the faculty member is required to attend a conference as an officer of a sponsoring association, editor of a journal, or some other official capacity. Additional partially-funded travel (registration and airfare only) may be supported following the same guidelines and procedures.
Ground Transportation, Meals, and Lodging Reimbursement
Without receipts, BC's flat per diem rate for lodging is $50 per night, meals $30 per day (Policy and Procedures of the University). Receipts for lodging and meals cannot be mixed with the flat per diem rate. Round-trip airfare and registration fees will be paid to attend additional conferences if the faculty member delivers a paper or is a discussant (conference program must list the participant as being affiliated with BC), or if the faculty member is required to attend a conference as an officer of a sponsoring association, editor of a journal, or some other official capacity.
Travel Reimbursement for Candidate Interviews
For the purpose of interviewing candidates, faculty are allotted travel reimbursements to one conference. Expenses for two faculty are covered if one person is being hired; three faculty are covered if two or more are being hired. The AVP Office will cover the registration fee, but not dues or fees associated with the conference. Meal expenses should not exceed $45 per day per faculty member. Single or double rooms are covered if they are the same price; however, suites are not covered without prior approval from the AVP Office. BC's policy is that faculty will only interview prospective candidates in conference interview rooms, thus eliminating entertainment and/or meals. Miscellaneous expenses (movies) will not be reimbursed; exception, reasonable long distance calls to one's home. Per University policy itemized receipts for hotel and other expenses, along with a copy of the completed conference registration form, will be required for reimbursements.
Submission of Travel Expense Report
The Travel Expense Report must be submitted with receipts and a copy of the airline ticket to Joyce Mannix in Gasson 109 no later than 15 days following the completion of a trip. This is particularly critical as the end of the fiscal year (May 31) approaches because expenses incurred in one fiscal year cannot be reimbursed from the following year's budget. PeopleSoft Financial Expense Report
