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Graduate School of Arts and Sciences

Graduate Student Conference Reimbursement

graduate school of arts and sciences

In addition to adherence to the Boston College travel policy, please follow these guidelines very carefully to receive reimbursement for pre-approved conference-related expenses. Incomplete files or files not in compliance with these guidelines will be rejected. Reimbursement requests must be received during the same fiscal/academic year in which the conference took place and must be submitted no later than 30 days after the completion of travel.

Students in the Graduate School of Arts and Sciences, Connell School of Nursing, and Lynch School of Education may receive funding for one conference per academic year (June 1–May 31), with prior authorization from GSAS Associate Dean, Candace Hetzner.

Students Presenting

Students may request travel reimbursement for up to $250 for expenses related to a conference at which they are presenting by completing the following steps:

Prior to the Conference

Students must submit the Conference Participants Form to receive approval from Dean Hetzner.

Following the Conference

Complete and sign the BC Grad Student Expense Report. Be sure to include your Eagle ID# (first eight digits on your Eagle One Card).

No later than 30 days after the completion of travel, approved students should submit the completed form, a copy of the conference program listing your presentation, printed email approval from Dean Hetzner, and all original receipts and supporting documents. Tape all loose original receipts to a standard sheet of (8.5" x 11") paper, with your Eagle ID# written on each sheet. DO NOT staple anything. Completed paperwork should be submitted to Gasson 108 unless you are in one of the following departments:

    Biology - See Carole
    English - See Linda
    Physics - See Carole
    Psychology - See Mike

Air, Bus, and Train Travel

Original boarding passes and print-out of itinerary are required. If the itinerary does not show the method of payment, you must also provide proof of payment. GSAS does not reimburse for costs related to the purchase of travel/trip insurance.

Transportation by Taxi or Public Transportation

Original receipts are required.

Auto Travel using Personal Car

Requires exact street address of destination, original receipts for road tolls and parking, if applicable. Include a print-out of the driving directions of the route you took, with the total miles from start to end. Also, include the names of other BC students who rode with you.

Auto Travel using Rental Car

Original receipts for rental car, road tolls, etc. Also, include the names of other BC students who rode with you.

Meals & Incidentals

Original receipts are required—including itemized bills and credit card slips—for meals and other related, incidental expenses.

GSAS does not pay a per diem for conference-related travel. GSAS does not reimburse for alcohol, entertainment, or other expenses not directly related to the performance of the conference-related travel assignment.

Lodging

Original hotel statements showing a method of payment and a zero balance are required. Each student should request such a statement in his/her own name.

 

For all reimbursable expenses, we strongly advise against one student's purchasing or paying for other students; doing so makes the reimbursement process even more cumbersome.

 

Students Attending, Not Presenting

Students may request reimbursement of the conference fee up to $50 by completing the following steps:

Prior to the Conference

Students must submit the Conference Participants Form to and receive approval from Dean Hetzner.

Following the Conference

Complete and sign the BC Grad Student Expense Report. Be sure to include your Eagle ID# (first eight digits on your Eagle One Card).

No later than 30 days after the completion of travel, approved students should submit to the Graduate School of Arts and Sciences, Gasson 108, the completed form, a copy of the conference program listing your presentation, printed email approval from Dean Hetzner, and all original receipts. Tape all original receipts to a standard sheet of (8.5" x 11") paper, with your Eagle ID# written on each sheet. DO NOT staple anything.

Reimbursements for students in the following departments: Biology, Chemistry, Classics, Earth & Environmental Sciences, Economics, English, History, IREPM, Math, Philosophy, Physics, Political Science, Psychology, RLL, SELL, Sociology, and Theology.

The Graduate Student Association has made additional conference funding available through this office. There is no additional step to get access to these monies; GSAS students are automatically considered for this funding when they submit a funding request using the directions above. This funding provides for additional reimbursement up to $100 for travel and related expenses. Original expense receipts must be submitted with the reimbursement request. See above guidelines.

Other Student Funding

For other dean-approved funding, students may request reimbursement by completing the following steps:

Complete and sign the BC Grad Student Expense Report. Be sure to include your Eagle ID# (first eight digits on your Eagle One Card).

Submit to the Graduate School of Arts and Sciences, Gasson 108, the completed form, original receipts, and any other supporting documents. Tape all original receipts to a standard sheet of (8.5" x 11") paper, with your Eagle ID# written on each sheet. DO NOT staple anything.

For travel-related expenses, please follow the guidelines above for conference travel reimbursement.

You must also attach written approval of your special funding request from your department and/or the dean.

 

Why does Accounts Payable need this paperwork?

Boston College follows the IRS Accountable Plan, which requires a business purpose and full documentation for all reimbursed expenses to our employees and students. Under this plan, non-documented expenses become taxable income.

How will I receive my reimbursement for conferences or other funding? 

Students are requested to setup direct deposit for expenses. This is a separate authorization from that done with Human Resources. Please follow this link for the appropriate student direct deposit form.

If you do not setup direct deposit, reimbursement checks are usually sent via US Postal Service to your Agora address; otherwise, you will be contacted to pick up your check at Accounts Payable in 129 Lake Street on Brighton Campus.

Revised June 2012