Please follow these guidelines carefully. Incomplete files cannot be processed. Reimbursement requests must be received during the same fiscal/academic year the conference took place.
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 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).
Submit to the Graduate School of Arts and Sciences, McGuinn 221, the completed form, a copy of the original program listing your presentation, printed email approval from Dean Hetzner, and all original receipts. Tape all original receipts to a standard piece of (8.5 x 11) inch paper, with your Eagle ID# written on each sheet. DO NOT staple.
Air Travel
Original boarding passes and proof of payment (credit card statement, printout from online banking, etc.).
Bus, Train, Taxi
Original receipts and proof of payment.
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 of rental agreement, road tolls and parking, if applicable.
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).
Submit to the Graduate School of Arts and Sciences, McGuinn 221, the completed form, a copy of the original program listing your presentation, printed email approval from Dean Hetzner, and all original receipts. Tape all original receipts to a standard piece of (8.5 x 11) inch paper, with your Eagle ID# written on each sheet. DO NOT staple.
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Reimbursements for students in the following departments: GSA Funding |
Other Student Funding
For other pre-approved funding by Dean Hetzner, 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, McGuinn 221, the completed form, original receipts and proofs of payment (copy of credit card/bank statement in student's name, etc.), and printed email approval from Dean Hetzner. DO NOT staple.
Attach approval from your department and/or the dean.
Reimbursement checks are usually sent to the Agora address; otherwise, they will be available at More Hall 190.
For BC employees and BC student employees, checks will be sent to the respective department, or you may set-up direct deposit by submitting this form to Accounts Payable.
Revised February 2009