Graduate Student Conference Reimbursement
graduate school of arts and sciences
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, Gasson 108, the completed form, a copy of the original 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.
Air, Bus, and Train Travel
Original boarding passes and print-out of itinerary are required.
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.
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, Gasson 108, 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 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, Economics, English, Geology/Geophysics, History, IREPM, Math, Philosophy, Physics, Political Science, Psychology, RLL, SELL, Sociology, and Theology. The Graduate Student Association has made available additional conference funding through GSAS. 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 (transportation not covered above, lodging, meals and conference fees). 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.
Attach written approval from your department and/or the dean.
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 More Hall 190.
Revised June 2011