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School of Theology and Ministry

Student Conference Funding

Information about the Individual Conference Grant (ICG)

The Boston College School of Theology and Ministry (STM) provides financial assistance to STM students who attend professional and academic conferences as a way to further their graduate and professional research initiatives and professional formation goals, and to represent the school on the local, national, and international level.  The STM’s Individual Conference Grant (ICG) program, funded by the Office of the Dean and the STM Student Forum, is designed to supplement the Individual Conference Grant program of the Boston College Graduate Student Association (GSA), and to offset costs associated with scholarly research and conference attendance that are not directly funded by other agencies, schools/departments within the university. Individuals are encouraged to apply for an Individual Conference Grant from the Graduate Student Association. All application information for GSA can be found on their website: /content/bc/offices/gsc/gradorgs/gsa/gsa_funding.html

Procedure

1.)    Awards are granted to STM students in good standing students whose participation falls within two general categories: (1) conference attendance, or (2) conference presentation.

2.)    Eligible students in these categories first submit an application (Application Form) to the STM Student Forum Moderator. They can be granted up to $50 to offset conference expenses for conferences which they are attending, or up to $100 to offset expenses at conferences at which they are presenting.

3.)    If the student’s request exceeds the amounts stated above, the Student Forum Moderator and Treasurer will then forward the application to the Associate Dean of Student Affairs for the possibility of additional funding through the STM Dean’s Office. An ICG committee, appointed by the dean, then decides whether to offer the student additional funding based on the merits of his/her application, the tier to which the student is applying (Tier Levels), and  the funding available at the time the application is received.

4.)    Students must provide proof that they have actually attended or presented at the conference for which s/he is requesting funding. For conference attendees, this can be done by submitting proof of registration as well as a program from the conference. For those presenting at conferences, this can be done by submitting a conference flyer, advertisement, or program that mentions the presenter’s name as well as the title of his or her presentation. Original flyers, advertisements, or programs are preferred.

5.)    In order to receive reimbursement for travel expenses, applicants must meet the requirements of the BC Travel Policy: /content/dam/files/offices/policies/pdf/policies/V/5-200-050.PDF

6.)    If approved for funding, the applicant must submit a BC Student Reimbursement Form:  /content/dam/files/offices/buy/pdf/StudentExpenseReimbursement1.pdf

  with the original receipts to the SF Treasurer within two weeks of returning from the conference.   Please note the following:

  • Boston College will only reimburse the cost of airfare in coach class. Reimbursements will not be made for business class or first class seats.  You will need to submit the following documents for reimbursement: 

            1.) The itinerary invoice (reflecting travel dates and cost) provided by the                              authorized travel agency

            2.) Upon completion of travel, the appropriate transportation ticket receipt or                         boarding passes.

  • Original receipts are required for all major travel expenses, including airfare, hotel, and car rental bills, and all individual expenses that exceed $25.00.  To secure reimbursement, the traveler must retain all transportation ticket receipts (including boarding pass, e-tickets or passenger receipt) for purposes of documenting Student Reimbursement Form travel expense reconciliations.  Without this documentation, we will not be able to reimburse you for your travel.
  • When travel by private automobile is chosen over commercial transportation in order to save time, to transport equipment, or to reduce costs when a number of people are traveling together to the same destination, reimbursement to the traveler is made on the basis of mileage traveled. The reimbursement rate is on the Boston College travel website: /content/bc/offices/travel.html
  • When, primarily for the convenience of the traveler, a private automobile is used for official travel, reimbursement is not to exceed the cost (or the sum of the costs for more than one traveler) of roundtrip air travel (to include cost of economy/coach airfare and incidental expenses to and from airports) between the nearest commercial airports serving the cities of origin and destination.
  • The mileage allowance covers all operating costs of the vehicle. Repair costs are not reimbursable, whether they result from the traveler's acts or the acts of others. However, ferry, bridge, tunnel, toll road, and parking charges are reimbursable in addition to the mileage allowance. An accurate daily record of miles traveled is to be maintained. Upon completion of travel, mileage and expenses are to be submitted on a Student Reimbursement form.
  • Miscellaneous Transportation-Related Expenses

        Tolls – Necessary, reasonable tolls are reimbursed.

        Parking – Necessary charges for parking are reimbursed, including airport                          parking fees that do not exceed normal taxi fares to and from the airport.

        Traffic Violations – Traffic and parking violations received while driving rental,                 personal, or University-owned vehicles are not reimbursed.

        Public Transportation – As the preferred mode of transportation, public                             transportation is to be used whenever possible and practical. Public transportation                 costs are to be itemized on the Travel Expense Report.

        Shuttle Service – The cost of shuttle service to and from airports and railroad                     stations, plus reasonable tips, is reimbursed to the extent that such service is not                 included in air or rail fares.

        Taxi Service – Taxi fares, including reasonable tips, are reimbursed when                           transportation or shuttle service is not practical.