Conference Reimbursement
Conference Funding
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 may receive funding for one conference per academic year (June 1–May 31). Students must complete and submit the Conference Participants Form to Associate Dean, Candace Hetzner for reimbursement. (Firefox is the recommended browser for submitting this form. BC Credentials required.)
**Please note: Beginning June 2017, we will no longer fund meals for conference travel.**
STUDENTS PRESENTING
Students presenting at a conference may request reimbursement for expenses related to said conference by completing the steps below. The maximum reimbursement is $350 for GSAS students.
STUDENTS ATTENDING, NOT PRESENTING
Students attending a conference but not presenting may request reimbursement for conference-related expenses by completing the steps below. The maximum reimbursement is $150 for GSAS students.
REIMBURSEMENT GUIDELINES
Prior to the Conference
Students must submit the Conference Participants Form to receive approval from Dean Hetzner. (Firefox is the recommended browser for submitting this form. BC Credentials required.)
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 (where applicable), 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, submit only single sided documentation. Completed paperwork should be submitted to Gasson 108 unless you are in one of the following departments:
Biology - Contact Dina Goodfriend or the A&S Service Center
English -
Philosophy -
Physics - Contact Jane Carter or the A&S Service Center
Psychology - Contact Michael Ring
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
**Beginning June 2017, we will no longer fund meals for conference travel.**
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.
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, only single sided receipts are acceptable.
For travel-related expenses, please follow the guidelines outlined in the section above.
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.