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, Christine Murphy for reimbursement. (Firefox is the recommended browser for submitting this form. BC Credentials required.)
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 presenting GSAS students.
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 attending GSAS students.
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 must submit the Conference Participants Form to receive approval from Dean Hetzner. (Firefox is the recommended browser for submitting this form. BC Credentials required.)
Complete and sign the BC Grad Student Expense Report. Be sure to include your Eagle ID# (first eight digits on your Eagle One Card).
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 Cara Burke either by email cara.burke@dos5.net or in person to Gasson 108 unless you are in the following departments:
Contact Dina Goodfriend at dina.goodfriend@dos5.net, or the Morrissey Service Center
Contact Chelsea Parsons at bcenglish@dos5.net
Contact Christopher Hanlon at christopher.hanlon@dos5.net
Contact Jane Cater at jane.carter@dos5.net
Contact Michael Ring at michael.ring@dos5.net
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.
Original receipts are required.
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.
Original receipts for rental car, road tolls, etc. Also, include the names of other BC students who rode with you.
GSAS no longer funds meals for conference travel. 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.
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 other dean-approved funding, students may request reimbursement by completing the following steps:
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 complete the 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.