Graduate Student Conference Reimbursement

Please follow these guidelines carefully when filing your reimbursement, or it will be delayed. Incomplete files cannot be processed. Note that reimbursement requests must be received during the same fiscal/academic year during which the conference took place.

Students in the Graduate School of Arts & Sciences, the Connell School of Nursing, and the Lynch School of Education may receive funding for ONE CONFERENCE PER ACADEMIC YEAR (June 1 – May 31) with authorization from GSAS Associate Dean Candace Hetzner, PRIOR to the travel under either of the following circumstances:

STUDENTS PRESENTING may request reimbursement for expenses related to a conference at which he/she is presenting for the amount of one half of the transportation expenses up to $250 by completing the following steps:

PRIOR TO THE CONFERENCE
Request and Receive Approval from Dean Hetzner by submitting the Conference Approval Form. 

AFTER THE CONFERENCE
Complete and sign the BC Grad Student Expense Report. Be sure to include your Eagle ID#.  (Your Eagle ID is the first 8 digits on your Eagle One Card)

Submit to the Graduate School of Arts & Sciences, McGuinn 221, the completed form and a copy of the original program listing your presentation, along with printed email approval from Dean Hetzner and all ORIGINAL RECEIPTS (Please DO NOT use staples) as follows:

AIR TRAVEL: requires original boarding passes and proof of payment (e.g., a credit card statement or printout from online banking.)

BUS, TRAIN, TAXI: requires original receipts and proof of payment

AUTO TRAVEL WITH 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. Include the names of other BC students who rode with you.

AUTO TRAVEL WITH RENTAL CAR: requires original receipt of rental agreement, original receipts for road tolls and parking (if applicable).

Be sure to tape all original receipts to a standard piece of 8.5" x 11" paper with your Eagle ID# written on each sheet. Again, do NOT use staples.

STUDENTS ATTENDING (but not presenting) may request reimbursement of the conference fee up to $50 by completing the following steps:

PRIOR TO THE CONFERENCE
Request and Receive Approval from Dean Hetzner by submitting the Conference Approval Form.

AFTER THE CONFERENCE
Complete and sign the BC Grad Student Expense Report. Be sure to include your Eagle ID#. 

Submit the completed form along with printed email approval from Dean Hetzner and the ORIGINAL RECEIPT and proof of payment for the conference fee to: Graduate School of Arts & Sciences, McGuinn 221.

The following reimbursements apply to GSAS Students only (Biology, Chemistry, Classics, Economics, English, Geology/Geophysics, History, IREPM, Math, Philosophy, Physics, Political Science, Psychology, RLL, SEL, Sociology, Theology)

GSA Funding

Additional conference funding is available from the Graduate Student Association through the GSAS.  The GSA provides reimbursement UP TO $100 for travel and related expenses (transportation (not covered above), lodging, meals, conference fees).  ORIGINAL RECEIPTS for the expense(s) must be submitted with the reimbursement request, which is submitted in conjunction with one of the options above.

Other Student Funding

For other funding pre-approved by the Dean, 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#.  (Your Eagle ID is the first 8 digits on your Eagle One Card)

Submit to the Graduate School of Arts & Sciences, McGuinn 221, the completed form, along with ORIGINAL RECEIPTS and proofs of payment (copy of credit card/bank statement in student's name). Follow the same procedure outlined above, i.e., tape receipts to a sheet of paper and do not use staples.

Attach approval from your Department and/or the Dean.

STUDENT CHECKS ARE USUALLY SENT TO THE ADDRESS ON FILE IN AGORA. OTHERWISE, THEY WILL BE AVAILABLE AT MORE HALL 190.
FOR BC EMPLOYEES (AND FOR STUDENTS WORKING AT BC), CHECKS WILL BE SENT TO THE RESPECTIVE DEPARTMENT OR YOU MAY SET-UP DIRECT DEPOSIT USING THIS FORM.

Revised: February 2008