Travel Reimbursement Guidelines

Prior Approval

Requests must be approved by the department chair, then submitted to Jessica Roumali, Gasson 109 for approval (along with a copy of the conference program or conference URL) at least six weeks prior to the departure date for both domestic and international conferences. Travel Request Form

International Travel Insurance

Boston College is enrolled with HTH Worldwide Insurance Services, a health and emergency services provider. The accident and health insurance blanket policy provides worldwide medical coverage for registered Boston College students/ faculty/ staff while traveling and living outside the United States. Risk Management Office

Travel Arrangements

Due to limited travel funds, faculty are expected to obtain the most economical fares from BC's official travel agency, American Express Travel, and to also use grant money whenever possible. If a more economical rate can be made through the conference organization please do so; however, reimbursements can only be made payable to the traveler. Discounted Airfares

Boston College Policies and Procedures Manual for additional information regarding BC's travel policy.

Travel Limitation

The College will support round-trip airfare, lodging, meals and conference registration—up to $2,500 per fiscal year—for a full-time faculty member who delivers a paper or is a discussant (conference program must list the participant as being affiliated with BC) or if the faculty member is required to attend a conference as an officer of a sponsoring association, editor of a journal, or some other official capacity. Requests for total travel reimbursement in excess of $2,500 in a given fiscal year may be considered by way of exception to this policy (for example, for travel to an international conference), following the same prior approval procedures described above. Faculty with startup and/or research funds should utilize those resources first.

Ground Transportation, Meals, and Lodging Reimbursement

Without receipts, BC's flat per diem rate for lodging is $50 per night, meals $30 per day (Policy and Procedures of the University). Receipts for lodging and meals cannot be mixed with the flat per diem rate. Round-trip airfare and registration fees will be paid to attend additional conferences if the faculty member delivers a paper or is a discussant (conference program must list the participant as being affiliated with BC), or if the faculty member is required to attend a conference as an officer of a sponsoring association, editor of a journal, or some other official capacity.

Travel Reimbursement for Candidate Interviews

For the purpose of interviewing candidates, faculty are allotted travel reimbursements to one conference. Expenses for two faculty are covered if one person is being hired; three faculty are covered if two or more are being hired. Meal expenses should not exceed $45 per-day per-faculty member. Single or double rooms are covered if they are the same price; however, suites are not covered. BC's policy is that faculty will only interview prospective candidates in conference interview rooms, thus eliminating entertainment and/or meals. Miscellaneous expenses (movies) will not be reimbursed; exception, reasonable long distance calls to one's home. Per University policy, itemized receipts for hotel and other expenses, along with a copy of the completed conference registration form, will be required for reimbursements.

Submission of Travel Expense Report

The Travel Expense Report must be submitted with receipts and a copy of the airline ticket and boarding pass to your department administrator no later than 15 days following the completion of a trip. This is particularly critical as the end of the fiscal year (May 31) approaches because expenses incurred in one fiscal year cannot be reimbursed from the following year's budget.
Travel Expense Report