Graduate Student Conference Reimbursement
Active students of the Theology Department attending a conference, whether presenting a paper or not, may request funding to offset costs. These funds come from a variety of sources (outlined below). In general, only one of the following types of reimbursement can be claimed per year (June 1-May 31).
Sources of Funding
Graduate School of Arts and Sciences
The GSAS provides funding for half of travel expenses (up to $250) for presenters or $50 towards registration fees for non-presenters for any Arts and Sciences graduate student. See "Graduate Student Conference Reimbursement" for details.
Graduate Student Association
The GSA contributes to a GSAS fund for conference presenters, providing an additional $100 for presenters toward related expenses; these funds are disbursed through the office of the dean of Arts and Sciences with the above funding.
Theology Graduate Student Association
Finally, the TGSA provides $100 for presenters and $50 for non-presenters toward expenses related to the conference. Only for these can both grants be claimed each year (up to $150 per year, with the year starting in June). These funds are disbursed through GSA reimbursement procedures.
Reimbursement Procedure
1. Get your trip authorized. Reimbursements are channeled through two points: the Graduate School of Arts and Science (GSAS) and the Theology Graduate Student Association (TGSA). Once you begin making plans to attend a conference, contact GSAS Dean Candace Hetzner with this online form, and email the TGSA rep to inform them of your intention to attend a conference and to confirm that you will be eligible to receive the funding outlined above.
2. Save all of your receipts and bring back-up documentation. Save original itemized receipts and proof of payment from conference registration, car rental, tolls and gas, hotels, etc. If flying, save the original boarding pass stubs. Also keep a copy of official conference advertising that includes the name, date, and location of the conference; if applicable, this should include documentation of your presentation at the conference. If receipts do not include sufficient proof of payment, BC may request copies of personal financial statements to confirm payment.
3. Do the paperwork. There are two sets of forms to be submitted:
- To GSAS Dean Hetzner (McGuinn 221): Attach original receipts to a completed and signed BC GSAS Expense Report. Don’t forget your 8-digit Eagle ID.
- To TGSA Rep: Attach original receipts not submitted to GSAS and/or copies of GSAS-submitted receipts to the GSA Payment Request Form, the SABSC Expense Report, and the TGSA Cover Sheet.
TGSA will reimburse related expenses, up to $100 for presenters, up to $50 for attendees.
4. Wait for your reimbursement. You should get an email notifying you that your check is available for pickup in More Hall within a few weeks of submitting your paperwork.
More details also available at these sites:
(Updated 10/24/2007)