Funding Your Travel
If you plan to request a BMOL Travel Award, email Beth Gee at bgee2@boisestate.edu with proof your abstract has been accepted for a poster or oral presentation. Be sure to include details such as location and dates. You will receive a response within 2-3 business days and instructions on how to proceed.
The College of Arts and Sciences offers COAS Graduate Student Travel funds for graduate students to present their scholarly work at academic societies or professional meetings. To apply for these funds, visit the COAS Graduate Student Travel Support Program Page.
Before Travel
Before you have made any travel-related expenses, you must complete the following:
- BMOL Travel Pre-Approval Authorization
- Please have the following items ready to fill out this form:
- Student ID, Emergency contact name and contact number.
- Conference name, location, dates, and website.
- Funding string being used for this trip if not using BMOL Travel Award.
- You will need to provide a PDF to show the cost of the following: Registration fee, hotel, and flight
- If your hotel reservation is guaranteed using a program P-Card, it is your responsibility to contact the hotel and request that a credit card authorization form be sent to the program at bmolforms@boisestate.edu. Once the program receives the form, it will be completed and returned to the hotel. You will receive confirmation when the completed authorization form has been submitted.
Important note: Any expenses that have been made prior to receiving official approval will not be reimbursed. You will be notified once purchases can be made.
Assign Delegates in Bronco Hub
- Assign BMOL Staff as delegates on your behalf:
- Enter the Expenses tab in Bronco Hub
- Click the gear in the top right of the page and click Manage Delegates
- Click the plus icon and assign the following BMOL staff members, clicking Save after each one: Gee, Elizabeth
- Click Save and Close
During Travel
- Hotel Check-In: Upon check-in, you will be required to provide a personal credit card to cover any incidental charges incurred during your stay.
- Transportation Receipts: Please retain all transportation receipts for reimbursement purposes. Please note that gratuities (tips) associated with transportation expenses are not reimbursable.
- Be mindful of the per diem rates for your travel destination when planning and making meal purchases. If meals are provided as part of a conference, meeting, or other event, those meals must be deducted from your eligible meal reimbursement.
After Travel
After returning from your travel, the following must be completed to ensure accurate and timely reimbursement of funds:
Submit all receipts to bmolforms@boisestate.edu within 1 week, including the total expense amount to be reimbursed.
- If your hotel was charged to a BMOL card, you are responsible for contacting the hotel and requesting that a copy of your final hotel folio (receipt) be sent directly to the program at bmolforms@boisestate.edu.
- Confirm the correct primary bank account information in Bronco Hub. This is how reimbursement funds will be paid.
- Navigate to the Expenses page in Bronco Hub.
- Click the gear in the top right and select Manage Bank Accounts.
- Confirm the check mark is next to your desired Direct Deposit account.
- If you need to add a payment method, click the plus icon and fill out the fields accordingly, double checking information is accurate.
- Frequently check the Bronco Hub Expenses page regarding the status of your Expense Report.