School of Engineering
Department of Biomedical Engineering

Research Travel

Tufts University Travel Policy 

Graduate and undergraduate students who are “active participants” (i.e., traveling to conferences to represent Tufts or present a paper) are considered to be traveling on behalf of the university.  Expenses are processed as a business reimbursement.

Graduate and undergraduate students traveling to a conference related to student-led research as a means of advancing their personal knowledge/education, will receive a non-qualified travel scholarship. Students will be required to register through PaymentWorks and submit a W-9 Form  (or Alien Payment Information Form  + W8-BEN Form  if international).  Please note, this scholarship may be taxable. 

Biomedical Engineering Travel & Expense Reimbursement Policy 

The Biomedical Engineering (BME) Department covers allowable and reasonable expenses incurred for travel conducted on behalf of the department. The BME Department policy is subject to change based on Tufts University’s travel guidance and restrictions. 

Approvals - Before you register for a conference, or book your flight, you must have PI approval/permission (email confirmation will suffice).  

  • ABSTRACT SUBMISSION - Abstracts need to be submitted in the BME main office and paid via department credit card.
  • CONFERENCES - Conference registrations must be completed in the BME main office (SciTech 229) and paid via department credit card.  This transaction should include ONLY the cost of the conference registration.  Any other activities, meals, events, and/or seminars need to be paid separately. 

In the event that an activity would prove relevant and beneficial to your research, registering for that additional event/activity at the time of conference registration MUST be pre-approved and justified in writing by your PI.

  • AIRLINE TICKETS - Airline tickets must be purchased with the BME travel card and should only include the flight.  The airline ticket CANNOT cover prepaid seat assignments, extra legroom, or any additional charge for checked baggage.
  • MEALS - To properly reimburse you for your meals, please make sure that all receipts for meals are itemized.  We do not want to set a maximum amount for the meals you purchase, but you should use your judgement, and order with a limited budget in mind. A rough estimate would be around $40 per person per day, or less.  Meals deemed excessive will not be reimbursed by the department.  Alcohol purchases are not reimbursable. 
  • LODGING - Hotels must be booked and prepaid on your own; reimbursement will be processed upon completion of your trip.  Similar to meal expenditures, we expect you to be conservative in the price of the room you choose.  When possible, two (2) or more occupants should share the room.  Ensure that you book your lodging reservation in a timely manner. If the conference has reserved a block of rooms and is providing discounted rate, you will be reimbursed at this rate.  It is your responsibility to reserve the room in advance to take advantage of the discounted rate.

You must provide a copy of the conference/workshop/etc. documents clearly displaying the date(s) and time(s) of the event you have attended as support for the length of lodging reimbursement.  Reimbursement for lodging will be based on the duration of your conference/event attendance; reductions will be made for any personal use outside of the approved travel period.

  • GROUND TRANSPORTATION - Should you need to use a taxi, Uber/Lyft, train, bus, or public transportation while on departmental business, please save your receipts.  You will be reimbursed upon your return.