School of Engineering
Department of Biomedical Engineering

Research Travel

 

Tufts University Travel Policy

Student Travel Classification

Travel on Behalf of the University

Graduate and undergraduate students who are active participants (e.g., representing Tufts University or presenting a paper at a conference) are considered to be traveling on behalf of the University. Travel expenses in these cases will be processed as business reimbursements.

Travel for Student-Led Research

Students traveling to conferences to support their own research and educational development (not representing the University in an official capacity) will receive a non-qualified travel scholarship.

To receive this scholarship, students must:

  • Register through PaymentWorks
  • Submit a W-9 Form, or
  • If international: submit an Alien Payment Information Form and W-8BEN Form

Please note that non-qualified travel scholarships may be taxable.

Biomedical Engineering (BME) Travel & Expense Reimbursement Policy

The Biomedical Engineering (BME) Department reimburses allowable and reasonable expenses incurred for approved travel conducted on behalf of the department. This policy is subject to change in accordance with Tufts University travel guidance and restrictions.

Student Pre-Travel Requirements

Before registering for a conference or booking any travel, students must receive Principal Investigator (PI) approval.

The PI approval email must include:

  • Conference name
  • Conference location
  • Conference dates
  • Approved travel dates
  • Justification (Clear explanation of why the students’ attendance is necessary)

Required Conference Documentation

Students must provide documentation showing:

  • Conference name
  • Location
  • Dates and times attended

This documentation supports lodging reimbursement and verifies attendance duration.

Student Travel Arrangements & Payment Procedures

Abstract Submission

Abstracts must be submitted through the BME Main Office and paid for using the department credit card.

Conference Registration

Conference registration must:

  • Be completed in the BME Main Office (SciTech 229)
  • Be paid with the department credit card
  • Include only the registration fee

Any additional activities (meals, workshops, seminars, social events, etc.) must be paid for by the student and submitted for reimbursement after the conference.

Airfare

  • Student Airline tickets must be purchased using the BME Staff Tufts travel card or Faculty Tufts travel card and booked through the Tufts Travel Agent.
  • Faculty can use their Tufts travel card to book flights through the Tufts Travel Agent or use their personal credit card to purchase tickets without using the Tufts Travel Agent.
  • Tickets must include flights only (no prepaid seat upgrades, extra legroom, or baggage fees).
  • Combo-flights are not permitted.
  • Student travel must originate from and return to Boston.

If alternate travel arrangements are required/requested by a student:

  • The student must book independently
  • Pay out of pocket
  • Submit for reimbursement after travel

Reimbursements will be reduced for any student personal travel outside the approved travel period.

Meals

To be reimbursed:

  • All meal receipts must be itemized
  • Faculty and Students should exercise reasonable judgment in spending
  • Faculty can cover group meals when traveling. (A list of attendees is required)

Guideline: Approximately $40 per person per day or less

The following are not reimbursable:

  • Excessive meal expenses
  • Alcohol
  • Group meals when traveling paid for by one student. Each student must submit receipts for their own meals only due to funding source restrictions.

Lodging

  • Students must book and prepay for hotel accommodation.
  • Reimbursement will be processed after travel upon submission of:
    • An itemized final hotel receipt
    • A zero-balance statement

Expectations:

  • Select reasonably priced accommodations
  • Share rooms when possible (two or more occupants recommended)
  • Book early to secure discount rates
  • If a conference room block is available, reimbursement will be limited to that discounted rate

Reimbursement will be based only on approved conference dates. Personal lodging outside approved travel dates will not be reimbursed.

Ground Transportation

Receipts must be retained for:

  • Taxi
  • Uber/Lyft
  • Train
  • Bus
  • Public transportation

Reimbursement will be processed after return from travel.

Reconciliation & Reimbursement Timeline

  • All Faculty travel reports, and Student reimbursements must be submitted within 30 days of trip completion.
  • Expenses submitted after 30 days (especially those charged to grant funding) may not be reimbursed.

Properly approved reports will be processed by Accounts Payable. Reimbursements will be issued via direct deposit to the employee’s bank account on file.

All reimbursements are subject to post-audit review by the Finance Division. If expenses are determined to be unallowable, unnecessary, or undocumented:

  • The employee may be required to repay the University, or
  • The amount may be deducted from a future reimbursement.