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:

  • 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

This policy outlines procedures and reimbursement guidelines for student travel related to conferences, workshops, and departmental business.  Students, postdocs, and other scholars are expected to review and comply with all requirements prior to making travel arrangements.

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

Pre-Travel Requirements

Before registering for a conference or booking any travel, students/postdocs 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/Postdocs must provide documentation showing:

  • Conference name
  • Location
  • Dates and times attended

This documentation supports lodging reimbursement and verifies attendance duration.

Travel Arrangements & Payment Procedures

  1. Abstract Submission
    • Abstracts must be submitted through the BME Main Office
    • Payment must be processed using the department credit card
  2. Conference Registration
    • Conference registration must be completed in the BME Main Office (SciTech 229)
    • Payment must be processed using the department credit card
    • Only the conference registration fee may be charged to the department card
    • All other conference-related expenses (e.g. meals, workshops, seminars, social events, etc.) must be paid by the traveler and submitted for reimbursement after travel unless the PI has provided explicit approval for inclusion of additional activities prior to conference registration 
  3. Airfare
    • Airline tickets must be purchased through the Tufts Travel Agent using the BME travel card
    • Tickets must include airfare only.  The following are not permitted on the department travel card: 
      1. Seat upgrades or extra legroom (unless required for documented medical accommodation)
      2. Prepaid seat assignments
      3. Checked baggage fees
    • Combo-flights are not permitted (i.e. personal travel plans as part of the business travel reservation) 
    • Travel must originate from and return to Boston

If alternate travel arrangements are required/requested:

  • The traveler must book independently, pay out of pocket, and submit receipts for reimbursement after travel.  The reimbursement may not exceed the cost of an average roundtrip flight to/from destination city
    • Reimbursements for lodging, meals, etc. will be adjusted for any personal travel outside the approved travel period
    • University funds may not be used for personal travel under any circumstances.  Personal travel, including side-trips or extended stays, must be clearly separated and paid for personally
  1. Meals
    • Itemized receipts are required for all meal reimbursements 
    • Travelers should exercise reasonable judgement in meal spending.  A general guideline is approximately $40 per day or less 
    • Excessive expenses will not be reimbursed
    • Alcohol is not reimbursable
    • Students may only submit receipts for their own meals
    • Faculty PI may cover group meals when traveling (list of attendees is required); students are not authorized to cover group meals and will not be reimbursed 
  2. Lodging
    • Travelers are responsible for booking and prepaying hotel accommodations
    • Reimbursement will be processed after travel, upon submission of an itemized hotel receipt showing a zero balance; quotes will not be accepted
    • Students are expected to select reasonably priced accommodations
    • Room sharing (two or more occupants) is strongly encouraged when possible
    • Lodging should be booked in a timely manner to secure discounted rates
    • If a conference hotel block is available, reimbursement will be capped at the conference rate, even if alternative lodging is selected
    • Reimbursement is limited to approved conference dates.  Personal lodging outside the approved travel period will not be reimbursed
  3. Ground Transportation
    • Travelers should retain receipts for taxis, rideshare services (Uber/Lyft) trains, buses, and public transportation 
    • Reimbursement will be processed after travel, upon submission of receipts
    • Travelers requesting reimbursement for mileage must include a Google map with starting and ending address
  4. Reconciliation & Reimbursement Timeline
    • All receipts for Tufts business travel must be submitted within 30 days of trip completion
    • Expenses submitted after 30 days (especially those charged to grant funding) may not be reimbursable 
    • Properly approved expenses and 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:
      1. The traveler may be required to repay the University, or
      2. The amount may be deducted from a future reimbursement