Guest/Student Travel Overview
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First Published :Thu Sep 18 17:52:44 GMT 2014
Last Modified :Fri Sep 13 18:57:31 GMT 2019
Last Published :Fri Sep 13 18:57:31 GMT 2019
Providing information about travel reports and arrangements for non-employees.
Frequently, the university is required to pay the travel expenses for non-employees, such as current or perspective students and guest speakers. All non-employee travel must adhere to established university policies and procedures. Departments must obtain a Travel Authorization Number (T-Number) for all non-employees and arrange travel through existing university agencies (call TSS). Doing so minimizes the out-of-pocket expenses of the non-employee and provides the university with additional financial oversight. The university also has local hotel properties (near all three campuses) that will bill Tufts directly further reducing the out-of-pocket costs incurred by the student or guest. For more information about these hotel properties, please see the Tufts Travel Portal or the Purchasing Web Site. All non-employees needing to be reimbursed should continue to do so using the paper Travel Form.
For existing Tufts students, to be treated as a reimbursable business expense the student must incur the cost while on university business. 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 and can be reimbursed. Similarly, individuals/groups that are traveling as part of a formal student organization or club are considered to be on university business. Students traveling to a conference as a means of advancing their personal knowledge are deemed to have received a travel scholarship and should be paid via a Check Voucher (see link for check voucher) form as opposed to a Travel Expense Form.
Please submit the document to TSS with the Payee Name and Email Address and we will make sure the Payee is in the system/invite through Paymentworks if needed.
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