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.
If the Department would like to give the Student/Guest advance notice that they may be expecting an email from PaymentWorks, please feel free to use this template: "As we move forward in making payment to you from Tufts, you’ll be receiving an email from PaymentWorks with instructions to register with your payee details. This is a requirement in order to be paid by the university. If you have any questions please contact firstname.lastname@example.org or call 617-627-7000. Thank you in advance for your cooperation."