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Business Expense Policy

Policy Scope

This policy applies to all university employees, students and non-employees who travel on university business-related expenses on behalf of the university, regardless of the funding source. Note that each school or business unit may establish additional compliance requirements regarding business expenses, provided they are not less stringent than the standards outlined in the travel policy. Employees are advised to discuss such additional requirements, if any, with their school/unit administration.

Policy Statement

Travel for university business for research, education and public service is a valuable and necessary activity for many of the university’s faculty, staff, and students as well as for official business visitors. Expenses incurred related to business travel, as well as other business expenses, are allowable or reimbursable when properly documented, approved, and in compliance with university policy, IRS regulations, and sponsor terms (if applicable).

Travelers and those incurring business-related expenses should feel secure and comfortable when incurring such expenses and should neither gain nor lose personal funds by conducting business on behalf of the university. Only reasonable, necessary, and appropriate travel and business expenses will be funded by the university; expenses of a personal nature are unallowable and are the employee’s obligation.

Tufts University has been granted IRC §501(c)3 tax-exempt status by the IRS. Those conducting university business are entrusted to use university resources responsibly and consistently with Tufts’ tax-exempt mission. Further, Tufts University has what is known as an "accountable plan." Under this plan, travelers and those incurring business expenses are required to substantiate (with itemized receipts) all expenses within a reasonable amount of time. As such, business expense reimbursements are not subject to state or federal taxation. All university representatives, including faculty, staff, students, and official visitors are expected to maintain and adhere to the highest ethical standards and must keep in mind university budgets and their responsibilities as stewards of university funds.

Online Policy Version

Read full Business Expense Policy (pdf)

Key Highlights of Business Expense Policy

Arranging Travel | Use of the Tufts Travel Agencies is strongly recommended.

Booking for Students & Non-Employees | A Travel Authorization Form must be completed for direct billing.

Expenses | The Tufts Travel & Expense Card should be used whenever possible. Apply now!

Advances | Cash withdrawals with the T&E Card are limited to international travel and student group travel.

Restrictions & Allowable Expenses | Review our Restricted Items List in our easy-to-read table, section 15 of the Business Expense Policy.

International Travel | All international trips must be "registered" with the Tufts Travel Registry.

Travel to Tufts Campuses | Clarification of allowable travel reimbursement

Reporting of Expenses | Tufts Travelers should complete an expense report within 30 days of their expenses.

Grant Travel | Reimbursable expenses must conform to university policy, state and federal law if applicable, and the restrictions placed upon sponsored awards.

Arranging Travel

The authorized travel agencies used by Tufts are Egencia and The Travel Collaborative. Use of these agencies is strongly recommended for all travelers for transportation (air and train), auto rentals and hotels (unless being offered promotional rates related specifically to the travel). Travelers must book the most economical rates, regardless of preferred airlines or incentive programs. If considering alternative flights from/to Boston-Logan Airport for better pricing, travelers may consult the university-designated travel agency for available options.
In recognition of the hardships of air travel, employees booking individual trip segments lasting eight (8) hours or more are allowed to purchase business-class or upgraded economy fares. Stricter rules governing trips being charged to a sponsored grant may apply. If allowed by an external funder, other accommodations may be booked.
Economy upgrades are generally unallowable and are considered a personal expense. However:
- In cases where a medical condition requires an accommodation, the traveler must obtain prior approval to purchase an upgraded fare. Accommodation requests must be made to the Office of Equal Opportunity Accommodation Team at Accommodations.OEO@tufts.edu. The OEO approval must be included in the related expense report. Accommodations cannot be issued retroactively.
- Exceptions in extreme cases where an individual requires an upgraded fare for business purposes (and not due to a medical accommodation) require prior approval from the school Dean or equivalent; an Exception Form should be completed. In all cases, these higher-cost business-class/upgraded economy fares are subject to prior budgetary approval. Budgetary restrictions will supersede university policy.
Travel or trip cancellation insurance is not an allowable expense. Flights booked through Egencia or The Travel Collaborative are reimbursable—either via a refund or airline credit. However, "basic" fares (such as JetBlue’s Blue Basic) are not refundable or changeable and should be used with caution.

Booking for Students & Non-Employees

As these individuals would not have a Tufts T&E card, there are two options in arranging this type of travel.

Complete a Travel Authorization Form in order to obtain a T-Number. Once a number is provided by TSS, a reservation can be made with one of the Tufts agencies. The charge will be charged to the appropriate deptid or grant through the agency's Central Travel Account (CTA).
An employee can book travel with their T&E card for the student or guest. In doing so, that expense will need to be reconciled by completing a travel report in Apptricity.

Expenses

Use of the Tufts T&E card should be used whenever possible. When this is not possible, out-of-pocket expenses can be submitted for reimbursement.
Out-of-pocket receipts must also include the form of payment. Ensure all receipts are itemized and include dollar amounts for each line item.

Advances

The T&E card is not intended for cash withdrawals. However for international travel card holders may need to withdraw small amounts of cash from time to time to pay for business related expenses.
To have permission for cash to be available for withdrawal on the T&E card, card holders will need to fill out and submit a request through the Cash Advance Form. Once the form is approved by a supervisor, the request will be sent to TSS for final approval before being forwarded to the bank for processing.
This process typically takes 3-5 business days so please submit the request will in advance to allow sufficient time for completion.

Restrictions & Allowable Expenses

Review the table of restricted and allowable expenses with particular emphasis on the T&E Card column (Section 15 of the policy). Please note that the list may not be all inclusive. Exceptions to restrictions may be granted by the TSS Card Administrator and TSS Card Services only. Send an email to tss@tufts.edu for assistance.

International Travel

Tufts University has a comprehensive partnership with an external agency, On Call International, for international travel. It is designed to assist students, faculty, staff or other university travelers with various medical and emergency services while traveling outside of the US. Registration in the Tufts Travel Registry ensures travelers receive international assistance services and location-specific emergency support while abroad. For additional information, please visit Global Tufts.

Travel to Tufts Campuses

Reimbursement for travel expenses to Tufts depends on an employee's position classification and official work location. An employee's official work location is listed by Human Resources, typically their on-campus office or home address for remote employees.

On-site & hybrid employees: Travel expenses to Tufts are NOT reimbursable no matter how far the employee lives from Tufts. Per IRS guidance, these are considered personal commuting expenses and include but are not limited to MBTA costs, taxis, rideshares, gas, meals, hotel stays and mileage.
Remote employees: eligible for reimbursement for travel to Tufts if a) they live at least 50 miles away from a Tufts location; b) travel to Tufts is required and requested by the employee's unit, school or division; c) travel to Tufts is limited to 4 times per calendar year and does not exceed a total of 35 days per calendar year.

For single-day visits, remote employees who live further than 50 miles from Tufts can be reimbursed for mileage and meal expenses. For multiple-day visits, travel expenses may include mileage, meals or per diem and lodging.

Reporting of Expenses

All T&E card transactions must be reconciled within 30 days of the charge posting in the expense reporting system, Apptricity.

Out-of-pocket expenses, may only be submitted once travel has been completed and must be submitted within 30 days from the completion of the travel. Failure to submit within these timeframes may result in the risk of not being reimbursed.

Tufts Support Services is available to prepare expense reports for you if needed. Complete the Travel Intake Form to initiate. Student and non-employee travel reimbursements are made via our Check Voucher system. For assistance with Apptricity or Check Voucher, please see the Related Links section on this page or visit our Apptricity system page for more details.

Grant Travel

Tufts University faculty, staff and students routinely travel in support of sponsored activities. Domestic and foreign travel charged to sponsored projects must be necessary for the grant's objectives, be reasonable, allowable and allocable, as well as follow the guidelines set forth in the business expense policy unless federal regulations or the funding agency imposes greater restrictions. See OVPR web page for more information, including the international travel policy and research-related guidelines.