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Student Reimbursement
Audience: Department Administrators
Last updated: April 2026
Students may occasionally incur expenses on behalf of the university—for example, travel, event purchases, or other approved business-related costs. In these cases, the student should be reimbursed for eligible expenses.
All other employees should use Apptricity to submit out-of-pocket business and travel expenses for reimbursement.
How to Submit a Student Reimbursement
Student reimbursements are submitted using the Student Reimbursement Form.
- Reimbursement Request Requirements:
- Access: Form access is restricted to users with Check Voucher access in PeopleSoft Finance. Request Access ›
- Receipts are required for all expenses
- Expenses must be eligible for reimbursement per the Business & Expense Policy
Review & Approvals Process
The completed form will follow an approval workflow that varies by Department.
You will be notified via email as your request is processed, and may see the status of the form you've submitted on the KualiBuild "Submitted" Documents page.
Payment
Reimbursements are issued to students through BankMobile - the same platform used for student tuition-related refunds.
Approved reimbursements are sent to BankMobile once per week (on Wednesdays). Requests approved by Tuesday are included in that week’s transmission and typically deposit within 2–3 business days.
A BankMobile Electronic Refund Profile must be set up in Student Information System (SIS) to receive payment.
Troubleshooting & Frequently Asked Questions
- Submitting the Student Reimbursement Form
- Take action on In-Progress reimbursements
- All about Payment
- Other
Where can I find the link to the Student Reimbursement Form?
The form is hosted in Kuali, and can be found in a few places:
- On your PeopleSoft Finance home screen
- On the Access Tufts Forms page
- In the Tufts Support Services - Finance section of Kualibuild - https://tufts.kualibuild.com
Issue: The Student Reimbursement widget isn't on my Finance Homepage
Assuming you have the appropriate permissions (Check Voucher), it could just be a setting that needs to be adjusted. Click on Personalize Content and then select Tufts Self Service. After you save, refresh your browser.
Issue: The form won't open when I click on it.
The form will let you know you don't have sufficient permissions if you do not have Check Voucher access, which is required to submit student reimbursements. Otherwise it may be a pop-up blocker issue. You may need to accept pop-ups from https://finance.uit.tufts.edu in your browser.
You may also log in directly to https://tufts.kualibuild.com and navitage to the Tufts Support Services - Finance section to find the form.
Is there a file size limit for uploading multiple receipts?
Yes, file sizes must stay under 100MB.
Should receipts be submitted in one file or individually?
Either way is fine, as long as you remain under the 100MB size limit to avoid delays in the approver(s) reviewing the receipts.
How can I check the status after submitting the reimbursement?
You will receive a Salesforce case number that you can check to see if it is open or closed. Once the Salesforce case is closed, the form is fully approved and will be in the queue for payment by BankMobile that week.
You can also check on the status of your Kuali form submissions using this link: https://tufts.kualibuild.com/build/space/6373e404b46ecadfbb2b127a/my/submissions
Can a reimbursement be withdrawn/canceled while In-Progress?
On your Kuali Submissions page, choose the form that you would like to withdraw (the form must be in the In Progress status to be able to withdraw). You will click on the ellipse on the right side of that row and then choose Withdraw. There will be no "are you sure" prompt, and the action is immediate. Be sure that you want to proceed before clicking on the Withdraw option.
Can a reimbursement be withdrawn/canceled after approval?
Yes - up to a point. Email TSS@tufts.edu about the payment needing to be withdrawn. The Travel and Accounts Payable Teams will work together to void/cancel the payment in Peoplesoft.
If it has already been sent to BankMobile and it is Wednesday, it may still be able to be canceled in the BankMobile Portal.
If not, TSS will need to ask the student to pay the University back the reimbursement amount.
When does BankMobile receive the payment file from Tufts?
TSS will send the payment file of fully approved student reimbursements to BankMobile every Wednesday.
When is the payment sent to the student?
BankMobile will process and distribute the payment to the student within 2-3 business days of receiving the payment file. Timing is also dependent on whether the student has banking information with BankMobile.
How will the student know they've been reimbursed?
The student should receive notice from BankMobile that their reimbursement has been paid. They can view these payments through SIS, in their Bills and Balances tab. If they haven’t already, students should configure their refund preferences with BankMobile They will also get an email from BankMobile:
“Your funds have been released by your school and are now pending. We process pending funds on business days. Once your funds are processed, you will receive the ACH in 1–2 business days depending on your bank’s policies.”
What happens to reimbursements submitted prior to the new process?
All PaymentWorks invitations have stopped as of 4/16/2026 for student reimbursements. Any Check Vouchers created prior to April 16th where the PaymentWorks Registration was not filled out by the student will be manually entered by TSS. No further action is required by the School for these reimbursements.
Provided by Tufts Support Services