Conferences
Attending a Conference
Brown University's travel policies apply to conference travel.
If the conference is local and no travel expenses are anticipated or incurred, submit a check request for either payment to the conference or, if payment was made personally, for reimbursement.
If conference attendance requires travel, report the conference fee under 'other expenses' on the Travel Expense Report and charge to subcode 3910.
Travel Advances
A change in travel advance procedures will reduce the use of travel advance request forms. Currently, any request for cash or prepayments of airfare, hotels, conference fees, etc. are accounted for as an advance by the Controller’s Office. Beginning August 1, travel advance request forms will be used only to request cash advances. Paying for airfare already purchased, registration fees for an upcoming conference, or prepayments of other travel expenses will be paid using a Travel Expense Report and will be directly charged as an expense to the account indicated on the form. The charge will appear as an expense on the ledgers as soon as payment is made. At the completion of travel, any additional travel expenses will be reported on a new travel expense report. Do not record the prepaid travel expenses on the report that is completed subsequent to the business trip.
Hosting a Conference
Contact Conference Services for assistance with local conferences. Contact the Purchasing Department for assistance with conferences outside of the local area.