Air Travel
Fully Refundable Air Fare
Purchase of ‘fully-refundable’ airline tickets (economy, business and first class travel) is no longer permissible as it does not meet the current policy requirement for using the most economical fare. In most cases, it is less expensive to pay the change fee for a rebooked ticket than to pay for a fully refundable ticket. In those cases where there is a high probability that a trip would be cancelled, and the funds are not available for a future flight, the purchase of trip insurance is allowable.
Class of Service - Domestic
Domestic travel includes travel within and between any of the United States and it's territories and possessions. It also includes travel between the United States and Mexico or Canada.
Brown’s policy is that travelers fly coach class within the U.S. and seek the best prices available given time and route constraints. Business class is permissible only when (1) the destination is four or more time zones away, or more than eight hours direct flight time; (2) the funding department has adequate budget resources; and (3) it is clear that this form of travel is for a valid University purpose and would be the best use of the funds available. First class travel is not permitted unless an exception is approved in advance by the President, Provost, or Executive Vice President for Finance & Administration. The cost of an upgrade in class is not reimbursable by the University.
If a business or first class fare is approved, the cost in excess of the coach fare must be charged to subcode 3950, Travel - Exclusions. Federal regulations prohibit the charging of business class or first class air travel to federally funded sponsored projects. They also prohibit the inclusion in indirect costs of the differential between a coach class fare and business or first class fare.
Generally, the lowest priced domestic coach class airfare is available with a 21 day advanced purchase and is classed as non-refundable, allowing for a reservation change (for a fee) to the return portion of the trip only.
Class of Service - International
International travel includes travel outside of North America (United States, Canada and Mexico).
Brown’s policy is that travelers fly coach class and seek the best prices available given time and route constraints. Business class is permissible only when (1) the destination is four or more time zones away, or more than eight hours direct flight time; (2) the funding department has adequate budget resources; and (3) it is clear that this form of travel is for a valid University purpose and would be the best use of the funds available. First class travel is not permitted unless an exception is approved in advance by the President, Provost, or Executive Vice President for Finance & Administration. The cost of an upgrade in class is not reimbursable by the University.
Federal regulations prohibit the charging of business class or first class air travel to federally funded sponsored projects. They also prohibit the inclusion in indirect costs of the differential between a coach class fare and business or first class fare. Therefore, whenever business or first class fare is approved, the cost in excess of the coach fare must be charged to subcode 3950, Travel - Exclusions.
Many of the lowest priced international airline tickets have restrictions regarding use, reservation changes, and refund ability that should be understood by the traveler at the time of purchase.
Travel to countries for which a travel advisory has been issued by the State Department is not advisable. You may access the list of current advisories through the State Department. If you have any questions regarding these advisories please contact the Office of the General Council.
Class of Service - Sponsored Project Travel
Except as noted below, travelers on federally-funded trips must travel on U.S. carriers at coach rates . Airfare costs in excess of the lowest available commercial discount airfare or customary standard (coach or equivalent) airfare on a U.S. carrier are unallowable except when the lower cost accommodations would:
- require circuitous routing
- require travel during unreasonable hours
- excessively prolong travel
- greatly increase the duration of the flight
- result in increased costs that would offset transportation savings
- be inadequate for the medical needs of the traveler
If business or first class airfare is approved, the cost in excess of the coach fare must be charged to an account other than a grant/contract and it must be charged to subcode 3950, Travel - Exclusions.
Justification for any exception to the federal requirement must be documented in the Travel Expense Report. For the complete federal travel regulations please contact the Office of Research Administration, extension 3-2777.
Sponsored project travel should adhere to the guidelines set forth by this policy unless the sponsor imposes greater restrictions.
Class of Service - Upgrades
An upgrade at the expense of the University is not permitted and will not be reimbursed. Free upgrades or upgrades paid by the traveler must be clearly documented as such in the Travel Expense Report.
Airline Frequent Flyer Programs
Brown will not reimburse travelers for tickets purchased with frequent flyer miles.
Frequent flyer memberships should not influence travelers to select a flight that is not the lowest priced flight available.
Frequent flyer miles earned by any traveler during University business travel may be retained by the traveler for business or personal use.
Airport/Airline Club Memberships
Dues for membership in any airport/airline club are not reimbursable.
Travel on Charter Aircraft
For the safety of travelers, the University does not suggest flying on chartered aircraft. Should the need to use chartered aircraft arise, the Office of Risk Management must be contacted for approval in advance of travel.
Travel on Private Aircraft
Travel on private aircraft is generally discouraged by the University. Private aircraft may be used only under extenuating circumstances and with prior approval of a Senior Officer. Contact the Purchasing Department for negotiation of the contract. The Purchasing Department will contact the Office of Risk Management to ensure adequate insurance coverage.
Lost or Excess Baggage
The airlines are responsible for compensating the owners of lost baggage (see also Corporate Card Benefits). The University will not reimburse travelers for personal items lost while traveling on business.
Employees will be reimbursed for excess baggage charges in the following circumstances:
- when traveling with heavy or bulk materials or equipment necessary for business
- when traveling for more than fourteen days
Documentation must be included with the Travel Expense Report explaining the nature of the excess baggage charge.
Cancellations/ Unused Airline Tickets
When a trip is canceled after a ticket has been issued, the traveler should inquire with the issuing agent about using the ticket for future travel or processing a refund. Many non-refundable tickets can be used for future travel (generally within one year) for a change fee. However, some tickets require notified of the cancellation prior to flight time. It is important for travelers to be aware of any restrictions on tickets prior to their purchase, especially if there is a chance that the trip may be cancelled.
Unused airline tickets have a cash value and should not be discarded or destroyed and they should not be included with the Travel Expense Report. A Travel Advance Request should be processed payable to the traveler to cover current expenses and establish the ticket for future use. An explanation of circumstances should accompany the Travel Expense Report when requesting reimbursement for change fees.
Air Travel Reimbursement Requirements
The original passenger receipt (typically the last coupon of the airline ticket) or e-ticket receipt is required for reimbursement. A boarding pass or travel agent itinerary are not valid for reimbursement. Most domestic airline tickets are issued as electronic tickets and some airlines charge an additional fee for paper tickets if electronic tickets are available. Additionally, the cost of delivery for a paper ticket is typically charged to the traveler. While it is preferred that travelers use electronic tickets for domestic travel, the University will reimburse paper ticketing fees with an explanation of why a paper copy was needed.
If airfare is the only expense reimbursement being claimed, an explanation of how the other travel expenses (lodging, meals, ground transportation, etc.) were funded is required.
A passenger receipt indicating a stop-over during travel to the destination city must be clearly explained as to business purpose. If there is no business purpose, supporting documentation (print out of fare quote) indicating what the airfare would have been with no stop is required and only that amount will be reimbursed.
Student travelers on Brown business will be reimbursed for the cost of an International Student Identity Card (ISIC), which allows for significantly reduced airfares. If such reimbursement is approved by the authorized signer, a receipt for the charge must be included with the Travel Expense Report.
Many travel agencies charge processing fees in addition to the actual cost of travel arrangements. This type of charge will be reimbursed by Brown.