Travel by Non-Employees
Independent Contractor Travel
Refer to the Independent Contractor Policy
Interview Candidates
Travel costs associated with bringing applicants for certain positions to campus for interviews may be reimbursed by Brown. Contact the Department of Human Resources at extension 3175 for more information.
Spouse/Family Members
The travel expense of an employee's spouse, significant other, friend, or family member is not reimbursable without written authorization of a Senior Officer. If approved, the reimbursement is a taxable event and the payment must be processed through Payroll not Travel Accounting.
Visitor Travel
Departments may request direct payment by Brown of airfare for special guests such as job candidates, prospects, honorary degree candidates, guest speakers, and undergraduates traveling on Brown business. All travel must be arranged through Garber Travel, Brown's preferred travel agency. To request permission for direct payment, complete the Request for Direct Billing Form and fax to 863-3099. The department contact will be notified by email when approval is granted. After approval is granted, the individual or the department must contact Garber Travel at (401) 562-1800 to book the flights.
If approved by the department head and the Controller's Office, the total cost of the travel will be charged directly to the department account number. If the traveler does not complete the trip after the ticket is purchased, the department must take the necessary steps to obtain a refund. Departments should not request direct billing for visitors if the completion of the trip is uncertain.
Direct payments will not be approved for Independent Contractors.
The University has negotiated discounted rates at area hotels. Please contact the Purchasing Department for further information.