Group and Visitor Travel
GROUP TRAVEL
Group travel consisting of 10 or more individuals with like points of departure or destination may be eligible for special airline rates. Departments should request a price quote for group travel from Garber Travel, Brown’s preferred travel agency.
Garber Travel Contact Information
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 form below and mail to the Controller’s Office, Box J or 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 (401 274-9400) 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. For information on travel expenses for independent contractors click the following link: independent contractor travel.
The University has negotiated discounted rates at area hotels. Please click on the following link for the list of hotels and the appropriate person to contact at that hotel. Hotel Rates.
DIRECT BILLING REQUESTS
Exceptions for direct payment of Brown travel expenses may be requested for job candidates, prospects, guest speakers, special guests, undergraduates traveling on Brown business, conference participants, and group travel (over 10 travelers). All travel must be arranged through Garber Travel, Brown’s preferred travel agency, after approval has been granted. To request permission for direct payment, complete the form below and mail or fax this form to Controller’s Office, Box J or ext. 3-3099. NOTE : Travel expenses for Independent Contractors/Speakers paid more than $2,000 for their services can not be paid directly by Brown.