Table of Contents
INTRODUCTION
Purpose and Scope of Policy
Responsibility of Traveler
Responsibility of Authorized Signer
Responsibility of Senior Officers
Responsibility of the University
Sponsored Project Travel
TRAVEL AGENCIES AND PROGRAMS
Preferred Travel Agency
Corporate Card Program
International SOS
Worldwide Assistance Services, Inc.
Business Travel Accident Insurance
TRANSPORTATION - AIR TRAVEL
Class of Service -
- Domestic
- International
- Federally Funded/Sponsored Project
- Upgrades
- Savings
Airline Frequent Flyer Programs
Airport/Airline Club Memberships
Travel on Charter Aircraft
Travel on Private Aircraft
Lost or Excess Baggage
Cancellations/Unused Airline Tickets
Lost or Stolen Airline Tickets
Air Travel Payment Procedures
Air Travel Reimbursement Requirements
TRANSPORTATION - RAIL TRAVEL
Class of Service
Rail Travel Reimbursement Requirements
TRANSPORTATION - AUTOMOBILE
Rental Car
- Rental Car Usage Guidelines
- Class of Service - Rental Car
- Preferred Rental Car Providers
- Authorized Rental Car Drivers
- Rental Car Pick-Up and Return
- Rental Car Insurance
- Rental Car Accidents
- Rental Car Reimbursement Requirements
- Personal Car
- Personal Car Usage Guidelines
- Insurance for Personal Car Usage
- Reimbursement for Personal Car Usage
TRANSPORTATION - OTHER
Ground Transportation
Ground Transportation Reimbursement Requirements
LODGING
Class of Service - Hotel
Hotel Reservations
Hotel Cancellations
Hotel Personal Expenses
Lodging in Private Residence
Lodging Per Diem
Hotel Reimbursement Requirements
MEALS
Class of Service - Meals
Personal Meal Expenses
Business Meal Expenses
Alcohol
Meal Reimbursement Requirements - Actual
Meal Reimbursement Requirements - Per Diem
OTHER TRAVEL EXPENSES
Conference Registration
Telephone
Gifts-International Travel
Gratuities
Miscellaneous Reimbursable Expenses
Non-Reimbursable Expenses
Tax Exemption
SPECIAL TRAVEL
Faculty Travel Fund
Visitor Travel
- Independent Contractor Travel
Employment Interview Travel Expenses
Moving Expenses
Spouse/Dependent Travel
Group Travel
TRAVEL INSURANCE
TRAVEL ADMINISTRATION
Travel Advance
- Travel Advances Request Form
- Travel Advance Settlement
- Long Term Operating Advances
Travel Expense Reporting/Reimbursement
- Travel Expense Report
- Accounting Subcodes
- Processing Information
- Approval/Authorization Process
- IRS Requirements
- Brown University Documentation Requirements
- Other Requirements
- Helpful Hints
- Missing Receipts
Exceptions To Policy
APPENDICES
- Annual Spending Guidelines
- Senior Officer/Designee for Exception Authorization