• Home
• Staff
• Web Ledgers
• Accounts Payable
• Financial Reports
• General Accounting
• Payroll Office
• Policies and Procedures
• Purchasing Department
• Restricted Funds
• Training
• Travel Accounting
• Travel Home
• Corporate Card Program
• Travel Policy and Procedures
• Table of Contents
• Introduction
• Travel Agencies and Programs
• Transportation - Air Travel
• Transportation - Rail Travel
• Transportation - Automobile
• Transportation - Other
• Lodging
• Meals
• Other Travel Expenses
• Special Travel
• Travel Insurance
• Travel Administration
• Appendices
• Meeting and Conference Travel and Planning
• Group and Visitor Time
• Travel Forms
• Annual Spending Guidelines
• Forms and Instructions Index

Special Travel

Faculty Travel Fund

The purpose of the Faculty Travel Fund (FTF) is to encourage travel by voting members of Brown Faculty for professional and scholarly purposes. .For information about the program and to apply for a FTF grant, contact the Committee on Awards and Benefits, Manager of the Office of Faculty Governance, Box 1830, extension 9440.

Independent Contractor Travel

Refer to the Independent Contractor Policy

Employment Interview Travel Expense

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.

Moving Expenses

Depending on the circumstance, Brown may pay part of the reasonable moving costs for newly recruited personnel. Contact the Department of Human Resources at extension 2141 for more information on moving/relocation assistance.

While moving/relocation expenses often look like travel, the IRS has very specific definitions regarding the classification and taxation of this type of reimbursement. Only qualified moving expense reimbursements are excludable from federal gross income. For more information on non-taxable "qualified" and taxable moving expenses please refer to the Moving/Relocation Expense Worksheetlocated on the forms section of the website.

Spouse/Dependent Travel

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.

Travel expenses are not allowed for a spouse/dependent unless the person is an employee of the University and there is a valid business purpose for the travel.

When travel expenses include costs related to spouse/dependent travel, a written explanation and clear documentation identifying the incremental costs of all expense items affected should accompany the Travel Expense Report, and reimbursement for these costs should not be requested.

Group Travel

The University strongly discourages travel by key personnel in groups of more than three on the same plane, train, bus, or on extended automobile trips for which accidental injury to the group would seriously impair the operation of a University activity. This restriction should be enforced by supervisors according to the circumstances of the travel and the level of responsibility of the travelers. For those in key positions, this restriction should be self-imposed.

In cases where individuals travel together and share rooms, meals or other expenses, it is important that this information be clearly documented when submitting for reimbursement. Reference should be made to where the original receipt resides (i.e.: see Travel Expense Report for John Doe). In addition, it will expedite the reimbursement process if the travel reports for individuals sharing expenses are submitted to Travel Accounting, Controller's Office at the same time.