Annual Spending Guidelines

Effective January 2016

Travel Mileage Rate*

$0.54
(1/1/16)

$0.575
(1/1/15)

Per mile (includes all operating costs - gas, oil, towing, repairs and insurance)

Moving Mileage Rate*

 

$0.19 (1/1/16)

$0.23 (1/1/15)

Per mile for mileage related to relocation moving

Car Rental Rates*

 

Automobiles rented with Brown University's preferred suppliers, National Car Rental or Enterprise Rent-a-Car, using Brown University's contract number/contract pricing do not have a daily cost limit and the rates include insurance.  The contract is for compact through full-size vehicles and vans (when necessary for business reasons.)

When an auto rental supplier other than National Car Rental or Enterprise Rent-a-Car is used, the reimbursement is capped at the low of either the contracted rate or Brown's preferred supplier contracted rates. Note that if there is an accident, the department will bear the loss - up to $2,000.

Exception permitted (for rental rate reimbursement) if neither preferred supplier is available at the rental location. 

Meals - Travel

$95

Average per day including tax and tip. Note: This is not per diem

$20 breakfast
$25 lunch
$50 dinner

Meals - Business/Hospitality **

$20.00

Breakfast maximum meal allowance (Exceptions require Senior Officer Approval)

 

$40.00

Lunch maximum meal allowance (Exceptions require Senior Officer Approval)

 

75.00

Dinner maximum meal allowance (Exceptions require Senior Officer Approval)

Hotel*

Up to $400

Average daily rate including tax for New York, San Francisco and foreign destinations

Up to $300 Average daily rate including tax for major US cities (Boston, Chicago, Washington, D.C.)
Up to $250 Average daily rate including tax for all other US cities

Lodging Hospitality*

$100.00

Host/hostess gift allowance (gift of appreciation should be commensurate with length of stay)

Memorial Gift **

$75.00

* Exceptions apply for conference hotels. Please refer to the Travel Policy for more information.

** Refer to Business Meals/Hospitality Policy and Procedures for more information Departments may elect to impose stricter control over expenditures than those allowed by the above mentioned policies.