FAQs/Tips

Frequently Asked Questions (FAQs)

  • Honorarium:
    • Can Brown employees be paid honoraria?
      • No, an employee of the University cannot be paid an honorarium.  If applicable, an additional payment can be made to an employee using the one-time payment process in Workday.
    • Can we pay an honorarium to a company?
      • No, only an individual can receive an honorarium.  A company would need to submit an invoice and be paid via supplier invoice.
    • If an honorarium is paid and that guest has associated expenses that Brown is offering to pay for, do I add that to the honorarium payment?
      • That is fine to add to the payment, however the Spend Category 3940, Visitor Travel should be used for the associated expenses.
  • Gift Cards:
    • Can I purchase a gift card for a graduating student?
      • No.  Gift cards cannot be purchased for Brown employees or students
    • How should I properly store gift card recipient info?
      • There is not a standard software used, so we suggest storing gift card recipient information in password-protected document
  • Expense Reimbursements:
    • I purchased my airline ticket several weeks prior to my business travel to get the best price. Do I have 60 days from the date purchased or 60 days from the last travel day to submit my expense report?  
      • All expenses reports need to be submitted within 60 days of the completion of travel.  Travel expenses purchased in advance (e.g., airline or train tickets or conference registration fees) can be reimbursed prior to travel. Alternatively, all expenses from a trip can be submitted together within 60 days of the completion of travel.
    • I will be away conducting research for the semester. Do I need to submit expense reports monthly? 
      • No. All expenses must be substantiated within 60 days of the completion of travel.
    • What date is used to determine timely submission?
      • The date an expense report is started in Workday is the date used to determine timely substantiation.
  • Business Meals and Hospitality:
    • What do I do if the expenditure exceeds Brown University’s spending guidelines for business meals?
      • If your expenditure exceeds the University’s spending guidelines, you will need to obtain Senior Officer approval for the reimbursement and then attach the approval to the reimbursement request.
    • When would I use the spend category Business Meals vs. Food and Provisions? 
      • Use the Business Meals spend category when dining in a restaurant or when purchasing meals/sandwiches from a grocery store (Spend Category: 3210D, Meals: Business Domestic)
      • Use the Food and Provisions spend category when purchasing food supplies for office use (Spend Category: 3230D, Food & Provisions Domestic)
    • When would I use the America To Go Catering spend category vs. External Catering?
      • Use the America To Go Catering spend category when restaurant catering purchases for Brown Buys are made through the America to Go punch out process. (Spend Category: 3325, America to Go Catering)
      • Use the External Catering spend category for payments to individuals (who cannot be employees of the University), or to companies who provide catering services to the University (Spend Category 3317, Catering Services - External).
    • My department is hosting a conference. Does the business meals policy apply?
      • A conference is a large, formal meeting with a clearly defined agenda where attendees register for the event.  Expenses associated at conferences hosted at Brown are charged to Conference Expense: Spend Category 3130.  The Business Meals and Hospitality policy does not apply.
    • When should I use the Business Meals and Hospitality Form?
      • If the number of attendees if 9 or less, the form is not needed and all names should be listed in the Expense Report submitted in Workday. If the number of attendees is 10 or more, the form is also not needed and a group name can be used in the Expense Report submitted in Workday.