All reimbursements must be initiated in Workday within 60 days of the last day of travel. However, Brown employees and students can submit airline tickets, train tickets, and conference registration fees for reimbursement as soon as they are purchased to avoid carrying those expenses.

The traveler is expected to secure the lowest available commercial discount or coach airfare at the time of booking travel, whether through a travel agent or by booking travel themselves. Accounts Payable reviews all airfare transactions for reasonableness.

Travel expenses that combine personal and business travel must clearly demonstrate the cost of business travel compared to the actual cost of the combined business/personal travel. The University will reimburse the business portion of the expenses only, not to exceed your actual expenses. For example, a quote for the airfare of your business travel must be printed out as if you were traveling only for business – this comparable quote must be acquired at the time you are booking your combined travel. Attach the printout of the comparable quote as well as your receipt for your purchased ticket to the expense report.

The University will not reimburse travelers for tickets purchased using frequent flyer miles. However, frequent flyer miles earned during Brown-related travel may be retained by the traveler for business or personal use.

University faculty, staff, and students may rent a vehicle with a valid Business Purpose. Drivers must be a minimum of 21 years of age (except for ZIPCAR, which allows drivers who are 18 years of age) and have a valid United States driver’s license. All individuals who intend to drive the rental vehicle must be listed on the rental agreement for insurance purposes. National Car Rental and Enterprise Rent-a-Car are the University’s preferred suppliers.

Reimbursable Miscellaneous Expenses

The following miscellaneous expenses are reimbursable, when there is a clear business purpose:

• Baggage handling/storage
• Business Office Expenses (fax, copy services, web access, etc.)
• Conference Registration
• Gasoline for rental cars
• Gifts:  In countries where small gifts or trinkets are expected to be received by the host, the expense of these items will be reimbursed.  Attach the receipt to the Business Meals and Hospitality Expense form to the expense reimbursement request. $100 Maximum.
• Gratuities:  Travelers will be reimbursed for reasonable gratuities.  Gratuities for meals are part of the meal expense.  All other tips should be identified as “tips” on the employee reimbursement request.
• Inoculations/prescriptions required for international travel
• Laundry (if duration of the trip exceeds five days)
• Overnight delivery/postage
• Telephone:  Reasonable telephone call charges will be reimbursed.  The purchase of international phone cards will be reimbursed.  Brown will reimburse the purchase of a temporary cell phone plan upgrade for international business travel.
• Visa/consulate fees

Non-Reimbursable Miscellaneous Expenses

The following miscellaneous expenses are not reimbursable:

• Airline Club Membership dues
• Auto repairs and maintenance
• Baggage insurance
• Barbers and hairdressers
• Child care services
• Clothing/toiletry items
• Credit card annual fees, delinquency fees, or finance charges
• Frequent flyer tickets
• Hotel safety deposit box (safe)
• Insurance-rental vehicle for domestic travel
• Loss or theft of personal funds or property
• Lost baggage
• Luggage or briefcases
• Massages/saunas
• Medical expenses while traveling
• Membership fees for any travel/cost-reduction programs
• Mileage for rental cars
• Movies/video games/No-show charges for hotel, car or restaurant services
• Over-the-counter medication
• Parking ticket and traffic violations
• Personal automobile routine maintenance
• Personal entertainment
• Personal property insurance
• Reading materials (magazines, books, newspapers, etc.)
• Shoeshine
• Souvenirs or personal gifts