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Policy
Policy
All team travel arrangements are made in accordance with University, Division of Athletics, Ivy League, and NCAA guidelines. Standard athletic team travel is by chartered bus, van, and/or commercial airline. The mode of transportation used will be based upon safety, expense, availability, minimization of missed class, competition distance, and any unforeseen circumstances, such as weather.
All varsity team travel arrangements are coordinated through the Athletics Travel Advisor. Team competition schedules must be approved by all required parties prior to booking team travel arrangements. All varsity team travel must fall within the guidelines of the Business Office and Compliance Office to account for all anticipated expenses related to away competition and to ensure compliance with NCAA rules and regulations.
All club team travel is coordinated through the Intramural & Club Sport Manager. Club teams must adhere to the same team travel policies as varsity teams unless otherwise outlined in the Athletics Travel Policies. Students on club teams that incur expenses on their personal card must obtain approval for the expense prior to purchasing. Varsity student-athletes will not be reimbursed for team travel expenses.
Athletic Vehicle and Van Travel:
Division of Athletics vans and/or rental vans are reserved through the Athletics Travel Advisor. Only Brown University authorized drivers are permitted to drive athletic vehicles and any rented vehicle being used for Brown University business.
Van transportation is permitted for local team travel only. Driving to competitions more than 2.5 hours in distance should be approved by the Sport Administrator prior to the date of departure.
When renting vehicles for team travel, drivers must be Brown Authorized Drivers prior to travel. Rental vehicles must be reserved through Brown University preferred suppliers (i.e.: National, Enterprise). Please see the Athletic Long-Term Rental and University Owned Vehicles and Auto Rental Policies for more details.
Charter Bus Travel:
Team charter buses are reserved through the Athletics Travel Advisor. All reservations for varsity team travel will be contracted through our preferred bus partner, Academy Bus. Club teams may travel by bus and utilize preferred vendors when appropriate.
Air Travel:
Varsity team air travel reservations must be arranged through the Athletics Travel Advisor and teams must fly commercial airlines for all travel that requires air transportation. Club teams must fly commercial airlines when air transportation is required for competition. Upgrades are not permitted by student-athletes or coaches.
Lodging Accommodations:
The rate for lodging is $170 per night. A higher rate requires notifying the Business Office and Sport Administrator prior to booking. Student-athletes are responsible for all in-room charges, including but not limited to:
• Telephone calls
• In-room movies
• Video games
• Snack bar
• Room service
• Incidental expenses
• Wi-fi upgrades
NCAA rules prohibit the University from paying such charges for any student-athlete.
All varsity team travel hotel accommodations should be charged to the Athletics Travel Card. Coaches should only be providing their personal credit cards for incidental charges at time of check in, not for the hotel expense itself. Club team hotels can be sourced using the Concur travel Portal.
To minimize costs, all teams are required to assign two student-athletes to a room. Under no circumstances may more than one student-athlete be assigned to a bed. Single room accommodations are used to accommodate an odd number of student-athletes or staff. When appropriate, staff members should room together.
Post-Season Travel:
All Ivy League or other Governing Conference travel arrangements should be coordinated through the Athletics Travel Advisor. All NCAA post-season travel (both ground and air travel) is booked through the Concur portal. Travel arrangements should be coordinated through the Athletics Travel Advisor in accordance with all NCAA Post-season and Championship policies.
Team Expense Reimbursement for participation in championships will be filed through the NCAA Travel Expense System (TES) by the Business Office. All receipts and invoices for expenses incurred should be sent to the Business Office. The Business Office may reach out to coaches and staff for additional information on travel expenses.
Please see the NCAA Division I Championships Travel Policies for further details.
Meals:
Meals for spouses, significant others, friends, or family members of coaches and staff are not reimbursable. Exceptions to this policy are limited and may only be granted with an explicit business purpose and approval in advance by the Associate Director of Athletics for Business Operations. It is permissible for spouses, significant others, friends, or family members to attend the meal; however, the expense cannot be covered by Brown.
Meals for spouses, significant others, friends, or family members are not reimbursable in the following situations:
• Team meals (home or away)
• Meals while traveling domestically or internationally with coaches or staff
• Staff/team morale initiatives
• Meals during an interview with a job candidate
Per Diem:
The full daily per diem rate is $40 per day, which is uploaded via Zelle. Zelle funds are only sent to Brown email addresses. Per diem upload information for team travel may be provided by completing the Travel Squad list spreadsheet that should be attached to the Travel Squad Roster Approval form in ARMS. Travel squad rosters must be approved by Compliance prior to the Business Office uploading funds.
Please note, the University is not responsible for theft of personal property or funds during team related travel. However, stolen items from student athletes listed on an official police report may be eligible for reimbursement. In the event of a crime during team travel, please contact local authorities and report the incident to the Department of Public Safety immediately. In addition, please notify the Business Office within 48 hours of the incident.
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