Domestic and Foreign Lodging

Policy

When business related travel requires an overnight stay, coaches and staff should book standard room accommodations at non-luxury/moderately priced hotels. Lodging rates should not exceed $170 per night (pre-tax or fees). The Concur travel portal will require an explanation for lodging reserved over the rate limit. Coworkers traveling together are encouraged to share lodging accommodations when appropriate.

When traveling for a conference, it is appropriate to stay at the hotel hosting the conference even if the rate exceeds the $170 limit. The room booked, however, must be at the conference rate.

Itemized receipts for all hotels for individual business and recruiting travel are required and personal expenses (example: movie rental, mini bar, etc.) are considered non-reimbursable. Coaches and staff will not be reimbursed for “no show” charges except under extenuating circumstances, which must be documented in the expense report. “No show” charges will be issued when lodging is booked through the Concur travel portal if notice of cancellation is not communicated to the Athletics Travel Advisor.

Brown does not encourage the use of Airbnb but it may be an allowable expense. Coaches and staff that wish to stay at an Airbnb must notify the Business Office prior to booking their stay. Coaches and staff that plan to share an Airbnb with other schools must ensure the other school pays for the Airbnb upfront and then invoices Brown for their portion. This will ensure mitigation of any risks involved with Airbnb lodging and still ensure safe and economical travel while on University business.

Note: It is against University policy for an employee to solely pay for another individual’s travel expenses. If an employee is requesting reimbursement for expenses for anyone other than him/her self, the relationship and reason for the additional reimbursement must be clearly stated. Any exceptions must be granted by the Associate Director of Athletics for Business Operations prior to book travel.