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). Anthony Travel 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 Anthony Travel if notice of cancellation is not communicated prior to the cancellation period.

Per University policy, reserving accommodations through rental host organizations such as Airbnb and VRBO is also allowed. Brown University will cover costs related to the stay only (nightly rate, parking, taxes, etc.). In addition, the following guidelines apply when booking accommodations through Airbnb or VRBO:

1. The preferred property information is sent to Anthony Travel to check if there is a contracting option. If there is no contracting option, the traveler will need to confirm that they accept responsibility regarding this booking. Anthony Travel will not be available if there are any issues with the accommodation.

2. The traveler making the reservation is responsible for any incidentals incurred during the stay.

3. Homes will feature self-check-in padlocks with codes provided by the hosts before arrival. Coaches and staff alone will hold the key to access the front door.

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 Assistant Director of Athletics for Business Operations prior to book travel.