Formal Notice: Travel Expenses

We are sharing a formal notice regarding an update in our policy regarding our individual travel expense policy.

Effective Monday, May 5th, all individuals incurring individual business travel expenses (recruiting, conferences, meetings etc.) must request a University-issued travel card to be used for booking hotels, airfare, rental cars, baggage fees, etc. Moving forward, the only alternative is charging these expenses to your personal credit card and filing for reimbursement in Workday (via expense report).  The Business Office will no longer expense and reconcile individual staff travel.

Below are travel card guidelines and a link to the required Workday "Travel Card Training", which must be completed prior to applying for a travel card:

• All individual travel arrangements should still be booked directly through our travel agents or online booking portal.   

• Individuals who are traveling should still file for per-diem reimbursements.  Expensing specific meals while traveling as an individual is not permissible.

• The Controller's Office will determine the limit for these cards.

• Please ensure that you know your cost center number, as you will need it for the application.

• These cards must be reconciled each month. If they are not reconciled, the Controller's Office will cancel any cards with unreconciled charges. 

• Please review the brief list of regulations at the following link: https://policy.brown.edu/policy/travel-card

• Purchases made outside of the above regulations will require you to reimburse the Division.

• Application & Training: Workday Travel Card Training

• Cards will be delivered to the South Street Landing Office for pickup, following completion of the required training.

For Business Office contact information, necessary forms, previous tips of the month, policies & procedures, please visit the Business Office website.