Reimbursements

*If traveling outside of those dates is necessary for non-IFL reasons or is cheaper, an airfare quote must be obtained at the time of purchase to document the cost of traveling just for this program. You will be reimbursed up to the quote but no more than what you paid. The saved quote must be submitted with other reimbursement documentation. Failure to do so may result in the cost not being reimbursed.

OTHER BOOKING TIPS

• Need to travel outside of specified dates or book an upgraded ticket? If it is necessary for non-event reasons or to book an upgraded ticket because it is cheaper or it cannot otherwise be helped, an airfare quote must be obtained at the time of purchase to document the cost of traveling just for this program. You will be reimbursed up to the quote but no more than what you paid. The saved quote must be submitted with other reimbursement documentation. Failure to do so may result in the cost not being reimbursed.

• Are you a visa holder? Reimbursements cannot be issued to all visa types. Consult the Brown University Controller’s Office Payments to Foreign Nationals Chart https://policy.brown.edu/policy/foreign-payments or contact informationfutureslab@brown.edu with any questions.

• Do you have other means of paying for your trip? If you have access to other sources of financial support that could pay for your IFL housing and/or travel, we would greatly appreciate the opportunity to release the funds earmarked for you in order to increase participation in this event.

STEP 2: Collect travel receipts showing proof of payment

• Scan, download, screenshot, or take photos of all receipts.

• Combine all receipts into one file or folder.

• Submit file / folder containing receipts in ONE email to informationfutureslab@brown.edu

• Keep original receipts until you receive your reimbursement in case a clearer image is requested. Failure to do so may lead to that cost not being reimbursed.

STEP 3: Complete the Travel Reimbursement Information Form

Step 4: For Visa Holders ONLY

• Scan or take a photo of your Passport Photo Page, Visa, Entry Stamp, and Form I-94 (i94.cbp.dhs.gov/I94/#/recent-search)

• For J1 and F1 Visa holders not sponsored by IFL/Brown, also provide:

• Copy of DS-2019 for J1; or I-20 for F1

• Letter from the International Office of your sponsoring institution

authorizing reimbursement payment

• If you have an EAD card, it can be sent instead of the letter

Step 5: Complete the Supplier & Individual Payee Registration Form

• • This form initiates your actual reimbursement via paper check or direct deposit.

  • Click here to see an example of a completed form for a U.S. passport holder.

  • Click here to see an example of a completed form for a visa holder.

Questions? Email informationfutureslab@brown.edu.