NOTE: Reimbursement requests must be submitted within 30 days of the departure date on your ticket! If you miss this deadline, you will be taxed on your reimbursement!
Questions? Email informationfutureslab@brown.edu.
DO
Book your trip between Brown University and your YOUR HOME INSTITUTION OR ADDRESS. Brown University’s home airports are Providence T.F. Green Airport (PVD) and Boston Logan International Airport (BOS). There is a train station in Providence within a few minutes drive from the University
Book ONE round trip ticket. If you must book separate tickets, be prepared to justify.
Travel in the most economical manner possible. Use the chart below as a guide.
DON’T
Spend more than the allowable limits per round trip:
Traveling from New England: $250
Traveling from contiguous US: $600
Traveling from Asia & Ocean: $1,600
Traveling from all other locations: $1,200
Plan to expense food or beverages purchased during your trip.
*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.
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.
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
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.