Brown’s Controller’s Office mandates that funding can only be provided on a reimbursement basis (AFTER a purchase has been made), based on submission of appropriate receipts. For travel reimbursements, students do not need to wait until their after travel is complete to submit reimbursement requests for airline tickets, train tickets, conference registration, and other pre-paid trip expenses - the Controller allows for reimbursement of these receipts as soon as the purchase is complete. If you are able to wait for reimbursement until you return, submitting only one request for reimbursement helps to reduce costs and effort on the part of the Controller's Office (and your program administrator!), but certainly submit your request for reimbursement in advance if waiting would cause you financial hardship, or if your advance purchases will use up the full amount of the award you have received. Any remaining receipts should be submitted to your program administrator within 30 days of completion of travel to allow time for processing. Delay in submitting receipts to your program administrator can put you in danger of missing the university reimbursement deadline and result in having taxes taken out of the money you receive.
Brown University reimbursement policy specifies that requests for reimbursement must be submitted in Workday within 60 days of purchase or, if the expense is part of a trip (airline tickets, train tickets, conference registration, etc.), within 60 days of the completion of travel. An expense not submitted in Workday within 60 days is considered gross income subject to tax withholding and will be processed through payroll and reported on the employee's W-2 form.
Check with your program administrator for any specific instructions on submitting materials for reimbursement - they may request that you send materials to them via email or might ask you to use a reimbursement form or other method of submission. If you’ve set up direct deposit for your stipend through Brown, your reimbursement will be deposited directly into your account. If you have not set up direct deposit, a check will be mailed to the address you have on file with Brown. You should allow at least 2-3 weeks for processing the reimbursement.
Be sure to review Brown’s travel policies and any additional departmental policies before making travel purchases to ensure that your purchases will be reimbursable! A few limitations are highlighted below.
- Students must purchase non-refundable, coach class airline tickets and students who are using federal funding for travel must fly on US carriers (see Air Travel Policy for exceptions)
- Students will not be reimbursed for tickets purchased using frequent flyer miles or points
- Students will not be reimbursed for the purchase of tickets for other students or other travelers (e.g. students all traveling to the same location must each purchase their own flight)
- Students will not be reimbursed for clothing, toiletry items, or over-the-counter medication, even if used during travel
If your plans change and you are not able to complete your trip
If you have received an award for travel funding from the Graduate School, but have not used the award, please send an email to email@example.com to let us know that you will no longer need the award. This allows us to make the funds available for other students in need and will reset your eligibility for receiving the award during that fiscal year.
If you received and used an award for travel funding from the Graduate School, you will need to repay the funding you've received (e.g. if you purchased and received reimbursement for an airline ticket, but your travel has now been canceled and you received a refund from the airline, you will need to return the money that Brown gave you for that airline ticket). This is usually done by writing a check to the Graduate School, but please be in touch with both your program administrator and firstname.lastname@example.org for details.