All reimbursements must be initiated in Workday within 60 days of the last day of travel. However, Brown employees and students can submit airline tickets, train tickets, and conference registration fees for reimbursement as soon as they are purchased to avoid carrying those expenses.

The traveler is expected to secure the lowest available commercial discount or coach airfare at the time of booking travel, whether through a travel agent or by booking travel themselves. Accounts Payable reviews all airfare transactions for reasonableness.

Travel expenses that combine personal and business travel must clearly demonstrate the cost of business travel compared to the actual cost of the combined business/personal travel. The University will reimburse the business portion of the expenses only, not to exceed your actual expenses. For example, a quote for the airfare of your business travel must be printed out as if you were traveling only for business – this comparable quote must be acquired at the time you are booking your combined travel. Attach the printout of the comparable quote as well as your receipt for your purchased ticket to the expense report.

The University will not reimburse travelers for tickets purchased using frequent flyer miles. However, frequent flyer miles earned during Brown-related travel may be retained by the traveler for business or personal use.

University faculty, staff, and students may rent a vehicle with a valid Business Purpose. Drivers must be a minimum of 21 years of age (except for ZIPCAR, which allows drivers who are 18 years of age) and have a valid United States driver’s license. All individuals who intend to drive the rental vehicle must be listed on the rental agreement for insurance purposes. National Car Rental and Enterprise Rent-a-Car are the University’s preferred suppliers.

All Staff, Faculty, Contractors, University Officials and Board Members, Students, Subscribers approved guests, and Volunteers, who are traveling outside their permanent country of residence, on a University sponsored trip. The policy also covers the accompanying spouse and dependent children of covered members stated above.

You can contact International SOS at any time before your trip for pre-travel advice, to verify legality and availability of medication in your host country/global destination, and to ask travel-related medical, safety, or security questions. Seeking pre-travel advice is encouraged and included in our membership at no additional cost to you! Once you are abroad, you may access the full range of International SOS services and your Everest Insurance travel medical insurance for the duration of your university-affiliated travel.

Yes, if you are outside of the United States on approved, Brown-related travel or a Brown-related program, you will be covered under these policies even if you are traveling to your home country/country of permanent residence.

• Pre-trip consultation on travel items, such as passport and visa requirements, necessary immunizations,
• Safety and security information
• Medical assistance
• Questions of concern regarding travel, medical, and security issues in your destination
• Medical and security evacuation and repatriation coordination
• Political and natural disaster evacuation coordination
• Payment of overseas medical bills (providing a guarantee of payment or GOP)
• Coordination of all benefits with the insurance plan administrators
• Arrangement of and coverage for unlimited mental health counseling sessions
• Full coordination with the International SOS credentialed worldwide medical provider network

You can download the International SOS membership card which will include the 24-hour International SOS Assistance Center phone number. Better yet, download the International SOS Assistance app. This will enable you to have all contact information right on your phone.

Yes. Brown University provides international travel medical insurance through Everest Insurance for Brown-affiliated travelers on University-related international travel.

Before you travel, visit Brown’s membership portal page with International SOS to familiarize yourself with the services that International SOS offers Brown’s travelers while they are abroad. The portal page is single-sign-on enabled, so you will be prompted to login via your Brown credentials, if you have not already logged into your Brown email or any other Brown accounts. If prompted for a membership number, enter 11BSGC000031, which is Brown’s membership number.

If you have a pre-trip medical or security related question or need information or assistance while overseas, please contact the 24-hour International SOS Assistance Center in Philadelphia in one of the following ways:

• By email at Philadelphia@internationalsos.com (In the event of an emergency, please call International SOS via the phone or the International SOS Assistance app)
• By phone at +1-215-942-8478. You can call collect, even from abroad, or you can call in from any other available phone or send an email and ask for a call back.
• Via the International SOS Assistance app on your mobile phone. Enter http://app.internationalsos.com in your smartphone browser to download the app and create an account by registering with your university email.

The Assistance Center is staffed by medical professionals, logistics coordinators, and security experts that are able to provide medical advice and assistance in your location.

Brown provides international travel medical insurance as a benefit when you are traveling on Brown-related travel or on a Brown-related program while outside of the U.S. The program is at no additional cost to you when you have enrolled your travel plans with International SOS. Travelers must register their travel in Brown’s travel registry, TravelSafe. This will automatically forward your travel plans and automatically enroll you with International SOS. No separate registration or enrollment is needed when you register in TravelSafe.

The plan covers medically necessary services, such as:

• Hospital room and board
• Inpatient and outpatient surgical procedures
• Emergency outpatient care
• Labs and x-rays
• Inpatient (emergency stabilization only) and outpatient mental health sessions
• Physician office visits and prescription drugs
• Evacuations and repatriations are also covered under this program

Contact the Office of Global Travel Operations, Risk & Resilience for a full list of benefits.

In addition to any benefit-specific or coverage-specific exclusion, benefits will not be paid for any loss that directly or indirectly, in whole or in part, is caused by or results from any of the following unless coverage is specifically extended by reference to the exclusion in a Hazard: 

1. flight in, boarding or alighting from an aircraft or any craft designed to fly above the Earth’s surface except as
   1. a fare-paying passenger on a regularly scheduled commercial or charter airline;
   2. a passenger in a military aircraft flown by the Air Mobility Command or its foreign equivalent.
2. Covered Person’s flight in, boarding or alighting from an aircraft or any craft designed to fly above the Earth’s surface that is an Owned Aircraft, Leased Aircraft or Operated Aircraft.
3. a Covered Person’s commission of, or attempt to commit, a felony, an assault or other illegal activity.
4. participation in a riot or insurrection.
5. a Covered Person’s bungee-cord jumping, parachuting, skydiving, parasailing, hang-gliding, motorcycling, scuba diving, jet, snow or water skiing, mountain climbing (where ropes or guides are used), amateur racing, piloting an aircraft, spelunking, whitewater rafting, surfing, and parasailing. “Motorcycling” includes the use of mopeds, scooters, e-scooters, and e-bikes.

 Additional Exclusions (associated with medical expense coverage):

1. routine physical examinations and routine care of any kind, including routine childcare
2. routine dental care and treatment
3. pregnancy-related expenses that are considered preventative or routine or incidental to a pregnancy such as sonograms, lab tests, and prenatal vitamins, except for Complications of Pregnancy
4. expense incurred for treatment of temporomandibular or craniomandibular joint dysfunction and associated myofascial pain
5. cosmetic surgery, except for reconstructive surgery needed as the result of a Covered Injury
6. any elective treatment, surgery, health treatment, or examination including any service, treatment or supplies that: (a) are experimental; and (b) are not recognized and generally accepted medical practices in the United States
7. treatment of injuries that result over a period of time (such as blisters, tennis elbow, etc.), and that are a normal, foreseeable result of participation in an activity
8. replacement of artificial limbs, eyes and larynx
9. Services, supplies, or treatment including any period of Hospital Confinement that is not recommended, approved, and certified as Medically Necessary and reasonable by a Physician, or expenses that are non-medical in nature
10. Services or treatment rendered by any person who is:
    1. employed or retained by the Policyholder;
    2. living in the Covered Person’s household;
    3. an Immediate Family Member of either the Covered Person or his or her Spouse/Domestic Partner; or
    4. the Primary Insured
11. Personal comfort or convenience items, such as but not limited to, hospital telephone charges, television rental, internet access, barber services or guest meals while confined in a Hospital
12. any treatment, service or supply not specifically covered by the Policy

Prescription drugs are covered when prescribed by a doctor outside of the United States for a covered medical illness or injury that occurs while traveling. It is best to get all refills for a medication that you take on a routine basis prior to traveling. This includes both preventative and maintenance medication for chronic health conditions. Always check to see if your medication is allowed and available in the country to which you are traveling. For medication advice contact International SOS’ 24-hour Assistance Center in Philadelphia either via email at Philadelphia@internationalsos.com, phone at 1-215-942-8478, or you can chat through the International SOS Assistance App.

Some medications may be challenging for you to bring into certain countries, such as injectable medications. Please discuss this with International SOS before you travel as they will be able to provide you with pre-travel advice. It is important to note that not all medications are available locally.

Everest Insurance will cover the replacement of medication for lost prescriptions that are medically necessary during the trip. Generally, birth control is considered preventative medication and is not covered; and therefore, is not eligible for this replacement of medication benefit.

A dental emergency is defined as a type of medical emergency that involves a dental condition of recent onset and severity, which needs immediate dental procedures necessary to control excessive bleeding, relieve severe pain, or eliminate acute infection. This also includes accidental dental treatment of an injury to sound, natural teeth that occurs while on a school-sponsored trip.

If the testing is a preventive screening or if it is part of a physical or preventive visit, it is not covered because the plan does not cover routine or preventive services.  If the testing is performed because you have symptoms or have been exposed to someone with sexually transmitted disease, it would be covered.

Replacement of broken lenses is provided when they have been damaged in a covered accident. Refer to exclusions 1-5 for non-covered events.

The plan will cover that portion of the hospital stay for the purpose of stabilizing the patient.  It will not cover that part of an inpatient hospital stay for alcohol or substance abuse treatment or any underlying mental health condition.

Yes, pre-existing conditions are covered.

No. Deductible means the dollar amount of covered expenses that must be incurred as an out-of-pocket expense by each insured before payment is made by the claims company.

If you contact International SOS first before seeking or receiving treatment, International SOS will arrange and pay for a covered medical treatment on your behalf. The claim will be automatically sent to Everest Insurance and International SOS will be reimbursed directly from Everest Insurance. As the traveler, you do not need to submit any paperwork.

If you pay any out-of-pocket expenses that may be covered under this policy, keep all receipts and documentation (this would include any medical reports or records you receive, if applicable.) The Office of Global Travel Operations, Risk and Resilience can provide the most updated claims form. After you have completed the claims form, you can submit it via email or by mail. Please note that if you are prescribed medication while abroad International SOS may not be able to coordinate payment (provide the GOP) and you would need to submit a claim for reimbursement.

Please call ACI directly at 888-293-9229 for information or questions about your claim.

The current list of War Risk Exclusion countries include; Afghanistan, Belarus, Iran, Iraq, Israel including the West Bank and Gaza Strip, Lebanon, Russia, Somalia, South Sudan, Sudan, Syria, Ukraine, & Yemen.
 

Travel to these countries is reviewed on a case-by-case basis. You must first complete a Safety Plan, which initiates review by GTRAC with the final approval being made by the traveler’s cognizant dean or unit head. In most cases, the purchase of a War Risk Rider is required to reinstate restricted insurance coverage. The Office of Global Travel Operations, Risk & Resilience will assist in securing the rider, but all costs associated with the purchase of a War Risk Rider are the responsibility of the traveler. 

To ensure sufficient time for review and for securing a rider, faculty and staff should submit their Safety Plans at least four weeks prior to their anticipated departure.

NOTE: Travel should not be booked to these destinations prior to approval.