All travelers must complete a Safety Plan for travel to a war risk exclusion destination. For faculty and staff traveling to a Brown High Risk destination that is not subject to war risk exclusions—including Bahrain, Cyprus, Egypt, Jordan, Kuwait, Oman, Pakistan, Qatar, Saudi Arabia, and the United Arab Emirates—submission of an optional Safety Plan is strongly encouraged. Once completed, travelers can email travel@brown.edu for a consultation. 

• Add or change seat selection
• Change outbound flight only, or outbound and return flights (Deem reprices the entire tickets and you must select both the outbound and return flights. The original ticket cost is applied to the new booking and charges may apply for any difference in fare.)
• Change return flight only (can be changed prior to start of trip or after completing outbound flight)
• Change and cancel online or offline (booked by agent) originated flight, hotel and/or car booking.
• Add hotel and/or car to an existing flight booking
• Add flights to an existing hotel and/or car booking
• Selectively remove (cancel) a single service (flight, hotel and/or car) from trip
• Cancel or change hotel booking if within cancellation policy
• Change or remove (cancel) a single service from a multi-service (flight, hotel, or rental car)

• Hotel and car bookings cannot be changed/cancelled if within the no-cancellation period; for example, many hotels/car rentals don’t allow cancellations or changes within 24 hours of check-in/pickup
• Changes to flight Origin or Destination
• Trips with more than one ticket, such as a split ticket
• Itinerary with more than one traveler
• Itinerary with both air and rail
• Itinerary with a rail reservation that was booked offline
• Multi-destination or open jaw itineraries (multiple hotels, or car or flight/rail with more than two legs)
• Any flight or rail booking where the traveler name differs from the name in the profile (guest traveler bookings)
• Itinerary with an offline booking passive segment (Agent assisted booking not booked directly in their agency system)
• TravelFusion Carriers such as Ryanair or EasyJet
• Instant-purchase carriers such as Spirit or Frontier

If you need to make any of the changes outlined above, please contact a World Travel Agent. 

• Sign in to Deem.
• Click the icon in the upper-right corner.
• Select Profile.
• Scroll down to the Organization section and click Delegate.
• Click + Add Delegate.
• Search for the contact.
• Click Select.

If an exception is needed for an accommodation or for something that requires written approval from the President, Provost, or Executive Vice President of Finance and Administration, travelers can reach out to travel@brown.edu. Once approved, we will provide the permissions for the traveler to book the approved exception. 

Yes. If you are working with an agent, you can request comparable quotes at the time of booking and if you are in Deem, you are able to see/screenshot comparable quotes when you are making your travel selection. 

Travelers and delegates should be collecting the comparable airfare expenses at the time of booking. There is no way to search historical airfare expenses.

If you are using a Travel Card or Personal Card, no, you do not need pre-authorization. You can book travel at your convenience through Deem or Agent Assist. If you require the use of the Central Travel Card, you will need to complete the Central Travel Card Usage Request Form.

This varies by airline. For most domestic flights, you typically cannot pre-pay for baggage and must pay at the airport. For international flights, baggage fees are often included in the ticket price. If they’re not, many airlines allow you to pre-pay online—but this also depends on the specific airline. You can ask the agent to check at time of booking. 

No, this is for Brown-related travel arrangements only.

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.

• If booked through World Travel: Attach your World Travel receipt. Trips booked through World Travel are automatically registered, so no additional documentation is needed.
• If not booked through World Travel: Attach the Travel Plan PDF from your completed TravelSafe registration. See the Instructions for Saving a Travel Plan PDF for Reimbursement.

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, the West Bank, Gaza, Lebanon, Russia, and Ukraine.
 

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 secureing the rider to ensure coverage is in alignment with the University’s duty of care, 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. Nationals from countries excluded due to war risk are ineligible for war risk riders when traveling to their home country/country of residence. Approval for 

See the Safety Plan page for details on the War Risk Exclusion travel review process.

Air Price Assurance leverages AI technology to predict the likelihood of a price drop on your booked flight. If a drop is predicted, Price Assurance will continue to monitor your booking and automatically rebook when a lower fare becomes available. The rebooking will be for the same itinerary meaning the same airline, date, time, and seat, and occur only during the void window to avoid cancellation and/or exchange fees. If a lower fare is not found, your original booking is ticketed as usual. In either case, the entire process happens seamlessly in the back with no action needed from you.

Yes. All ticket changes are fully compliant with airline fare rules and restrictions. Price Assurance will only rebook when allowed by the fare type and within policy guidelines.

No. Your airline, flight number, date, time, cabin class, cancellation policy, baggage policy, refund policy and PNR (Passenger Name Record) all remain the same. You will fly exactly as originally booked.

Yes. APA will only rebook a lower priced ticket if the exact same seat is available.

Air Price Assurance focuses on optimizing the base airfare, which typically does not include seat upgrades as they are often purchased separately. To prevent any issues with your paid seat or add-ons, please wait until after the first 24 hours to purchase upgrades.

Only the ticket number and fare will change. The lower fare must be at least $50 less than the original for the exact same itinerary. When the lower fare is detected, your original ticket is canceled and reissued at the better price. You’ll receive an updated itinerary with the new ticket number—no action is required from you.

Yes! You’ll receive another confirmation email with an updated ticket number from World Travel, Inc. It will include a note that a lower fare has been found plus your new ticket costs. All other trip details stay the same.

Nope. The process is fully automated. You will be notified via email if a lower fare is found and rebooking is successful.

Yes. Since the rebooking is on the same airline, your loyalty points remain intact.

No. Just check in as usual using the latest ticket number you received. 

All of Brown’s air travel reservations containing one passenger and one ticket number will be monitored. We also won’t interfere with a ticket that is booked less than 48 hours prior to departure.

The search is continuous from the time of booking up through the void window limit or 48 hours prior to departure time. It does not search or rebook lower fares outside of the void window.

No. Air Price Assurance only monitors the original ticket. Once your ticket is rebooked at a lower fare, monitoring stops and a new 24-hour window does not begin.

There is no new fee for this service. The fare savings between the original higher fare ticket and the new lower fare ticket are simply shared between Brown and World Travel. This will appear as a “Shared Air Savings” line item on your updated itinerary.

The shared savings or “Shared Air Savings” line item amount will be charged to the same form of payment that is on file to pay for the airline ticket purchase.

Like other payments to World Travel, Inc. it will show as a “Service Fee” on your credit card statement and should be recorded as a “Travel Booking Fee” on your expense reports.

Air Price Assurance works within the airline's void window—the short period immediately after a booking before the airline permanently settles the transaction.

In most cases, the original higher-fare ticket is voided before your card is fully processed, so you will only see the charge for the new lower base fare.

In some cases, however, the original airfare charge may temporarily appear on your credit card statement. If this happens, it will be followed by a credit for the original fare once the ticket is voided. You will then see the charge for the new lower base fare, along with a separate "Shared Air Savings" charge representing World Travel's share of the savings.

Although you may temporarily see multiple transactions, your final statement will reflect the lower airfare and the applicable Shared Air Savings fee

If a reservation is successfully rebooked at a lower fare, the original flight booking is automatically cancelled. The ticket number will change but the PNR will remain the same.

Once a ticket is cancelled, it will no longer be monitored. If a rebooking occurred before cancellation, the shared savings still applies.

Hotel Price Assurance automatically checks your hotel booking for lower rates at the same hotel with the same room type, amenities, and cancellation policy. If a better rate is found, your reservation is rebooked at the lower price—no action needed from you!

Yes! You’ll receive an updated itinerary and confirmation email showing the new lower rate and hotel confirmation number.

The rebooking notification email will be sent with the email subject line: Hotel Savings Achieved! Updated Info Inside! 

Nope. The process is fully automated. You’ll be notified once the rebooking is complete.

Yes. Since the rebooking is at the same hotel, your loyalty points remain intact.

On average, each reservation is rebooked 1.2 times.

Rest assured that only hotel stays with like for like accommodations will be rebooked. This includes the following criteria:

• Same hotel property
• Same bed type
• Same number of beds
• At least $15 in total savings

Searches are done daily at 10 am ET, up until the reservation’s cancellation policy begins.

Only when savings are found. The fee is 50% of the amount saved. For example, if your original reservation costs $200, and is rebooked at a lower rate of $120, total savings = $80. You’ll see a $40 Price Assurance fee on the updated itinerary. You immediately realize the additional $40 in savings for Brown.

It will show as a “Service Fee” on your credit card statement and should be recorded as a “Travel Booking Fee” on your expense reports.

If a reservation is successfully rebooked at a lower rate, the original hotel reservation is automatically cancelled. The confirmation number will change but the record locator will remain the same.

Once a reservation is cancelled, it will no longer be monitored. If a rebooking occurred before cancellation, the Price Assurance fee still applies.