^{05/16/2025 Update from Provost Francis J. Doyle III and EVP Sarah Latham}

Extension of Freeze on Non-Essential Travel

As academic and administrative units across Brown continue to slow spending amid a budget deficit, and with continued uncertainty around potential financial impacts of federal government actions, we have extended the current freeze on non-essential travel through Sept. 1, 2025. As we noted in our March 13, 2025, message, “New measures to ensure financial sustainability,” travel is an area with significant unrestricted expenses across campus. The implementation of this temporary measure has been an important factor in reducing expenditures.  

“Essential travel” is that which is required to meet contractual obligations, necessary for core operations or research, or where no remote alternative is possible. Unit heads should approve only travel that is truly essential, and generally should not approve new non-essential travel unless it is already fully paid and non-refundable.

We know that this freeze has generated many questions from graduate students seeking to travel for conferences and research, and this March 25 message from Dean Thomas A. Lewis outlines examples of essential travel for PhD and MFA students. Master’s degree students should also follow the guidance provided in that letter, or email masters_studentaffairs@brown.edu with questions. 

Pre-Registration Required for Reimbursement for Brown-Related International Travel 

Effective June 1, advance registration in Brown’s TravelSafe system will be required in order for Brown funds to be paid or reimbursed for Brown-Related international travel. Registration in TravelSafe has consistently been required for any international travel by all individuals or groups traveling on Brown-related business or for Brown-related programs, in accordance with Brown’s Travel Policy. Going forward, a confirmation from TravelSafe must be attached to all reimbursement or funding requests. Registration for domestic travel is also strongly encouraged.

Brown provides all students and employees registered with TravelSafe with access to International SOS, a global travel assistance program offering medical, security, and logistical support. Travelers are encouraged to download the ISOS app before their trip.

Heads and managers of academic and administrative units may request “Department Manager” access in TravelSafe to stay informed about travel activity within their unit. This access, which is available through OIT’s Accounts and Passwords process, helps support planning, risk mitigation and policy compliance.

Requirements for Travel to High-Risk Destinations for Brown-Related Business or Programs 

As a reminder, all students traveling to destinations designated as “Brown High Risk Travel” must submit a Safety Plan to be reviewed by the Global Travel Risk Assessment Committee (GTRAC). Faculty and staff are strongly encouraged to submit a Safety Plan when traveling to high-risk areas to ensure preparedness and access to support.

Brown defines high-risk travel destinations as those considered by the U.S. Department of State as a Travel Advisory Level 3 or Level 4, by the Centers for Disease Control and Prevention as a Travel Health Notice Level 2 or Level 3, and/or those deemed as posing a significant health, safety or security risk to the traveler through advisories from International SOS.

For More Information

All Brown community members preparing for brown-related travel are welcome to consult privately with the Office of Global Travel Operations, Risk & Resilience for pre-departure planning assistance, whether the travel is international or domestic.

For community members traveling internationally for Brown-related business or Brown-related programs, the University maintains a number of additional resources. Additional information is available on the Policies and Procedures page on the Office of Global Travel Operations, Risk & Resilience website, and the Office of Global Engagement’s Status Inquiry FAQs page.