Eligibility for the Travel Pilot Program is based per academic year and determined by the Office of Financial Aid. All students who are determined to be eligible for the year will receive an email from the Travel Pilot Program team in late June or early July confirming their eligibility and providing instructions on how to book their ticket. Students will need to carefully follow the instructions and schedule a required advising appointment at least three weeks prior to their intended travel dates.

In order to receive the travel support, students must NOT purchase their own airfare without prior approval. Students will not receive reimbursements unless there are extenuating circumstances. Please note that the Travel Pilot Program allowance may not be used to travel to/from study abroad or internship locations. 

Timeline

Early June – Mid-July: eligible students will receive an email from the Travel Pilot team with step-by-step instructions for scheduling their required advising appointment.

To ensure timely processing and travel approval during busy travel seasons, please book your appointment by:

• August 1: returning to the U.S. for Fall Semester
• November 8: traveling over Winter Break
• February 21: traveling over Spring Recess
• April 18: returning home at the end of the Spring semester

After receiving the eligibility confirmation email from travelpilot@brown.edu in late June or early July, students will be invited to schedule a required advising appointment with a member of the International Student Advising team. Students are responsible for carefully following all instructions in that email and proactively booking their advising appointments, especially during peak seasons (before the start of the Fall semester and before winter break).

Students should come prepared to the advising appointment with:

1. Intended travel dates: students should carefully review the Academic Calendar when considering their travel arrangements; and indicate travel arrival and departure dates based on residential housing policies, academic calendar and final exams. No flight change fees due to calendar or scheduled conflicts will be reimbursed, or funded (see FAQ).
2. Passport, visa, and I-20 details.

• 1 round-trip ticket per cycle (between July 1 and June 30 of the following year) to travel between the student’s country of permanent residence and Providence or Boston
• 1 piece of checked luggage
• economy seating

What is not covered :

• Any reimbursements (students should NOT purchase their own tickets!)
• Ticket change fees
• Seat changes or upgrades
• Excess luggage
• Date changes except for airline cancellation or medical emergencies. All exceptions must be pre-approved by the Associate Dean of the College for International Students.
• Ground transportations (i.e. Amtrak from Boston, Uber, etc.)
• Travel incidentals (e.g. meals and snacks, Wi-Fi, etc.)
• Hotel expenses
• Transit visas
• Meal support