Traveling for Stanford

Overview

Stanford utilizes a centralized travel booking program (Stanford Travel) that automatically registers travel reservations, and any subsequent changes to a reservation, to the university's Travel Registry, which connects to Stanford's provider of medical, personal, travel, and security assistance. Stanford Travel booking channels include: Egencia, FCM (formerly Casto) and United Corporate Direct. 

While Stanford Travel booking channels are still highly recommended, they are no longer required for flights, hotels, or rental cars. For traveler safety, all international flight and hotel bookings must be entered into the university’s Travel Registry. This registration is automatic for Stanford Travel channels but requires manual entry for other bookings.

Registration with the Travel Registry (via International SOS) can be done by forwarding your flight and hotel itineraries to StanfordTravel [at] itinerary.internationalsos.com (StanfordTravel[at]itinerary[dot]internationalsos[dot]com). Detailed instructions are provided on the International Affairs website. 

Visitors and guests are not required to use Stanford Travel when booking travel themselves. Travel booked by AAH staff on behalf of any faculty, visitors, or students will be booked through Stanford Travel. 

All travel must be booked in the faculty member’s name. With rare exceptions, Stanford Financial Management Services will not permit the reimbursement of expenses booked under a name other than the Stanford-affiliate. 

A Stanford-issued Travel Card may be used to purchase airfare, lodging, and ground transportation expenses. Other expenses should be made on a personal credit card and submitted for reimbursement at the conclusion of travel.

How to Book Travel Expenses

Special Stanford-negotiated rates for air travel, car rental, and lodging can all be booked through Stanford Travel. Per Administrative Guide Policy 5.4.2, use of Stanford Travel is recommended for airfare reservations and recommended for hotel and car rentals, as it supports the guiding principle to spend appropriately, eliminates the administrative requirement to provide documentation demonstrating the expense is reasonable, and connects travel reservations to International SOS. Additional benefits include: ad hoc waivers and favors such as preferred seats, priority boarding, name changes, change-fee waivers, and unused ticket extensions. 

Lodging

Stanford affiliated business travelers can pay for lodging using one of the following methods:

• Travel Card: Purchase lodging using a Stanford-issued Travel Card, and submit the actual hotel costs for verification/clearing. Itemized lodging bill indicating the cost of the room and payment information is required.
• Folio Reimbursement: Purchase lodging using a personal credit card and seek reimbursement for the actual hotel costs. Itemized lodging bill indicating the cost of the room and payment information is required.
• Per Diem Reimbursement: Purchase lodging using a personal credit card and seek the lodging per diem rate only. Per diem rates are set by the U.S. Government for both Domestic and International travel. No receipt is required.

The department recommends seeking lodging per diem in most instances, as it is the most flexible option.

The Travel Card and Folio Reimbursement options require the traveler to book the lowest standard room rate available and are subject to maximum nightly room rates (excluding taxes/fees) not to exceed $220 USD per night for most Domestic locations and the maximum for International locations are based on the Federal Per Diem rate. Exceptions include:

• Palo Alto and vicinity (10 miles from city center) - not to exceed $450 USD per night
• New York City, San Francisco - not to exceed $385 USD per night
• Chicago - not to exceed $330 USD per night
• Boston, Los Angeles area (includes Los Angeles County, Ventura County and Orange County), San Diego, Washington D.C. - not to exceed $275 USD per night

Stanford Travel will flag for non-negotiated hotel rates above location guidelines to alert the traveler.

Travel Meals

A Travel Meal is defined as an individual meal incurred while traveling for University business.

• The purpose of these reimbursements are to defray the cost of eating while traveling on business.
• Travel Meals are reimbursed only by electing Meal Per Diem. Per diem rates vary by location are set by the U.S. Government.
  • Travelers may elect to receive the maximum per diem amount, or a reduced per diem amount (to be specified in the Travel/Reimbursement webform).
  • Domestic per diem rates
  • International per diem rates
• No additional justification is needed for travel meals as long as it occurs within the travel period.

Ground Transportation

Transportation Passes, Taxi, and Ridesharing

Passenger copies of public transportation tickets, taxi fare, or ride sharing receipts may be submitted for reimbursement. Documentation must contain date of transaction, fare, and payment information.

Car Rentals

The University will pay the traveler for the cost of renting a compact or standard size car and for the automobile-related expenses, if use of the rental vehicle is the most economical mode of transportation. Before renting a car, the traveler should consider shuttle services and taxis, particularly for transportation between airport and lodging. If the traveler rents a car, the traveler must provide the department with the original car rental agreements or invoices showing proof of payment for reimbursement. Whenever possible, please include “Stanford University” in addition to your own name on rental car agreements.

Additional Insurance

• Continental U.S.: The University's insurance policy provides coverage within the continental United States. Travelers will not be reimbursed for extra insurance from a car rental agency.
• Hawaii or international travel: If you travel to Hawaii or a foreign country, where Stanford insurance does not have coverage, you may be reimbursed for the renter insurance costs.

Mileage for Private Automobile

If a traveler has obtained an exception through the appropriate channels to travel, they may drive instead of flying without being required to submit an airfare comparison if the round trip is under 200 miles. The University will pay a standard rate per mile (defined by the IRS) for official travel by private automobile based on the actual driving distance by the most direct route. The standard mileage allowance (rate per mile multiplied by miles traveled) is intended to cover vehicle expenses such as fuel and lubrication, towing charges, physical damage to the vehicle, repairs, replacements, tires, depreciation, insurance, etc. The use of personally owned vehicles is generally most appropriate for round trips of 200 miles or less. Commercial air travel is generally the most economical and practical means for more distant trips.

To claim mileage, you must include the date, origin address, and destination address for each portion of the trip for which you are requesting reimbursement.

Other Vehicle Expenses

In addition to the standard mileage allowance, necessary and reasonable charges for the following vehicle-related expenses are allowed: 

• Tolls
• Ferries
• Parking
• Bridges
• Tunnels
• Liability and physical damage insurance coverage for driving in foreign countries

Traffic ticket and parking ticket expenses will NOT be reimbursed.

Conference Travel

Conference expenses will not be approved unless the request is accompanied by a detailed conference program schedule or handout. If the program is only available in a language other than English, a letter on invitation from the sponsoring program must also be included in the documentation.

Conference hotels may be booked directly with the hotel at the conference rate. When multiple conference hotel options are available, choose the mid-point option.

HSDO Conference Travel Funds

The HSDO Conference Travel Fund program has been reinstated in Fall 2022. Please visit the AAH Grant Applications page for more details. 

Travel Card Policies

Stanford Travel Card cardholders may only use the Travel Card for University travel-related business transactions. Cardholders are responsible for ensuring that all charges comply with policy, have proper documentation, are properly itemized, and are supported by a business purpose. Additional considerations:

• The Travel Card may not be used for any personal expenses.
• Stanford travel cards may only be used for expenses that directly benefit the faculty member or another Stanford affiliate. If the booking includes expenses for a non-affiliate such as a family member or a non-Stanford colleague, a personal card must be used and the amount of the faculty member’s expense should be submitted for reimbursement.
• Travel cards may only be used for travel-related expenses such as airfare, lodging, and ground transportation. The individual must purchase all meals and incidentals on a personal card. Please provide the hotel with a personal card for any meal/incidental charges.
• Stanford travel cards must not be used when the business travel will be reimbursed by another organization. This is a Stanford University policy.

Travel Advances

With sufficient notice (at least one month), the department can provide travel advances to cover the cost of pre-booked flights or hotels purchased with a personal card.