Overview: Arranging Travel for Stanford Business
Click each block to learn how to arrange travel for Stanford business:
Plan Travel
Review Overview: Permissible Business Expenses and Policy Notes: Business Expense Policy for information on allowable travel expenses and tax considerations
Know what account number (PTA) to charge expenses to (Find a PTA)
Get travel approved
If foreign travel:
- acquire required travel documents (visit the Office of International Affairs web site for guidance, including a travel checklist)
- follow International Travel Policy issued by Provost John Etchemendy
- register your trip on the Office of International Affairs' travel registration web page
- if travel is funded with government monies (grants or contracts), ensure compliance with Fly America Act
- if travel includes stay in Cuba, Iran, North Korea, Sudan, Syria, or Crimea – Region of Ukraine, travel plans must be reviewed by the University Export Control Officer. See Policy Notes: Trade Sanctions (Compliance Requirements for Travel to Cuba, Iran, North Korea, Sudan, Syria, Crimea – Region of Ukraine) for more information.
Book Travel
Review special negotiated rates with airlines, lodging and ground transportation providers, and explore travel resources in Stanford Travel: Your Travel Ally
Review / choose payment method
Make reservations / purchase tickets
Prepare to Travel
Know what is required for reimbursement
Choose a reimbursement option (actual vs. per diem)
Obtain Travel Packet (envelopes for collecting receipts)
During Travel
Collect receipts using the travel packet (alternatively, if the traveler has a smartphone, we recommend they take an image of each receipt and email them to the transaction preparer)
Track business mileage using personal vehicle
Note whether a conference provided any meals (save conference agenda)
Record all details for missing receipts over $75
After Travel
— Within 10 days of completion of travel
—
Expense reports reimbursed more than 60 days after a trip are reported as taxable income.
Meet with your administrator to review the Expense Report Checklist and provide travel receipts and details
Initiate an expense report through the Expense Requests system for the travel expenses
Clear advances and/or return unused advance funds through the Expense Requests system