Travel

Plan Travel

Review Administrative Guide 5.4.2: Travel Expenses

Know the account number (PTA) to which expenses will be charged expenses to (Find a PTA)

Get travel approved by person with authority over the PTA

See Overview: Foreign Travel and Foreign Visitors, if planning foreign travel

Book Travel

Review special negotiated rates with airlines, lodging, and ground transportation providers, using travel resources in Stanford Travel: Your Travel Ally

Review / choose payment method

Make reservations / purchase tickets via Stanford Travel: Your Travel Ally

Prepare to Travel

Know what documentation is required for reimbursement

Choose a reimbursement option (actual expenses vs. per diem)

Obtain Stanford Travel Packet (envelopes for collecting receipts)

Download Excel template (spreadsheet in which to record expenses - optional)

During Travel

Collect receipts using the travel packet (alternatively, use a smartphone to take an image of each receipt and email image(s) to the transaction preparer)

Track mileage for any personal vehicle use for Stanford business

Note whether a conference provided any meals (save conference agenda)

Record all details for missing receipts over $75

Enter cash and personal credit card expenses in a spreadsheet (optional) (download Excel template)

Indicate amount spent on alcohol on receipts, or write "no alcohol" on meal receipts

After Travel

Download Excel template (spreadsheet in which to record expenses - optional)

Meet with your administrator to review the Expense Report Checklist and provide travel receipts and details. This should be done within 10 days after completion of travel for timely expense reporting. Expenses reported 60 days or more after completion of travel may be reported as taxable income to the traveler.

Initiate an expense report through the Expense Requests system for the travel expenses

Clear any advances and/or return unused advance funds through the Expense Requests system