Faculty Travel

Plan Travel

Consult with department administrative staff

Know the account numbers (PTAs) to which expenses will be charged

Get travel approved per department guidelines

See international travel guidelines (if necessary)

Choose Travel Payment Methods

You can pay for travel using one or any combination of the following payment methods:

• Personal Funds
  • Cash
  • Personal credit card

• Stanford Travel Card (TCard)
  • University-paid credit card used to pay for travel-related purchases

• Cash Advance for Travel
  • Cash advance used to pay for travel expenses. Allowed only in certain cases. See department admin.

Obtain Stanford Travel Packet – envelopes for travelers to collect receipts and other documents while traveling. Additionally, the envelopes list travel-related policy reminders and resources.

If traveling abroad with a Stanford owned digital device, complete export control decision tree on the DoResearch web site.

Book Travel

Use Stanford Travel – the preferred travel booking web site just for Stanford travelers. To arrange your travel or to learn more, call 1-877-219-1159 or 1-417-520-4735, or go to Stanford Travel's Online Booking Tool.

• Using Stanford Travel is not required, but highly encouraged.

Airfare

• Airfare booked through Stanford Travel will be automatically validated to ensure that it is the lowest available airfare. Stanford Travel has Stanford's negotiated fare prices which are used as the benchmark when determining lowest available fare. Unrestricted or refundable airfare is typically not the lowest available airfare. (The lowest available airfare is usually a non-refundable fare.) Airfare booked directly with an airline, or with an agency not associated with Stanford Travel may be subject to verification against Stanford's negotiated rates. Reimbursement will be for the lower fare. In rare instances where an unrestricted or refundable fare is needed, prior approval must be obtained from the Business Expense Manager in the Travel and Reimbursement Department.
• Save proof of lowest available airfare (screenshot of available fare at time of booking), if:
  • A portion of travel is personal (screen shot of what fare would be without the personal travel)
• Guidelines
  • Nonstop flights ok
  • Coach Class ok
  • Business Class only when necessary for medical or physical reasons, or international flights of eight or more hours
  • Traveler will pay the difference (using an unallowable expenditure type) if First Class or unnecessary Business Class is booked –– see Administrave Guide Policy 5.4.2: Travel Expenses and Class of Fare section.
  • Flight insurance is non-reimbursable
  • Global Entry and TSA PreCheck fees are not reimbursable
  • In rare instances where a refundable fare is less than non-refundable, the refundable fare would be permitted when accompanied by documentation that the refundable fare was less expensive.
• If airfare is charged to a federal contract or grant, flights must be booked on a U.S. carrier per the Fly America Act and Open Skies Exceptions. Compliance takes precedence over booking the lowest available fare.
• Save itinerary / invoice or e-receipt (proof of payment)

Lodging

• Book lodging that is necessary and reasonable, selecting the lowest standard room rates available.
• No overnight stay is allowed when traveling 50 miles or less each way from Stanford or from home.

Car Rental

• Book reasonable vehicle size for business purpose – compact or standard size
• Rental car insurance not needed or reimbursed except in Hawaii and outside the U.S.

During Travel

Save receipts for business travel expenses of $75 or more (department requirements may have a lower threshold)

Indicate any personal expenses on Stanford Travel Card receipts (traveler must pay Stanford for any personal charges on the TCard)

Note details for lost or missing receipts

Use Stanford Travel Packet

Air Travel

• Allowed ancillary fees and travel productivity options during travel:
  • Upgrade to economy plus
  • Checked baggage
  • Reserving a seat location
  • Inflight meals
  • WiFi
  • Curb-side check-in
  • Early boarding (with no impact to fare class)
• Global Entry and TSA PreCheck fees are not reimbursable

Meals

• Save receipts for:
  • Meals of $75 or more (Department requirement may have a lower threshold)
  • Meals with alcohol
  • Business meals and meals purchased for others

• Per person cost guidelines:
  • See Expense Guidance for Business Meals

    Meals	Suggested Maximum Amount Per Person (including tax, tip and alcohol)
    Breakfast	$12-20
    Lunch	$18-35
    Dinner	$36-80

• Alcohol guidelines:
  • Limit to average cost of approximately $10 – $15 per person, per meal
  • Save all receipts for meals with alcohol (even if under $75)
  • Indicate amounts paid for alcohol on itemized receipts
• Tips should not exceed 20%
• Meals not allowed for one-day travel of less than 50 miles from point of origin
• Write names on the receipt of those for whom you purchase a meal

• If claiming per diem reimbursement for meals:
  • Receipts are only required when purchasing meals for others
  • Note meals provided by conference or included in hotel rates, as they will be deducted from per diem reimbursement

Lodging

• Obtain itemized lodging receipts
• Highlight meals and alcohol on receipts
• Indicate any personal charges on receipts
• Receipts not required if claiming per diem reimbursement for lodging

Conference

• Note meals provided by the conference
• Save conference agenda

Ground Transportation

• Save receipts (car rental, taxi, train, shuttle)
• Indicate any personal charges on receipts
• Track business mileage using your personal vehicle

After Travel

Meet with your administrator within 10 days after completion of travel to provide receipts and a complete business purpose, and to coordinate submission of your expense report

Expenses reported more than 60 days after a trip may be reported to the IRS as taxable income

See Expense Requests system for how to enter your own expense report

Return unused advance funds

Write a check to pay Stanford for any personal charges on the TCard

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