Faculty Travel

Travel resources, procedures, and policies for Stanford faculty

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Air


Air Travel

Book using the Stanford Travel online booking tool (highly recommended)

Book 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)

During 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

See complete Air Travel policy details.


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