Stanford requires the use of a centralized travel booking program when booking air fare, hotels, or rental cars for university-sponsored travel. Failure to book properly will result in no reimbursement. For more information, please visit Stanford Travel.
Travel advances may be available prior to travel for airfare, lodging and other costs. Travel advance requests should be made at least 3 weeks before travel.
Students or post-docs must submit a signed Expense Certification form with any request for use of department travel card, travel advances, or reimbursements.
Before travel, check with ESS staff to borrow the department travel card to book airfare, conference registrations, lodging, vehicle rental reservations.
When reserving a vehicle for University business use, always decline all insurance options for rentals within the contiguous US. Stanford has a blanket insurance policy for University business vehicle coverage. Vehicle insurance is not reimbursible (except for work in Hawaii and international).
To safeguard the cost of airfare if your trip is at all in doubt, get a refundable or changeable ticket. Do not purchase trip insurance (Stanford will not reimburse for trip insurance).
For more information about Fly America Act, visit Fly America Act and Open Skies Exceptions (Air Carrier Requirements)