Student Travel Resources

For general COVID-19 policies for Stanford travelers, visit the Health Alerts website here.

 

Travel policy updates as of September 26, 2022:

The university implemented a travel booking policy in 2020, requiring travelers to book airfare, hotels, and car rentals (with limited exemptions) for university-sponsored travel through Stanford Travel. Using a Stanford Travel booking channel provides Stanford's Global Risk Management team with visibility into travel to provide travelers with both pre-travel support and guidance, as needed, and assistance during emergencies.

With the safety of travelers a priority, air travel will continue to be booked through the Stanford Travel program. Travel with an exemption to the booking requirement must use the convenient itinerary-forwarding service to accomplish the same objective.

For hotel reservations, travelers have the option to book their hotel outside of the Stanford Travel program and instead use the itinerary-forwarding service. Since booking a hotel through Stanford Travel affords some safety benefits and administrative efficiencies, Stanford Travel remains the preferred option. Regardless of the mode of booking hotels, travelers must continue to adhere to Stanford’s lodging policy.

For car reservations, travelers are no longer required to reserve a car through the Stanford Travel program, but may continue to choose to do so for administrative efficiencies. Visit Fingate to review all ground transportation policies.

To learn more please visit the Travel Booking Policy Update announcement on Fingate or review the Frequently Asked Questions document. For questions about these changes, please contact globalrisk@stanford.edu.

Students using 1st or 2nd year program travel funds, or a NIH NRSA Insitutional Allowance:

1st and 2nd year students must use their travel funds before June 30, 2023. 

 

Before booking any travel arrangements:

  • Review the policies above, in the program handbook, your NIH award notice, and in other program communications.
  • Submit a Neurosciences Travel Funds Request Form (1st/2nd Years) or NRSA Institutional Allowance Form (NIH F31 fellows) at least 30 days prior to desired travel. With this information, we can advise you on current travel policies and procedures which will make the reimbursement process go smoothly.

  • Air travel must be booked via one of Stanford Travel's methods in order to be reimbursed. 

During Travel:

  • Pay for your own expenses. If you are are sharing costs with another traveler, request a separate receipt for your portion.
  • Alcohol is not reimburseable.
  • Any tips provided for services/meals/rideshares must not exceed 20%.
  • Retain all copies of itemized and final receipts/payment confirmations, as well as boarding passes and conference name badges.

 

Submit the following materials within 7 days of returning from travel:

  1. Travel Expense Reimbursement Form: Itemize each expense on the form and add pages if necessary.
  2. Student Travel Certification Form: 1st years should have Merritt or Justin sign as faculty member, 2nd years and above have your thesis advisor sign 
  3. Boarding passes
  4. Name badge from the conference
  5. All receipts and payment confirmations for the expenses listed on the form. Specifically: 
    • Airfare: The full booking & payment confirmation which shows your name, payment method and amount, the flight details with To & From destinations, ticket/flight number, rates, etc.
    • Conference Registration: A copy of your registration & payment confirmation email which includes your name, the payment method, the dates, name of conference, fees associated with your registration, etc. 
    • Lodging: The full hotel folio or AirBnB invoice which shows your name, payment method, the business name, dates, room rates, etc. 
    • Rideshares: The receipt must show the To & From addresses, your name, payment method, business name, taxes, fees, etc.
    • Meals: Submit the fully itemized receipt from the restaurant that includes the items purchased, payment method, dates, business name, taxes, fees, tip, etc.