The university pays directly or reimburses individuals for expenses that are necessary and appropriate to conduct university business. Key considerations and associated processes are found in Business and Travel Expense Policies Fundamentals. The university outlines its core responsibility, guiding principles and IRS regulations with regard to business and travel expenses in Administrative Guide Memo 5.4.2.
Individuals traveling on university business are expected to use ground transportation options that are necessary and reasonable. The cost of ground transportation should be kept to a minimum and consistent with a reasonable level of comfort, convenience and security for the traveler. Specific guidelines and maximums are detailed on the Ground Transportation Policy page.
Booking Ground Transportation
In June 2020, the university implemented a new travel policy that states that university funds may only be used to purchase or reimburse new university-sponsored travel expenses when booked through one of the Stanford Travel booking channels: Casto, Egencia, United Corporate Direct, and Anthony Travel (used exclusively by Athletics). This policy applies to Stanford faculty, staff and students booking airfare, hotel, and/or car rentals. Read the complete policy in the Business and Travel Expense policy overview.
Stanford Travel is the university's travel management service for travelers and arrangers. Per Administrative Guide Policy 5.4.2: Business and Travel Expenses, use of Stanford Travel booking channels is expected, as it supports the guiding principle to spend appropriately, eliminates the administrative requirement to provide documentation demonstrating the expense is reasonable and also connects travel reservations to International SOS. Stanford Travel provides booking channels for rental cars and also offers optional travel services, such as Uber for Business and Lyft for Business, to book ground transportation.
Payment and Reimbursement Methods
The Stanford Travel Card (TCard) is the preferred payment method for travel expenses. Alternatively, personal funds may be used, and a request for reimbursement can be submitted after the trip.
Charter services, such as tour or shuttle buses, require a contract and are payable through a purchase order as a standard non-catalog requisition in iProcurement; and should not be paid with personal funds or the Stanford Travel Card.
More information about payment and reimbursement methods and associated policies and guidelines is found on the Ground Transportation Policy page.