Ground Transportation

When planning and requesting approval for university-related business travel, the traveler should consider all aspects of the total trip to achieve the most economical result. Whether ground transportation or air travel are an appropriate and economical choice depends on the trip distance and other factors.

• For travel of 350 miles or less round trip, ground transportation by bus, shuttle service, train, ride-sharing services, taxi, rental car, personal vehicle or some combination of these is likely to be the most economical. The traveler may fly to a location that is less than 350 miles round trip if it is more economical. In these cases, the traveler should include an explanation and supporting documentation demonstrating the cost savings of flying. Learn more in When a Fare Comparison is Required on this page.
• For travel in excess of 350 miles round trip, commercial air travel is generally the most economical and practical; however, other forms of travel such as bus, train, or ship, may be allowed in certain circumstances and should include an explanation and supporting documentation for why that option was selected. Learn more in When a Fare Comparison is Required below.

For more information about documentation and reimbursement for ground transportation, see Paying for and Reimbursing Ground Transportation below.

Calculating the Most Direct Route

The most direct route is defined as the most efficient option indicated by Google Maps. It is considered a best practice to upload a copy of the Google Maps route utilized when personal vehicle mileage is requested.

The traveler should calculate the trip distance to a non-standard worksite using their primary Stanford worksite’s address as the starting point. If the trip did not include a business stop at their Stanford worksite, the traveler should use their home address as the starting point.

Commuting and Intercampus Transportation Expenses

The university will not pay employees for commuting expenses (parking fees or permits, ground transportation expenses, etc.) between their home and regular worksite. Similarly, in most cases, the university will not pay or reimburse the cost of employees to travel on, around or between campuses.

If an employee has a temporary assignment away from their regular worksite, payment will be made for the expense of ground transportation between their regular worksite and the assignment location or between home and the assignment location, whichever is less. 

For guidance on commute expenses for hybrid and remote work, visit the Cardinal at Work website. For guidance on travel to a Stanford worksite by a remote worker, visit Business and Travel Expenses.

Travelers should use reasonable and economical means for travel to and from the airport. The university reimburses for actual expenses when traveling to or from an airport, including personal mileage, parking fees, ride-sharing service charges, and taxi fares.

When the cost of airport parking is considered, shuttle or ride-sharing services are usually the most economical solution for trips lasting three days or longer. Note that the use of ride-sharing services is not required, even if it is the most economical option. For more information on specific transportation options, see below.  

Car service to or from an airport should only be used in special situations, as described in Using a Car Service below.

Parking at Bay Area Airports

If a traveler decides to park at a local airport, they should choose the most economical onsite parking, which is usually long term or economy, rather than daily or hourly lots. If the car will be parked at the airport for more than three days, consider ride-sharing services, taxis, or shuttles (see below).

Standard Economy Rideshares

When rideshares are utilized, only standard economy rides are allowed (e.g., UberX, Lyft Standard). 

Department administrators who want to manage rides for Stanford travelers or visitors can set up Uber for Business or Lyft Business accounts. Travelers may also book and be reimbursed for ride-sharing services through their personal accounts.

Premier Rideshares

Premier ride-sharing options (e.g., Uber Black, Uber Comfort, UberXL, Lyft Black, Lyft Extra, Lyft XL, Tesla on Call, etc.) are considered car services and must adhere to the car service policy. Premier ride-sharing services should only be used when car service is the appropriate option.

If a traveler opts to utilize a premier rideshare, the university will reimburse for the amount of the standard fare, and the traveler may personally pay for the cost difference. In these instances, standard fare comparisons will need to be uploaded as backup documentation to the transaction, and the reimbursable amount will need to be reduced to the standard economy fare rate.

Peer-to-peer Car Sharing

For liability reasons, peer-to-peer car sharing is not considered a ride-sharing service and is out of policy.

The university reimburses travelers at a standard rate per mile, up to a specified round-trip distance of 350 miles maximum, when a personal vehicle is used for business travel. Reimbursement is based on the actual driving distance by the most direct route. When one or more individuals are traveling together in the same personal vehicle, the university only reimburses the owner or operator of the vehicle.

The standard mileage rate includes the cost of all actual automobile expenses, such as gas/fuel and lubrication, electric vehicle charging fees, towing charges, physical damage to the vehicle, repairs, replacements, tires, depreciation, insurance, etc. This policy applies to gas, electric, and other alternative fuel vehicles.

In addition to the standard mileage rate, necessary and reasonable charges for the following automobile-related expenses are allowed: tolls, ferries, parking, bridges, tunnels, and liability and physical damage insurance coverage for driving in foreign countries or Hawaii. Traffic ticket and parking ticket expenses are personal and will not be paid by the university. Note that if there is an accident, the department will bear the loss for up to $10,000.

For more information about using a private automobile while on university business, see Administrative Guide Policy 8.4.2: Vehicle Use.

Before renting a car, particularly for transportation between an airport and lodging, the traveler should consider shuttle services, ridesharing services, and taxis, which are typically more economical options. When the use of a rental car is the most economical form of transportation, the university will pay rental fees for compact, intermediate, or standard size automobiles and automobile-related expenses, such as gas, bridge tolls, and parking.

The minimum age to rent cars varies by state, country, and vehicle type. Renters are responsible for confirming their age eligibility with the booking channel or rental car company at time of rental.

Non-standard rental car options, such as vans, SUVs, and 4x4s are reimbursable with appropriate business justification, which should be included in the expense request. For liability reasons, peer-to-peer car sharing is not considered a rental car and is out of policy.

Booking Guidance

It is highly encouraged that Stanford travelers use Stanford Travel booking channels when booking rental cars for university-sponsored travel. Negotiated benefits and discounts with Hertz and Enterprise are exclusively available through Stanford Travel.

A credit card must be present when the vehicle is picked up, and the rental charges will be billed to that card when the vehicle is returned. To arrange payment of a rental car on behalf of someone else, or if a department is paying for the traveler’s rental car, a rental car billing agreement must be established with the rental vendor in advance; otherwise the traveler will need to provide a credit card in their name to pick up the vehicle.

Rental Car Agreement

Employees who rent a vehicle for university business should include their name and "Stanford University" on the rental agreement whenever possible. Use of the university-provided Travel Card (TCard) serves this purpose for employees.

Rental Car Insurance

Only the driver named on the rental car agreement is covered by the rental agency's basic insurance. The driver on the agreement may not leave the state in which it is rented without the rental agency's permission.

In addition, the university self-insures against risk for all employees and students who rent a car from any agency while on university business within the continental U.S. Copies of the university's Certificate of Self-Insurance can be obtained through Stanford's Office of Risk Management and Insurance. The university’s insurance policy does not cover visitors, so they should opt for Loss damage waiver (LDW), Collision damage waiver (CDW), etc.

Additional Rental Car Insurance 

• Stanford faculty, staff, and students over the age of 25 should not elect additional rental car insurance within the continental United States.     
  • Stanford students between the ages of 21-25 may elect additional rental car insurance within the continental United States.
• Stanford students, under the age of 21, should purchase all available insurance for rental cars.
• All Stanford travelers should accept additional rental car insurance in foreign countries and Hawaii.

Additional insurance coverage includes the following:

• Loss damage waiver (LDW)
• Collision damage waiver (CDW)
• Personal accident insurance (PAI)
• Personal effects coverage
• Liability coverage or supplemental liability insurance (SLI)
• Emergency roadside assistance (ERA) or roadside assistance program (RAP) 

Rental Car Accident While on Stanford Business

In the event of an accident involving a car rented for university business, the traveler should:

• Not discuss or admit liability or make any statement, except to police officers.
• Obtain names, addresses, and phone numbers of all persons involved, including any witnesses.
• Request the name, address, and phone number of the legal owner of each vehicle involved.
• For accidents on Stanford property, report to Stanford Police at 650-723-9633.
• For accidents off Stanford property, report to local police.
• Promptly notify Risk Management of the accident. The traveler may also call 650-736-0786. Refer involved parties to Risk Management for insurance responses.

Personal Use of Rental Car

Any portion of the cost of a rental car attributable to the personal use of that car by the traveler must be subtracted from the total rental bill before requesting reimbursement. The personal portion is calculated by prorating the total cost of the rental over the number of days for personal use and number of days for university business use.

If the traveler purchases extra insurance for a domestic, mainland rental car in order to be covered during the personal portion, the entire cost of the insurance coverage for the entire rental period will be a personal expense. However, if the rental occurs in a foreign country or Hawaii, the cost may be prorated.

If personal expenses are included in the amount charged to a Stanford Travel Card, they will be subtracted from the total amount due for reimbursement on the traveler's expense report.

Although a car service is not typically the most economical option, there are situations where it may be appropriate. For example, when a traveler is going to the airport for a very early or late flight, departing from a remote residence, or requires some additional assistance, it would be reasonable to use a car service. The traveler should provide a reasonable and rational explanation for why this option was selected in the business purpose. A traveler may also use a car service if the total cost is cost-effective or a practical means of travel which is less than rideshare/taxis or mileage, tolls, and parking combined.

Premier ride-sharing services (e.g., Uber Black, Lyft Black, Tesla on Call) are considered car services and must adhere to this car service policy. Premier ride-sharing services should only be used when car service is the appropriate option.

This policy also applies when special guests, high profile speakers/recruits, and visiting dignitaries are provided a car service.

Maximum Reimbursement for Car Service

When a bus, rail service, or commercial vessel is selected, the university will pay the reasonable and necessary cost of the lowest fare available for the trip. Reasonable and necessary fares include coach and economy classes.

Charter Services

It is recommended, though not required, that tour or shuttle buses are arranged internally through Stanford Transportation’s charter services. Departments seeking charter options provided by a non-Stanford supplier that meets the business need, including buses and boats, will require a signed contract. For information on purchasing these services, refer to Topic Overview: Purchase Services.

In most cases, the Stanford Travel Card (TCard) is the recommended payment option for any travel costs that will not be reimbursed through the per diem method.

Alternatively, personal funds may be used, and a request for reimbursement can be submitted after the trip. The same policies and guidelines must be followed regardless of payment or reimbursement method. Ground transportation expenses are paid or reimbursed as actual expenses, not at a per diem rate.  

Documentation Requirements to Verify or Reimburse Ground Transportation

As described in Business and Travel Expenses, reimbursement requests must include sufficient documentation to support the business purpose and alignment to the purpose of the funds. Per IRS requirements, expenses of $75 or more must include a receipt that shows proof of payment (e.g., receipt that shows the last four digits of the specific credit card utilized) and attached in the expense report.

• For rental cars, the receipt is the contract, itemizing all charges, and showing proof of payment. 
• Departments and units may require all receipts, including those under $75, at their local discretion.

When a Fare Comparison is Required

When the most economical transportation method is not selected for a trip over 350 miles--for example, when a personal vehicle, car rental, train, bus, or ship is selected in place of commercial air travel--the university will reimburse for that travel up to the lowest available commercial airfare available for the same trip, and the traveler is required to provide fare comparison documentation. 

The fare comparison documentation is most often in the form of a screenshot of Stanford Travel search results taken the same day of booking from a Stanford Travel booking channel. The screenshot must visibly note the time and date of the search (i.e., include the taskbar on the desktop); include a broad set of search results (e.g., all applicable carriers); and should display the applicable parameters, such as the most direct route, excluding any personal stops and the appropriate fare class (e.g., coach, non-refundable). The expense report must include an attachment with the fare comparison documentation.

If the attached comparison is post-travel, the Business Expense team will calculate an online comparison at the time of processing, and will pay based on whichever comparison is less. Refer to How to: Document a Flight Comparison for more information.

Medical Waivers

Visit the Business and Travel Expenses page for guidance on requesting higher classes of fares for medical waivers. 

Tipping Ground Transportation Providers

Visit the Business and Travel Expenses page for guidance on tips for ground transportation.

Meals and Lodging Included in Ground Transportation

Some types of transportation--such as air travel, rail, bus, or ship--may include meals and/or overnight accommodation in the fare charged for travel. In these instances, meals and accommodation expenses should be deducted from a travel meal and lodging reimbursement request. Information on deducting a meal is found on the Travel Meals page.