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 guiding principles and the IRS regulations for 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 order to be able to effectively support university travelers, Stanford requires the use of a centralized travel booking program when faculty, staff, postdoctoral scholars and students are booking air fare, hotels, or rental cars for university-sponsored travel. The centralized booking program, Stanford Travel, automatically registers travel reservations in the university’s Travel Registry, which connects to Stanford’s provider of medical, personal, travel and security assistance. This provides the university with the ability to locate and support its travelers in the event of an emergency. More policy details are available in the Business and Travel Expense policy overview.
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.