In order for Stanford to be able to provide support to its faculty, staff, postdoctoral scholars and students when they are traveling on university-sponsored business, the university requires the use of a centralized booking program as described in Administrative Guide Policy 5.4.2: Business and Travel Expenses.
This centralized booking program, Stanford Travel, is the required booking method when faculty, staff, postdoctoral scholars and students are booking air fare, hotels, or rental cars for university-sponsored travel. Stanford Travel is comprised of the official booking channels listed below, which are in compliance with the travel booking policy. In addition, Stanford Travel also offers optional travel services which are not mandated by the university. Complete policy details are available in the Business and Travel Expense policy overview.
The following benefits are exclusively available through Stanford Travel:
- Reservations are sent to the university's Travel Registry, which connects to Stanford's provider of traveler assistance
- Airline ad hoc waivers and favors such as preferred seats, priority boarding, name changes, change-fee waivers and unused ticket extensions
- Stanford-negotiated discounts with all major airlines, lodging and ground transportation providers
- Payment by Stanford Travel Card (TCard, the preferred method) or personal credit card
- Simplified expense reimbursement process; comparison fares are not required for business travel
Through Stanford Travel, Stanford employees can book travel for themselves, Stanford visitors and on behalf of other Stanford employees (with approval) as travel arrangers. All travel booked through Stanford Travel may be paid for by the TCard or a personal card. For an overview of the considerations for planning and reimbursing travel, visit the Travel Process page.
When traveling for Stanford business, book airline flights using Stanford Travel booking channels. Airline flights can only be booked through Stanford Travel for Stanford-related business, to add a personal side trip to a business trip or to accompany Stanford travelers on a Stanford-related trip. For policies and guidance related to air travel on Stanford business, refer to the air travel policy.
Hotel and Lodging
Stanford Travel hotel rates are for individual travelers and can be booked through Stanford Travel for business or personal trips.
Lodging arrangements that include contracts or agreements with terms and conditions requiring a signature, such as for the lease of a home or room blocks for 10 or more travelers, should be booked through the appropriate channel and paid through a requisition in iProcurement and not with personal funds or TCards.
General guidance and information related to hotel and lodging can be found in the Lodging overview.
Ground transportation can be booked for Stanford business and personal trips. Refer to Stanford Travel Booking Channels: Casto, an FCM Company.
Car Rental Local to Stanford
Enterprise Rent-A-Car offers a special discount to Stanford at its on-campus location. This arrangement is not available through Stanford Travel; the traveler simply contacts the location and shows their university ID card to obtain the Stanford rate.
For policies and guidance related to ground transportation on Stanford business, refer to the Ground Transportation Policy.
Stanford Travel Booking Channels
Stanford Travel is comprised of booking channels that, within them, feature over 50 travel partners, who provide airline, lodging and ground transportation booking services under negotiated rates and terms. All channels are integrated with ISOS, which provides traveler assistance in the event of an emergency.
Selecting a Booking Channel
Each channel offers various benefits that are described below. Anthony Travel is used exclusively by Athletics, but Stanford faculty, staff and students are free to choose any other channel to book university-sponsored travel.
Egencia enables online booking for basic travel, while Casto supports complex travel bookings. United Corporate Direct (UCD) links to travelers' United loyalty accounts, and StudentUniverse offers discounts for students.
Egencia powers an online booking tool for airline, lodging and ground transportation that is used primarily to book basic domestic and international travel.
Casto provides a small team of dedicated travel agents, as well as a concierge team, and specializes in complex travel bookings.
United Corporate Direct
United Corporate Direct (UCD) offers Stanford discounts to Stanford travelers who prefer to book directly online with United and will link their United loyalty account to the UCD program
StudentUniverse offers unique features and benefits designed especially for students. For more information, refer to Topic Overview: Student Travel.
Optional Travel Services
Travelers also have a choice of the optional travel services listed below. While the use of these options is not mandated, travelers who do utilize them through the program will have their bookings sent to ISOS to support traveler safety.