format_list_bulleted Topic Overview

Stanford Travel Program

Stanford Travel booking channels automatically register itineraries and any booking updates to the Travel Registry, streamline the reimbursement process, and offer discounts, benefits, and perks to travelers. In addition, the Stanford Travel team can provide specialized assistance as needed to travelers who book through Stanford Travel. It is highly encouraged that Stanford travelers use Stanford Travel booking channels when booking flights, hotels, and rental cars for university-sponsored travel.

For travel that cannot be booked through Stanford Travel, such as regional air travel offered by local carriers, visit the Airfare and Lodging pages for more information. For information on the booking processes for various types of travelers, see Topic Overview: Travel Process.

For more information about business and travel policies see the Topic Overview: Business and Travel Expense Policies.

For important updates about infectious diseases, travel warnings, and other public health issues, please visit Travel Health Alerts before booking travel.

Book Through Stanford Travel

Stanford Travel consists 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. Stanford travelers are free to choose any channel to book university-sponsored travel based on each channel's unique offerings described below.

Click the booking channel button below to book travel. Note that an initial profile setup is required for United Corporate Direct.

Egencia
Key Travel
StudentUniverse
United Corporate Direct
Best for:
  • Online bookings
  • Agent assistance
  • Travel arrangers
  • Visitor access
  • Low hotel rates
Best for:
  • Agent assistance
  • Complex bookings
  • International travel
  • Multiple travelers
  • Fly America Act guidance
Best for:
  • Online bookings
  • Agent assistance
  • Special student rates
  • Faculty-led groups
     
After enrollment, book directly on
United app or United.com to access:
  • Up to 25% UA discounts
  • Multiple travelers
  • Break from Business personal
    discounts
     
Learn more about
Egencia
Learn more about
Key Travel
Learn more about
StudentUniverse
Learn more about
United Corporate Direct

 

Note that the Anthony Travel booking channel, not listed here, is used exclusively by Athletics.

Benefits of Stanford Travel

The following benefits are available for travel booked through the Stanford Travel booking channels:

  • Automatically send reservations to the travel registry to enable the university to provide assistance to travelers in the event of an emergency
  • Access to priority boarding, name changes, and other advantages negotiated with Stanford's travel suppliers and partners
  • Stanford-negotiated discounts with all major airlines and Enterprise/National and Hertz car rental companies, and low rates at thousands of hotels around the world
  • Convenience of booking the majority of university travel in one place
  • Simplified expense reimbursement process
  • Eligibility for applicable supplier loyalty points and benefits
  • Pay with the Stanford Travel Card or a personal card
  • Booking channel support provided by industry experts to assist at every step of the journey

See the table below to make a reservation through a Stanford Travel booking channel or to get help with a reservation. Service fees may apply.

Booking Channel Links to Channel Phone Support Email Support
Egencia powers a robust online booking tool for airline, lodging and ground transportation that is used primarily to book domestic and standard international trips. Book online or with an experienced travel agent. Access your profile and book online

Learn more

24 hours a day:
1-202-414-2334

For support with a reservation made via the meeting tool: 1-212-329-7243

Monday through Friday, 5 a.m. to 5 p.m. PST
@email

For support with a reservation made via the meeting tool: @email

Key Travel specializes in the humanitarian, faith and academic sector. Key Travel is the only booking channel that offers exclusive academic fares, an online booking tool with the Fly America Act incorporated in the booking path and the ability to book multiple travelers on the same reservation.  Access your profile and book online

Learn more
 
24 hours a day:
Phone: 1-646-289-6816
@email
Monday through Friday, 9 a.m. to 5:30 p.m. PST
StudentUniverse offers unique features and benefits designed especially for students, and specializes in faculty-led student groups. Book online or with an agent. Book online now

Learn more

Contact the travel services team: 1-866-761-0068

Emergency assistance:
1-800-272-9676 within the US;
0808-234-4107 within the UK;
1-617-321-3100 everywhere else.

@email
Monday through Friday, 7 a.m. to 5 p.m. PST
United Corporate Direct: United MileagePlus members can book on united.com or the united app after program enrollment (book airfare only; car rental, hotel and packages do not qualify). Stanford-negotiated rates will display. Enroll now

Learn more

UCD travel cannot be booked by phone. Book through united.com or the United Airlines app.

To contact United while traveling, call 800-864-8331.

@email
(For assistance accessing UCD rates. Response to emails will be sent within 24 hours Monday through Friday.)
FCM is no longer accepting new reservations. For those with existing reservations, please use this contact information if needed. Access your profile 24 hours a day:
            1-408-239-4442 or
            1-888-700-6065
@email
Monday through Friday, 8 a.m. to 5:30 p.m. PST

Travelers also have a choice of the optional travel services listed below. For guidance on booking homeshares (such as Airbnb or Vrbo), visit the Lodging Policy page.

Uber for Business

Uber for Business

Stanford travelers are permitted (but not required) to use Uber for Business (U4B) for ground transportation. Department administrators who want to manage rides for Stanford travelers or visitors can set up U4B accounts.

Lyft Business

Lyft Business

Stanford travelers are permitted (but not required) to use Lyft for ground transportation. Department administrators who want to manage rides for Stanford travelers or visitors can set up Lyft business accounts.

Stanford Guest House

Stanford Guest House

Stanford Guest House is the only hotel owned and operated by Stanford. All individuals and groups affiliated with or visiting Stanford University, SLAC, or Stanford Medicine are welcome.

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.

Visitor Travel

A guest profile template in Egencia is used to book guests or affiliates who do not have a SUNet ID. These bookings can be made via a guest profile template. Stanford faculty, staff, students and postdoctoral scholars already have Egencia profiles and should not be booked using the guest profile template. See How to Book and Manage Guest Travel in Egencia.

Groups and Multiple Travelers

Occasionally, multiple travelers may want to book a trip together via the Stanford Travel booking channels. For example, family members may accompany those traveling on Stanford university-sponsored business (as personal travel), or colleagues may want to travel together. See How To Book Multi-Person Travel Using Stanford Booking Channels for how to book travel for small groups.

Program administrators may need to book and pay for multiple travelers from various departments for a particular trip, event series, or for groups of 10 or more travelers to the same destination. To  request booking guidance, including booking channel recommendations, complete the Group or Program Travel Request Form.  The Stanford Travel team will contact you to refer you to the best option for your specific travel needs.

Personal Travel
  • Air Travel - Airline flights can only be booked through Stanford Travel for university-sponsored travel, to add a personal side trip to a university-sponsored trip, or to accompany Stanford travelers on a university-sponsored trip. For policies and guidance related to air travel, refer to the Airfare Policy page.
  • Hotel and Lodging - Hotels and lodging can be booked through Stanford Travel for university-sponsored or personal trips. General guidance and information related to hotel and lodging can be found in the Topic Overview: Lodging.
  • Ground Transportation - Ground transportation can be booked for university-sponsored travel only. General guidance and information related to ground transportation can be found in the Topic Overview: Ground Transportation.
  • Car Rental - Car rentals for personal use may not be booked through Stanford Travel booking channels. Some rental car companies offer Stanford discounts upon showing university ID. See also information about Hertz Car Rental services managed by Stanford Transportation. General guidance and information related to rental cars can be found on the Ground Transportation policy page.
Last Updated: Mar 18, 2024