Before booking travel, visit Health Alerts for Stanford Travelers for the most current travel guidance and restrictions due to COVID-19. For travel on July 15, 2021 and later, including guidance on vaccination status and traveling, see the travel guidance statement on Health Alerts.

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.

To be reimbursed for university-sponsored travel, travelers must use a Stanford Travel booking channel when booking airfare, hotels or car rentals (with limited exclusions). Complete policy details are available in the Business and Travel Expense policy overview.

Book Through Stanford Travel

See the table below to make a reservation through a Stanford Travel booking channel or to get help with a reservation. To learn more about the booking channels, see the Stanford Travel Booking Channels section below.

Link to Booking Channel Support by phone Email support
Egencia
Book online or with an agent

24 hours a day:
1-417-520-4735 or
1-877-219-1159

stanford@customercare.egencia.com
Monday through Friday, 5 a.m. to 5 p.m. PST
FCM (formerly Casto)
Book with an agent only
24 hours a day:
1-408-239-4465 or
1-888-700-6065
Stanfordtravel@us.fcm.travel
Monday through Friday, 8 a.m. to 5:30 p.m. PST
StudentUniverse
Book online or with an agent

24 hours a day:
1-617-321-3165

For group travel:
1-617-321-3107
Monday through Friday, 7 a.m. to 5 p.m. PST

travel@studentuniverse.com
Monday through Friday, 7 a.m. to 5 p.m. PST
United Corporate Direct (UCD)
Book online only
You must already be enrolled to book on united.com or the United Airlines app
UCD travel cannot be booked by phone. Book through united.com or the United Airlines app. ucdhelp@united.com
(For assistance accessing UCD rates. Response to emails will be sent within 24 hours Monday through Friday.)

Benefits of Stanford Travel

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.

Air Travel

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

Ground transportation can be booked for university-sponsored travel.

Car Rental Local to Stanford

Enterprise Rent-A-Car offers a special discount to Stanford at its on-campus location. This is available through Stanford Travel; the traveler simply contacts the location and shows their university ID card to obtain the Stanford rate.

The Stanford rate only applies to university-sponsored travel.

For policies and guidance related to ground transportation on Stanford business, refer to the Ground Transportation Policy.

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 FCM (formerly Casto) supports complex travel bookings. United Corporate Direct (UCD) links to travelers' United loyalty accounts, and StudentUniverse offers discounts for students.

 

Egencia logo

Egencia

Egencia powers an online booking tool for airline, lodging and ground transportation that is used primarily to book  basic domestic and international travel.

How to book

Key benefits:
  • Book online or with an experienced travel agent
  • Arrange travel on behalf of other faculty, staff or visitors
  • Accrue supplier loyalty program points and eligible benefits
FCM logo

FCM (Formerly Casto)

FCM provides a small team of dedicated travel agents, as well as a concierge team, and specializes in complex travel bookings.

How to book

Key benefits:
  • Experts in assisting with complex international travel
  • Assistance with multiple travelers and visitors
logo of Stanford Travel booking channel - United Corporate Direct

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

How to book

Key benefits:
  • United MileagePlus members can book on United.com or the United App
  • Stanford-negotiated rates will display
logo of Stanford Travel booking channel - StudentUniverse

StudentUniverse

StudentUniverse offers unique features and benefits designed especially for students. For more information, refer to the StudentUniverse Booking Channel page.

How to book

Key benefits:
  • Air, lodging and tours
  • Designated account management team, including multiple agents
  • Online booking tool for student groups and individual travelers

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.

logo of Stanford Travel optional service - Airbnb for Work

Airbnb for Work

Airbnb for Work is an optional travel choice for Stanford travelers. 

How to book

Key benefits:
  • Only Work Collection listings are displayed
    Listings offer self-check-in and flexible cancellations
  • Essentials included, such as Wi-Fi and a workspace
  • 24/7 customer support via phone, email or in-app chat
logo of Stanford Travel optional service - 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.

How to book

Key benefits:
  • Stanford administrators can select from a variety of Uber for Business programs
  • Master Service Agreement coverage that includes Stanford's Terms and Conditions
  • Waiver of 10 percent U4B service fees
logo of Stanford Travel optional service - 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.

How to book

Key benefits:
  • Stanford administrators can select from a variety of Lyft programs
  • Master Service Agreement coverage that includes Stanford's Terms and Conditions
logo of Stanford Travel optional service - 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.

How to book

Key benefits:
  • 24/7 front desk
  • Free Wi-Fi
  • Business center
  • Workout room
  • Free shuttle to campus
  • Direct billing with Stanford
  • Group bookings 
arrow_upward
Back to Top