In June 2020, the university implemented a new travel policy that states that university funds may only be used to purchase or reimburse new university-sponsored travel expenses when booked through one of the Stanford Travel booking channels: Casto, Egencia, United Corporate Direct, and Anthony Travel (used exclusively by Athletics). This policy applies to Stanford faculty, staff and students booking airfare, hotel, and/or car rentals. Read the complete policy in the Business and Travel Expense policy overview.

Stanford Travel is a program made up of the university's preferred travel providers. Stanford Travel supports compliance, promotes financial stewardship, increases efficiency and enables the university to meet its duty of care.

Use of Stanford Travel is expected (Administrative Guide Policy 5.4.2: Business and Travel Expenses) as it supports the guiding principle to spend appropriately, eliminates the administrative requirement to provide documentation demonstrating the expense is reasonable and connects travel reservations to International SOS (ISOS).

The following benefits are exclusively available through Stanford Travel:

  • Reservations sent to ISOS for 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 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 includes four booking channels and, within them, 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. One booking channel, Anthony Travel, is used exclusively by Athletics, but the other three channels shown below are open to  all Stanford faculty, staff and students to book university-sponsored travel.

logo of Stanford Travel travel booking channel - Egencia

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
logo of Stanford Travel booking channel - Casto

Casto

Casto 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

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 

Student Travel Assistance

logo of Stanford Travel optional service - StudentUniverse

StudentUniverse

StudentUniverse offers discounts on flights and lodging for young adults.

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

For more information, refer to Topic Overview: Student Travel.

Questions?

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