format_list_bulleted Topic Overview

Stanford Travel Program

To be reimbursed for university-sponsored travel, faculty, staff, postdoctoral scholars, and students must use Stanford Travel when booking airfare. Complete policy details are available in the Business and Travel Expense Policies overview. For important updates about infectious diseases, travel warnings, and other public health issues, please visit Travel Health Alerts before booking 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. Each channel offers various benefits that are described below. Stanford travelers are free to choose any channel to book university-sponsored travel. All channels are integrated with ISOS, which provides traveler assistance in the event of an emergency. Note that the Anthony Travel booking channel, not listed below, is used exclusively by Athletics.

Book Through Stanford Travel

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

Learn more about
Egencia
Learn more about
FCM
Learn more about
StudentUniverse
Learn more about
United Corporate Direct


Benefits of Stanford Travel

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

  • Reservations 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
  • Eligibility for applicable supplier loyalty points and benefits
  • Payment by Stanford Travel Card (TCard, the preferred method) or personal credit card
  • Simplified expense reimbursement process; comparison fares are not required for university-sponsored travel

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:
1-417-520-4735 or
1-877-219-1159
@email
Monday through Friday, 5 a.m. to 5 p.m. PST
FCM (formerly Casto) provides a small team of dedicated travel agents, as well as a concierge team, and specializes in small groups and complex travel bookings. Book with an agent only. Access your profile

Learn more
24 hours a day:
1-408-239-4465 or
1-888-700-6065
@email
Monday through Friday, 8 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
Emergency assistance:
1-800-272-9676 within the US;
0808-234-4107 within the UK;
1-617-321-3100 everywhere else. Contact the travel services team: 1-866-761-0068
@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. @email
(For assistance accessing UCD rates. Response to emails will be sent within 24 hours Monday through Friday.)

Travelers also have a choice of the optional travel services listed below.

logo of Stanford Travel optional service - Airbnb for Work

Airbnb for Work

Note: Although Airbnb is no longer supporting the Stanford Airbnb for Work product, Stanford travelers may still use their Airbnb for Work accounts (or personal Airbnb account) to book lodging for university-sponsored travel. For questions, travelers must contact Airbnb directly through their Help Center.

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.

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.

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.

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 book travel for your group or program,  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: Feb 5, 2023