The Stanford Travel Program was designed with the needs of university travelers in mind, making it easier and more efficient for faculty, staff, students, post docs, and visitors to plan and manage university-sponsored travel as well as certain types of university-related travel, such as students traveling between home and campus. The program streamlines travel bookings with preferred suppliers through a variety of booking options and offers dedicated support and exclusive discounts and benefits on air, lodging, and ground transportation. Certain program offerings are available to solely personal travel and are described below.
For questions about the program or travel guidance, contact the Stanford Travel team.
When the university is sponsoring the trip, refer to Business and Travel Expenses for payment and reimbursement guidelines and Planning and Booking Travel for step-by-step booking instructions by traveler type.
Benefits of the Stanford Travel Program
The following benefits are available for travel booked through the Stanford Travel Program:
- Stanford negotiated discounts with most major airlines, ground transportation companies, and hotels, including negotiated hotel rates through the Stanford Travel hotel program.
- Access to competitive supplier discounts when booking through the booking options.
- Exclusive benefits with several major airlines, including priority boarding, priority re-accommodation, name changes, and more.
- Access to exclusive Stanford Travel promotions, such as club lounge passes, complimentary upgrades, and more.
- Priority booking support provided by industry experts to assist at every step of the journey.
- Carbon emissions estimates displayed in most booking option flight search results, helping travelers choose lower-emission options.
- Automatic registration of itineraries and any booking updates to the Travel Registry.
Book Through Stanford Travel
Stanford travelers are encouraged to choose the option that best meets their travel needs.
Booking options (click image to book) | Features |
|---|---|
| Learn more about Egencia, which offers:
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| Learn more about Key Travel, which offers:
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| Learn more about Stanford Travel Connect, which enables travelers to link their airline loyalty accounts. Once linked, travelers can:
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Refer to the table below to make a reservation through a Stanford Travel booking option or to get help with a reservation. Service fees may apply.
| Booking option | Phone Support | Email Support |
|---|---|---|
| Egencia | 24 hours a day: 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 For support with a reservation made via the meeting tool: @email |
| Key Travel | 24 hours a day: 1-646-289-6816 | stanford@keytravel.com Monday through Friday, 9 a.m. to 5:30 p.m. PST |
| StudentUniverse | For support with a reservation made online: 888-794-1296 For assistance with a reservation made by an agent: 617-202-3249 | For assistance with group bookings, submit a support request to the Stanford Travel team. |
| Stanford Travel Connect | For assistance with changing or cancelling an airline reservation, contact the airline directly.
| For technical support with linking your account in Stanford Travel Connect, submit a support request. |
These negotiated rates are exclusive to the Stanford Travel Program. For questions about these rates, contact the Stanford Travel team.
While some travel partners of the Stanford Travel Program may offer personal travel discounts, these are provided to travelers as a courtesy. Please direct any questions or requests for assistance related to personal travel to the travel provider.
Airfare Discounts and Benefits
The Stanford Travel Program offers discounts and business travel benefits for airfare when:
- Booking through a Stanford Travel booking option, or
- Booking directly with an airline after linking your airline loyalty account on Stanford Travel Connect.
Visit Stanford Travel Program: Airfare Discounts and Benefits to learn more.
Lodging Discounts and Benefits
The Stanford Travel Hotel Program offers negotiated hotel discounts for Stanford employees, affiliates, and visitors traveling to Palo Alto and the surrounding area for university-related business. These discounts, available when booking through the Stanford Travel Program, vary by hotel and are subject to availability.
All active faculty, staff and students can use Egencia to book personal hotel reservations at significantly discounted rates exclusive to Stanford. This exclusive benefit makes it easier and more affordable to plan personal trips.
Ground Transportation Discounts and Benefits
Several discounts are available for Stanford travelers. For general information about rental cars, including important university rental car insurance requirements, visit Ground Transportation.
| Business travel benefits | |
|---|---|
| Hertz | Hertz Gold Plus Rewards® Access to Stanford negotiated discounts and benefits when booking through a Stanford Travel booking option (Egencia or Key Travel) or directly with Hertz. Enroll now. Drivers with an existing Hertz Gold Plus Rewards account can submit a support request to receive the Corporate Discount Code to add to their account. Youthful driver surcharge waiver Drivers ages 18 to 20 can rent a vehicle without the additional youthful driver surcharge. |
| Enterprise Rent-A-Car | Access to Stanford negotiated discounts and benefits when booking through Egencia or Key Travel. Youthful driver surcharge waiver Drivers ages 18 to 20 can rent a vehicle without the additional youthful driver surcharge. Reservations must be booked through Egencia or Key Travel. Personal use benefit Enterprise offers a 5% personal discount for all active Stanford faculty, staff, and students. To receive this discount, travelers must book through enterprise.com and enter code R987342 in the Corporate Account Number field in the vehicle reservation search. |
| National Car Rental | Emerald Club Access to Stanford negotiated discounts and benefits when booking through a Stanford Travel booking option (Egencia or Key Travel) or directly with National. Enroll now or update an existing profile. |
| Mosaic Global Transportation | Mosaic Global Transportation offers a robust suite of ground transportation services that may be appropriate to use for specific travel-related business. For guidance on when car service is permissible, please visit the Ground Transportation page. To make a reservation with Stanford-negotiated rates, Stanford travelers and travel arrangers must contact Mosaic directly and indicate that the booking is for official Stanford University business travel. Before booking, It is recommended to create an account on the Mosaic website to:
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In addition to the services offered exclusively through the Stanford Travel Program, these other travel services are available to university travelers but are not managed by the Stanford Travel team.
University Lodging Services
| Schwab Residential CenterGuests and affiliates visiting Stanford University on university-sponsored business may stay at the Schwab Residential Center, which is located across the street from Knight Management Center, near Encina Hall, Hoover Institution, Arrillaga Alumni Center, and Stanford’s athletic facilities. |
| Stanford Faculty ClubLocated on the Stanford Campus, a Faculty Club guest room is a lodging option for Faculty Club members or guests sponsored by members. |
| Stanford Guest HouseThe only hotel owned and operated by Stanford University, Stanford Guest House welcomes guests affiliated with Stanford University, SLAC National Accelerator Laboratory and Stanford Medicine who are visiting for educational purposes. |
University Ground Transportation Services
| Lyft BusinessStanford travelers are permitted (but not required) to use Lyft Business for ground transportation. Department administrators who want to manage rides for Stanford travelers or visitors can set up Lyft business accounts. |
| Uber for BusinessStanford 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. |
| Charter ServicesUniversity-sponsored events for small and large groups may require shuttle services or have other transportation needs. Stanford Transportation offers convenient charter services at a competitive rate to the campus community. Visit the Stanford Transportation website for more information. |
| Hertz Car Rental on the Stanford campusFor onsite rentals, visit the Stanford Transportation website for more information. This agreement is different from the one offered by the Stanford Travel Program. |