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October 2021

Stanford Travel: New and updated resources

The Fall newsletter includes a new desk guide on the travel booking policy and exemptions, a new resource on how to manage expenses related to travel cancellations, an updated Stanford Travel course and other updates and reminders about processes, policies and common travel booking questions.

New Stanford Travel Booking policy and exemptions desk guide

The new 2021 Stanford Travel Booking Policy and Exemptions Desk Guide provides a convenient way to review which types of university-sponsored travel must be booked through a Stanford Travel booking channel and which may be booked (and reimbursed) outside of a booking channel. Log in with your Stanford email address, if requested, to access this useful reference.

Common questions about booking university-sponsored travel

A new Fingate article provides helpful guidance on several common questions that the Travel Team receives about booking travel, including:

  • How do you change a traveler's name in their travel profile?
  • How do you book multi-person travel using Stanford booking channels?
  • How do you manage travel for others as a travel arranger in Egencia?
  • How do you manage guest travel in Egencia and paying for a car rental for guests?
This article will guide you to the appropriate resources and steps to handle these travel needs.

New resource on how to manage expenses related to travel cancellations

A new Fingate resource, Managing Expenses Related to Travel Cancellations, updates and consolidates information from a Fingate news article about unused airline tickets and a COVID-19 travel cancellations document. The new resource explains how to manage cancelled, exchanged, or unused airline tickets and cancelled conferences, whether or not the cancellations are related to COVID-19.

Booking channel agent fees updated in September

Agent-assisted booking fees for the Egencia, FCM, and StudentUniverse booking channels were updated and posted to Fingate in September. These fees only apply if an agent changes or creates a booking for a traveler, not for general inquiries or online bookings.

Agent assistance can be especially helpful when booking complex or group travel and can save the travel arranger both time and money. The updated fees are within or below the travel industry average, and they are a reimbursable and allowable travel expense.

The updated fees document includes information about the Egencia Fare Savings Finder which automatically searches for and applies lower airfare and hotel rates. Since travel resumed in June, approximately 200 travelers have benefited from this program, with an average savings of $85 per booking.

FMS updates related to COVID-19: Travel Policy and Issues

Learn how financial activities, programs and services, including Stanford Travel, have been impacted by the pandemic on the Fingate page FMS Updates Related to COVID-19. Travel changes include temporary changes to the lodging and ground transportation policies.

Traveling for Stanford course updated

Haven’t traveled for Stanford for a while? Take FIN-0400: Traveling for Stanford in STARS as a refresher and learn what’s new with Stanford Travel programs, policies and best practices. This course is required for all Stanford Travel Card (TCard) holders, travel card administrators and financial transaction approvers. The course is recommended for all Stanford business travelers.

To learn more about this course, visit the FIN-0400: Traveling for Stanford page on Fingate.

Upcoming Business Expense and Stanford Travel Virtual Office Hour

On November 10, join the Business Expense and Stanford Travel (BEST) teams for another informative virtual Office Hour. The teams will discuss Stanford Travel booking policy and exemptions, how to write an effective business purpose, recent business expense updates and answer questions live.

Submit a question in advance (by Nov. 5), or ask your question live.

All attendees will be entered to win a weekend stay for one night at The Westin Palo Alto or Sheraton Palo Alto Hotel after completing a quick survey and providing their contact information at the end of the session.

Visit the Business Expense and Stanford Travel Events page on Fingate to learn more about this online event.

Add this event to your calendar

Beneficiary required in ERS for all Stanford Payee transactions

To ensure compliance with tax reporting requirements, every Stanford (SU) Payee transaction in the Expense Requests System (ERS) must include a beneficiary (the person benefiting from the expense) before it can be approved for reimbursement.

The beneficiary may be the payee, one or more other individuals, or a human subject research participant (identified by their protocol name or number). The transaction preparer also must attest that the beneficiary information they provide is accurate. For detailed instructions on adding a beneficiary, visit the Expense Requests System Help page on Fingate.

Travel Resources


Use these resources to stay informed and to get help with travel questions.
Prepare to travel again: Fingate resources: Slack channels:
  • Follow the Stanford Travel Slack channel #fms-stanford-travel for announcements and updates.
  • Follow the Stanford-wide FMS channel #stanford-fms-news to stay updated on important financial news, tools, and deadlines.
Traveling for SLAC? 
Visit the Travel @ SLAC website or subscribe to the Travel @ SLAC newsletter to stay up-to-date on SLAC travel topics.

Not Subscribed to the Stanford Travel Newsletter?
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Stanford University
Financial Management Services

travel.stanford.edu
Slack: #fms-stanford-travel






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