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May 2021


Spring Updates


The Stanford Travel Team's spring newsletter includes reminders about planning travel and managing airline tickets during COVID-19, information about changes to a booking channel partner and updates to travel profiles, tips on booking rental cars, and details about the virtual Business Expense and Stanford Travel Festival in May.

COVID-19's Ongoing Impact on Travel


University Travel Restriction
Because COVID-19 continues to impact travel, always visit the Health Alerts for Stanford Travelers webpage for the latest travel updates before making your travel plans.
Travel restriction status as of April 30: Health Alerts states that university-sponsored travel remains restricted through at least the end of Summer Quarter 2021. No university funds or resources may be used, university sponsorship provided, or academic credit awarded in support of travel that has not been approved.

Unused Airline Tickets
If you are holding an unused airline ticket, visit How to Handle Unused Airline Tickets to learn about your options to manage, transfer, or use your ticket.

Temporary Ground Transportation Policy
Due to impacts from COVID-19 that may make ground transportation a preferred option over air travel, the Business Expense team is temporarily extending the maximum round trip distance that qualifies for the use of ground transportation from 200 to 300 miles. This means that university travelers with approved exceptions to travel may drive to their destination instead of flying as long as the round trip is within 300 miles.

Casto Travel is Now FCM


Casto Travel has been acquired by FCM and will no longer use the Casto name.
Designed to assist travelers with complex trips, FCM provides support through a small group of agents accessible by telephone or email. Travelers and travel arrangers can also use the FCM Hub to access a travel profile and trips booked with an FCM agent, to view travel alerts, and to use tools such as the SAM mobile app to manage trips.

Enhanced Travel Profiles Save Time When Booking and Reimbursing Travel


Stanford Travel recently enhanced the travel profiles in Egencia and in FCM (formerly Casto) for faculty, staff and students with an updated feed from Human Resources or from the Registrar (for students).
This feed updated the name field in profiles to match Stanford’s records. Since travel details booked through Stanford Travel are pulled through to the reimbursement system, this saves time reporting travel expenses once the trip is complete.

To improve the student travel experience, Stanford Travel has created Egencia profiles for all active students. Students no longer need to submit a request to create a profile. Students may book their travel through any of the Stanford Travel booking channels, but they are encouraged to use StudentUniverse, which offers unique features and benefits designed especially for students.

Per Transportation Security Administration (TSA) requirements, your profile name must exactly match the name listed on your government-issued identification. Travelers should check to ensure their profile name matches this identification.
  • If your name in your profile matches your government-issued identification, then no further action is required.
  • If your name in your profile does not match your government-issued identification, please update your Legal Name in the Stanford Directory (StanfordYou).
    • In the section “Maintain your directory and AlertSU emergency contact information,” select the Name & ID "change" link.
    • Review the name listed, then follow the link for Faculty & Staff or for Students to update your legal name.
If you have any questions or need immediate assistance with a name change in a profile, please submit a Support request.

Visit the Egencia booking channel webpage, the FCM (Formerly Casto) booking channel webpage, or the StudentUniverse booking channel webpage to learn how to access and manage your profile.

Book Your Rental Car Early


Due to COVID-19 related production issues, some car rental companies are experiencing a shortage of cars. When the current travel restrictions are lifted and travel resumes at Stanford, be sure to book your rental car when you book your flight to ensure availability.
Woman interacting through laptop

May 12-13: Virtual Business Expense and Stanford Travel Festival


Given the extension of the travel restrictions and resulting lower volume of travel, the Business Expense and Stanford Travel Festival (BEST Fest) was moved from March to May.
For the latest information and updates on travel topics and business expenses, join the two-morning virtual event:
  • May 12: Travel topics: booking channel overviews, answers to common travel questions, and information about the safety procedures of travel providers.
  • May 13: Business Expense topics: policy and procedure updates and reminders, including expenses impacted by COVID-19.
Attendees will also be entered in a drawing for a Southwest Airlines gift card.

If you have questions you would like to have addressed at the festival, please use this form to submit them in advance. Visit the Business Expense and Stanford Travel Events webpage for details and Zoom links. Recordings will be available on the Events page after the event.

Travel Resources


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

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