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September 2023
Save the Date: October Stanford Travel Forum
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The annual Stanford Travel Forum is back and will be held on Wednesday, October 25 in the Arrillaga Alumni Center. Meet with Stanford travel suppliers, attend Q&A sessions with Business Expense, Card Services, Purchasing and Contracts team members, along with the chance to win hotel stays, airline tickets, lounge passes, and more.
To RSVP or learn more about the event, visit the Procurement Services Events page.
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Four Options to Meet Your Travel Needs
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Got a complex trip coming that you need to book? Maybe you are traveling with a group or making multiple stops? The Stanford Travel program offers multiple booking channels with unique features, as highlighted below, to help travelers select the most suitable option for their specific trip.
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Learn more about each booking channel’s features on Fingate. Service fees may apply.
- Key Travel is great for complex bookings, multiple travelers on the same reservation, Fly America Act guidance, and academic fares.
- United MileagePlus members can enroll in and then use the United Corporate Direct (UCD) booking channel to book airfare directly on united.com or the United app to receive discounts on business and personal trips.
- StudentUniverse is excellent for students and faculty-led groups.
- Egencia is ideal for simple bookings for air, hotel, car, guest bookings, and travel arrangers.
All channels allow travelers to book airfare, lodging, and ground transportation at negotiated rates and terms and automatically register travel reservations, and any subsequent changes to a reservation, to the university’s Travel Registry, which connects to Stanford’s provider of medical, personal, travel, and security assistance abroad.
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Win Airline Tickets, UA Club Passes, and More
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Stanford Travel promotions are back! From now through December 15, travelers and travel arrangers who book flights through the Stanford Travel booking channels can win prizes such as United Airlines tickets, United Airlines (UA) Club passes or one year of A-list status on Southwest.
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Follow the #fms-stanford-travel Slack channel for additional Stanford Travel promotions, such as a Stanford-negotiated rate at Palo Alto’s el PRADO hotel and the option to earn extra elite-qualifying miles with Alaska Airlines, or visit Stanford Travel Updates and Hot Topics.
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Stanford Travel Packet Resource Updated
An optional resource to help travelers collect their receipts while traveling, the Stanford Travel packet has been updated and now features the latest information a traveler needs to assist with their expense and reimbursement process. To learn more or download the printable version, visit Stanford Travel Packet (Envelopes for Collecting Receipts).
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New Phone Number for Egencia Agent Support
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Egencia is upgrading its telephone system on September 25, resulting in a new designated phone number for university travelers.
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The new number will be available at the Egencia Help Center on the booking tool or within the Egencia mobile app on the day of the transition, and updated on Fingate.
Stanford Travel recommends that travelers update their Egencia traveler profile with their primary contact number(s) to improve the recognition and routing experience with Egencia.
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In Case You Missed It
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Do you invite visitors to Stanford? The Visitor Travel Policy letter template, which summarizes Stanford’s travel booking and reimbursement policies for visitors, was updated this summer.
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Classes of airfare clarified. The Airfare Policy page was updated in May to clarify what types of fares are recommended, not recommended, and permissible under certain circumstances.
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Meal maximums increased in May. To reflect increased food and restaurant pricing, daily maximums for Travel and Business meals were increased, effective May 1, 2023.
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Lodging maximums increased and new exception cities were added in April. To coincide with the increase of lodging costs, the lodging maximums were increased and new exception cities were added, effective April 12, 2023.
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Travel Resources
Use these resources to stay informed and to get help with travel questions.
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