Photo: View of Stanford University Old Union building through arch

Many students, post-doctoral scholars, faculty, and staff travel on behalf of Stanford. To be reimbursed for this travel, travelers, and travel arrangers must follow university policy; in most cases airfare for university-sponsored travel must be booked through a Stanford Travel booking channel.

This article provides Stanford Travel program updates, travel news, and tips for university-sponsored travelers. For recent business expense updates, visit Business Expense Updates and Hot Topics. For Purchasing and Contracts updates, visit Purchasing and Contracts Updates and Hot Topics.

For general help with the Stanford Travel program, policy, or reimbursements, please submit a support request. To speak with a member of the Stanford Travel team about travel booking questions, please call 1-650-497-1214, Monday through Friday, between 8 a.m. and 5 p.m. PT.

Added February 2024

For Stanford employees, affiliates, or visitors traveling to the area on university business, the Stanford Travel Program provides discounted rates and additional amenities at 30 hotels in Palo Alto and the surrounding areas. Save on a variety of hotels, including el PRADO, Sheraton Palo Alto, and Hotel Keen. Take advantage of these discounts, which vary by hotel and are subject to availability, by booking through a Stanford Travel booking channel.

Properties recently added to the program include Hotel Citrine and Graduate Hotel, conveniently located near the university’s historic campus. Other properties include the Best Western Plus Exec Suites in Redwood City and Residence Inn Mountain View.

Visit the Stanford Travel Local Hotel Program page to view the full list of participating hotels.

Updated December 2023

Stanford Travel is excited to announce a new partnership with Hertz Car Rental! All faculty, staff and students traveling on university business will be able to benefit from Stanford-negotiated discounts and immediate access to Hertz Gold Status upon enrollment.

Reservations must be booked through Egencia or Key Travel to secure the discounts and associated benefits. If you need to pay for a Hertz car rental on someone else’s behalf, please submit a support request.

Additionally, the new agreement allows drivers, ages 18 to 20, to rent vehicles without paying a youthful driver surcharge.

Important note: Renters are responsible for confirming their age eligibility with the booking channel or car rental company at time of rental. The minimum age to rent cars varies by state, country and vehicle type. Some Stanford travelers, including students under the age of 21, should purchase all available insurance for car rentals.

Refer to the Ground Transportation policy page for more information about additional car rental insurance.

Updated November 2023

On September 1, 2023, an attestation about hotel booking rules was added to the Egencia site, and in November the attestation language was streamlined for clarity. When booking travel on the site, travelers and travel arrangers must review and select one of the following options:

  • I accept the hotel cancellation rules and restrictions.
  • I did not book a hotel at this time.

This attestation was added to Egencia to ensure that travelers understand the hotel cancellation rules and restrictions prior to confirming their booking, and to encourage the use of hotel rates with flexible cancellation policies, which is recommended, even if the rate is higher than a nonrefundable rate, as long as the rate is within lodging policy maximums. Nonrefundable rates and cancellation fees can lead to loss of personal or department funds if travel plans change.

Updated November 2023

Stanford Travel thanks everyone who participated in the annual Stanford Travel Forum on October 25. During this lively two hour event, several hundred attendees were treated to refreshments, snacks, and:

  • A supplier showcase with 30 Stanford Travel partners
  • Live Q&A sessions with Global Risk and Procurement Services team members (see the presentation slides from the Q&A room)
  • A meet-and-greet room with Global Risk, Financial Support Center, and Procurement Services
  • A drawing for over 20 travel-related door prizes ranging from local hotel stays to round-trip airline tickets, provided by our travel partner

The Travel team is pleased to announce that all 27 winners from the prize drawing have been notified. Congratulations to our lucky winners!

Visit the FMS Events page for past presentations and recordings.

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