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.
Many members of the Stanford community are preparing for upcoming travel. Whether you're heading to a conference, field research site, or international program, a little preparation can make all the difference. Below are some key tips and resources to help university travelers stay organized, informed, and ready to go.
1. Check travel identification requirements
Make sure that the identification is up-to-date. For domestic air travel, REAL ID enforcement started on May 7, and a REAL ID-compliant identification or an acceptable alternative (like a passport) is required to fly within the U.S.
2. Review visa and travel authorization needs
International travelers should confirm visa requirements well in advance. Processing times can vary, especially during peak travel seasons. Don't forget to check whether the destination requires special travel authorizations or entry forms. The university has discounted rates with CIBT visas.
3. Renew passports early — and online
Passports should be valid for at least six months beyond your return date. If a traveler’s passport is expiring soon, take advantage of the U.S. Department of State’s new online passport renewal service, which can help streamline the process.
4. Know your airport resources
Before heading to the airport, check TSA wait times, security checkpoint updates, and available services. Tools like Mobile Passport Control (MPC) can expedite travelers’ arrival at select international airports.
5. Download supplier apps
Airlines and Stanford Travel booking options often send real-time updates through their apps. Download and log in to travel supplier apps before the trip for information on flight delays, gate changes, and other key information that is typically available first via mobile notifications.
6. Use Fingate for travel guidance
Stanford travelers can use Fingate for essential travel information, including reimbursement policies, allowable expenses, and pre-trip checklists. Bookmark the Stanford Travel Program overview for quick access to booking options and Travel team contact information.
Pro tip: Always double-check the itinerary and document requirements at least two weeks before departure to avoid last-minute surprises.
Wherever your travel takes you, a little planning now can lead to a smoother, more enjoyable journey.
The Stanford Travel booking options Egencia and Key Travel simplify the process of monitoring and managing individual carbon emissions associated with university-related air travel.
- Egencia includes a built-in carbon emissions estimator tool that provides travelers with clear visibility into the environmental impact of their flight choices. For each flight listed, the platform displays the estimated total carbon emissions to help travelers identify the most carbon efficient flight for that route. Additionally, the Egencia Air-Rail Display enables travelers and travel arrangers to choose rail as a more sustainable alternative to flights on select routes and airlines.
- Key Travel offers a carbon emissions sort feature, allowing travelers to sort flight options based on their environmental footprint, from the lowest to the highest emissions. In addition to individual flight data, Key Travel provides the total carbon emissions for an entire trip.
Together, Egencia and Key Travel provide Stanford travelers with valuable insights into carbon emissions of air travel, enabling them to make more environmentally conscious flight choices.
Stanford Travel is excited to announce an exclusive offer for Stanford travelers through a partnership with National Car Rental. Stanford travelers enrolled in the Emerald Club loyalty program can now book directly with National, offering greater flexibility and convenience while still enjoying access to Stanford-negotiated discounts and exclusive benefits.
To take advantage of these discounts and benefits, Stanford travelers must enroll in the Emerald Club loyalty program or update their existing profile. Discounts will be automatically applied at the time of booking and are intended solely for university-sponsored travel.
Are you planning an international trip soon? Preparing for international travel involves advance planning and organization to ensure a smooth journey. The Stanford Travel team recommends that travelers review the International Affairs Travel Checklist prior to booking travel to determine entry/exit requirements for their destination.
Renew a U.S. passport online
The U.S. Department of State recently launched online passport renewal services for eligible U.S. adults who meet certain criteria and want routine service to renew a regular 10-year passport.
Visit the U.S. Department of State's website for a full list of online renewal requirements, including current processing times for routine service.
Get help with travel documents
VisaCentral by CIBT offers a fast and easy way to obtain a visa, passport, and other documents for international travel. Special rates are available for Stanford travelers online, or through the local office. Learn more. Standard visa fees and services are reimbursable travel expenses.
Beginning January 8, 2025: New UK travel authorization requirement for US travelers
Travelers from 49 non-European Union countries, including the United States, must obtain an Electronic Travel Authorisation (ETA) to visit the United Kingdom. This will replace the current Electronic Visa Waiver (EVW) program.
Similar to the US Electronic Travel System Authorization (ESTA) and the EU European Travel Information and Authorization System (ETIAS), the Electronic Travel Authorisation (ETA) is for non-visa travel visits and requires travelers to apply at least three days before visiting the UK.
Launching in October 2025: New biometric entry-exit system for the European Union
The Entry-Exit System (EES) is a biometric system that uses digital photos and fingerprints to register travelers from non-EU countries, including the U.S., crossing the EU's external borders. This enhanced security measure will apply to both short-stay visa holders and visa-exempt travelers. Review the EES fact sheet for more details.
Starting in the last quarter of 2026: New travel authorization requirement for European travel
The European Travel Information and Authorization System (ETIAS) for non-EU visitors will require travelers from more than 60 previously visa-exempt countries, including the U.S., to have a travel authorization. Travelers will need to apply. Once the application is processed and approved, the travel authorization will be linked to the traveler's passport, which will be valid for up to three years or until the passport expires. This requirement will apply to short-term stays which are 90 days or less and within any 180-day period.
As a reminder, obtaining travel documents for university-sponsored business is considered a permissible expense.
These requirements are subject to change. Be sure to check the links in this article for the latest information. For additional support with entry requirements, contact VisaCentral by CIBT.
From March 1 to December 31, 2025, Stanford faculty and staff have the opportunity to fast-track their Alaska Airlines elite status through an exclusive Stanford Travel promotion. This offer provides bonus elite-qualifying miles (EQMs) on eligible domestic, select international long-haul flights, and business or first class flights.
To earn EQMs, Stanford travelers will need to book flights and complete travel by December 31, 2025.
The additional bonus miles will be automatically credited to travelers personal Mileage Plan account:
- 25% elite-qualifying miles bonus on domestic flights
- 50% elite-qualifying miles bonus on select international flights (starting March 15)
- 75% elite-qualifying miles bonus on business or first class flights
This offer is exclusive to university-sponsored business flights booked through the Stanford Travel Program. Registration is not required.
Learn more about this Alaska Airlines offer, including terms and conditions.
The Stanford Travel team is excited to announce several new enhancements to the Stanford Travel hotel program.
On February 1, 2025, the Stanford Travel hotel program introduced an exciting new partnership with Hyatt hotels. This new partnership extends Stanford Travel’s negotiated rates beyond the local area, offering Stanford employees, students, affiliates, and visitors a 10% discount at all Hyatt properties chainwide.
The Stanford Travel hotel program, recently refreshed for 2025, continues to offer savings with competitive rates at hotels in Palo Alto and the surrounding areas for university-sponsored travel booked through the Stanford Travel Program. The hotel program now includes the Grand Bay Hotel in Redwood City. Discounts vary by hotel and are subject to availability.
We are also excited to announce that, as a new benefit of the Stanford Travel Program, Stanford faculty, staff, and students can now use Egencia to book personal hotel reservations at significantly discounted rates. This exclusive benefit is available to all university travelers, making it easier and more affordable to plan your personal trips.
Visit the Stanford Travel Hotel Program page to see all participating properties and discount rates.
Visit the Lodging page for information about hotel rate maximums and guidance on booking hotel accommodations outside of policy.
Air travel is a major contributor to global carbon emissions. University travelers can help reduce their impact by selecting flights that prioritize lower emissions, supporting the university’s sustainability values and goals.
As a preferred airline supplier of the Stanford Travel Program, United is one of the leading airlines committed to reducing travelers’ carbon footprints. Their goal is to reduce 100% of their greenhouse gas (GHG) emissions by 2050 without relying on the use of voluntary carbon offsets, by investing in:
- Sustainable aviation fuels (SAF) as an alternative to fossil fuels, reducing lifecycle carbon emissions by up to 80%.
- Direct carbon capture technology, which can transform CO2 extracted from the atmosphere and industrial emissions into sustainable aviation fuel.
- Energy-efficient aircraft, expected to improve fuel efficiency per seat by approximately 20% compared to older models.
Learn more about United’s commitment to environmental sustainability.
Read more tips for traveling more sustainably.
Launched on February 10, Stanford Travel Connect is a portal that enables travelers to link multiple personal airline loyalty accounts to the Stanford Travel Program. Once linked, travelers can book university-sponsored travel directly on the airline’s website or app and access Stanford-negotiated discounts and exclusive benefits.
Stanford Travel Connect is available to all active Stanford faculty, staff, and students.
Stay updated on the latest details about Stanford Travel Connect, including the three major airlines available for linking, or learn more and launch the Stanford Travel Connect portal.
Register for the March 4 Information Session: Stanford Travel Program Updates and Enhancements to learn more about Stanford Travel Connect.
From Jan. 15, 2025, through April 15, 2025, faculty, staff, and students can earn up to 30,000 Rapid Rewards bonus points, which can also count towards Companion Pass qualification upon registration, when they take qualifying Southwest flights booked through the Stanford Travel Program.
To earn the Rapid Rewards bonus points, Stanford travelers must register with their Southwest loyalty account, book flights through the Stanford Travel Program, and then complete the trip before April 15, 2025. This offer is exclusive to university-sponsored business flights booked through the Stanford Travel Program and does not apply to flights booked outside the program.
Learn more or register for this promotional offer.
Beginning January 8, 2025, travelers from 49 non-European Union countries, including the United States, must obtain an Electronic Travel Authorisation (ETA) to visit the United Kingdom. This will replace the current Electronic Visa Waiver (EVW) program.
Similar to the US Electronic Travel Authorization (ESTA) and the EU European Travel Information and Authorization System (ETIAS), the Electronic Travel Authorisation (ETA) is for non-visa travel visits and requires travelers to apply at least three days before visiting the UK through the UK ETA website. Once approved, the ETA is valid for two years, and travelers will be able to:
- Spend up to six months in the UK for business and academic purposes, tourism, or visiting friends and family.
- Spend up to three months in the UK on the Creative Worker visa concession.
Travelers will be denied boarding if they do not secure the ETA prior to departure.
According to recent guidance from the U.K.’s Visas and Immigration office, released January 17, travelers do not need an ETA if they are transiting through the UK, including flights with connections in the UK, unless they pass through border control.
Obtaining an ETA for university-sponsored business is considered a permissible expense.
These requirements are subject to change. Be sure to check the links in this article for the latest information. For additional support with entry requirements, contact VisaCentral by CIBT.
The Stanford Travel team is excited to announce a new corporate airline agreement with American Airlines designed to enhance Stanford travelers' experience and provide exclusive discounts and benefits. Effective October 25, the following discounts and benefits apply to tickets booked through the Stanford Travel Program:
- Negotiated discounts on airfare, ranging from 5% to 14%.
- Access to name change waivers, which allow a new traveler to use nonrefundable ticket credits originally issued to another person.
To learn more about how to request name change waivers, visit Managing Expenses Related to Travel Cancellations.
Starting May 7, 2025, travelers must be REAL ID-compliant to board a domestic flight with their state issued driver’s license or identification card. For students who fly domestically, this means that they will need this identification to fly home at the end of this academic year.
A REAL ID is available from the state’s driver’s licensing agency. To learn more about the REAL ID, visit the Department of Homeland Security’s REAL ID Frequently Asked Questions webpage.
Other forms of identification will still be accepted to board a domestic flight. Please visit Acceptable Identification at the TSA Checkpoint for further details.
