Stanford Travel Updates and Hot Topics Posted December 16, 2024

Beginning January 8, 2025, travelers from 49 non-European Union countries, including the United States, must obtain an Electronic Travel Authorisation (ETA) to visit or transit through 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.
• Travel through or within the UK, including flights with a connection in the UK.

Travelers will be denied boarding if they do not secure the ETA prior to departure. 

Obtaining an ETA for university-sponsored business is considered a permissible expense.

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.

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 or transit through 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 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 first half of 2025: 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.

As part of a partnership between Stanford Travel and Alaska Airlines, Stanford faculty and staff can now fast track their way to Mileage Plan (MVP) elite status. MVP benefits include two free checked bags for the traveler and their companions on the same reservation, priority boarding, access to preferred seating, and more.

To obtain 180 days of MVP elite status, Stanford travelers must register for this exclusive offer by Dec. 31, 2024 using their Stanford email address (SUNet@stanford.edu) and verify their affiliation status via an Alaska Airlines confirmation email. Travelers who take two or more roundtrip flights during the 180 day window can achieve higher levels of MVP elite status, which can last until the end of 2025. 

Registration is open to new members and current members who have not previously registered for this offer. 

Effective September 10, Egencia displays a badge above each flight in the search results to indicate whether the flight complies with the Fly America Act (FAA). The new feature allows travelers and travel arrangers to quickly identify FAA-compliant flights.

The Fly America Act requires all flights charged to federal awards to be booked with U.S. flag air carriers, with certain exceptions. Stanford travelers, including foreign visitors, must book FAA-compliant flights when their travel is funded by federal awards. A future iteration will incorporate additional logic for open skies exceptions.

Learn more about the Fly America Act on the Airfare page.

Effective September 1, 2024, Turkish Airlines is no longer available for booking through Egencia. The airline has opted not to renew its agreement with the flight inventory system utilized by Egencia and numerous other travel agencies. As a result, until further notice Turkish Airlines flights will no longer be displayed in Egencia.

If you need to modify or cancel an existing Turkish Airlines booking made through Egencia, please contact an Egencia agent by phone at 1-202-414-2334 or by email at @email. Servicing times for Turkish Airlines’ bookings might be longer than usual.

To make a new reservation with Turkish Airlines, the Stanford Travel team recommends booking through Key Travel to benefit from the university’s negotiated discounts.

The Stanford Travel team is very excited to announce a new United Airlines MileagePlus bonus miles promotion starting on September 3, 2024! As part of a partnership between Stanford Travel and United Airlines, Stanford faculty, staff, postdocs, and students can earn up to 5,000 bonus MileagePlus miles.

To receive the bonus miles, Stanford travelers must first register their MileagePlus account for the promotion. Once registered, travelers must book at least one United Airlines flight using the Stanford Travel booking channels and then complete the trip before February 28, 2025. This offer is exclusive to university-sponsored business flights booked through the Stanford Travel booking channels, including United Corporate Direct, and does not apply to flights booked outside the program.

Register now for this United Airlines promotional offer.

Is it time to plan your next university-sponsored trip? Before you book, review these tips and digital resources to ensure your trip runs smoothly:

Ensure that your travel documents are up-to-date before purchasing tickets
As of June 3, the California Department of Motor Vehicles (DMV) will no longer process simple transactions in person, such as a driver's license renewal that does not require an in-person visit or replacing a lost or stolen driver's license/identification card. These transactions must be completed online, by mail, at a DMV kiosk, over the phone, or via DMV business partners. Learn more about these recent changes.

As a reminder, starting on May 7, 2025, U.S. travelers must obtain a REAL ID, REAL ID-compliant Enhanced Driver’s License (EDL), or a passport to board domestic flights. Visit the Department of Homeland Security’s website to learn more about the REAL ID.

For passports, the U.S. Department of State is reporting typical processing times (6-8 weeks) for routine services; however, processing times can change during the busy travel season. Visit their website for current processing times.

Airlines will not waive nonrefundable airfare rules due to expired government-issued IDs, so be sure to allow adequate time for ID renewals.

Download the travel supplier apps
Before any upcoming trips, download or update the latest version of the apps for your airline, hotel, and car rental company, and enroll in or log into your loyalty accounts (i.e. Frequent Flyer). These steps ensure access to urgent notifications, in-flight purchases (e.g., WiFi and food), and expedited check-ins.

Bookmark the booking channel contact details for quick access
Easily connect with a Stanford Travel booking channel by bookmarking the Stanford Travel Program page to get phone and email support for reservations, assistance with existing reservations, or help with urgent booking requests. Service fees may apply. Additionally, apps for booking channels such as Egencia and Key Travel and airlines such as United Airlines (United Corporate Direct) allow travelers to quickly access their phone numbers and chat with agents.

Review the Airline Customer Service Dashboard if you experience a flight disruption
If your flight is canceled or delayed, visit the Airline Customer Services Dashboard, which describes services that U.S. airlines provide (such as meal vouchers or hotel accommodations) to mitigate passenger inconveniences when a flight is disrupted due to circumstances within the airline’s control. With flight disruptions expected to continue through the next year, it's important to understand what to expect if your flights are impacted.

As of June 19, 2024, Alaska Airlines flights leaving SFO International Airport (SFO) will depart from Harvey Milk Terminal 1. Travelers have been informed of this move through several channels, including Alaska Airlines' mobile app.

Additionally, the Alaska Airlines Lounge in Terminal 1 is still under construction and is expected to open in late July. Until then, Lounge and Lounge+ members, as well as First Class guests traveling on flights over 2,000 miles, can still access the Alaska Lounge in Terminal 2, a 10 to 15 minute walk from the new Alaska gates in Terminal 1. Lounge+ members also have the option to use the Admirals Club located in Terminal 1.

For a seamless experience, download the Alaska app, check in, and get the digital boarding passes before arriving at the airport. See the Alaska Airlines flyer for more information. 

As a result of Stanford Travel’s partnership with Turkish Airlines, all Stanford faculty, staff, and students can now take advantage of Turkish Airlines' personal travel promotion. From now until December 31, 2024, Stanford faculty, staff, and students can receive a personal travel discount of up to 10% for the traveler and up to four travel companions on the same reservation.

Flights must be booked directly with Turkish Airlines with the traveler’s Stanford email address and a Stanford-specific promotion code. More details about this offer, including the promotion code, can be found in the Turkish Airlines flyer.

For questions regarding this promotion, please contact Turkish Airlines directly.

Effective in March 2024, United MileagePlus members enrolled in United Corporate Direct (UCD) now have access to new features available on united.com and in the United mobile app. These new functionalities include:

• Book up to eight travel companions on one reservation:
  • University-sponsored travelers can book up to eight additional travelers on the same reservation when using the “Business Travel” option. Stanford-negotiated fares will apply for all travelers in the reservation.
    • To learn more about booking multi-person travel using the Stanford Travel booking channels view the Guidance for Groups and Multiple Travelers.
  • Stanford travelers booking personal travel can also book up to eight additional travelers on one reservation through the "Break from Business" Personal Travel discount. 
• Use self-service options to view and apply travel credits: Stanford travelers who are logged into their MileagePlus account online and booking through the business travel option can now view and apply their business travel credits online (where permitted) without assistance from United agents. Travelers will receive a warning if they try to use a business credit when booking personal travel.

For questions about or help with these new features, please submit a support request to the Travel team.

In August 2023, Egencia launched a new Guest Registration Template feature to enhance the guest booking process, replacing the legacy "Guest of" profile. The Stanford Travel team notified travel arrangers with active Egencia guest accounts. In early January 2024, all legacy “Guest of” profiles were deactivated, and the impacted guest arrangers were notified by the Travel team. The new Guest Registration Template process is now available to all campus users.

To arrange travel for a guest in Egencia, a travel arranger must first request a Guest Registration Template by submitting a support request to the Stanford Travel team. Once created, the template allows a guest arranger to invite guests to create their own profile and book travel on their own or with the assistance of an Egencia travel agent. The guest arranger can also book on behalf of the guest. Travel arrangers should request the template several days ahead of any planned travel; it may take one to two business days to activate a template.

Learn more about this update on the Fingate announcement New Egencia Guest Booking Process.

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.

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 page for more information about additional car rental insurance.