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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 June 2024

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. 

Added April 2024

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 Sept 30, 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. For more details, see the Alaska Airlines Flyer

Added April 2024

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.

Added March 2024

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.
    • 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.

Added March 2024

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.

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.

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