Egencia is one of several booking channels within the Stanford Travel Program. Egencia, a robust online booking system, can be used to book airfare, lodging and ground transportation. Egencia is used primarily to book domestic and standard international trips, either online or with an experienced travel agent. Other booking channels may be more appropriate for the travel need.  
 

Egencia provides airline, lodging and ground transportation booking services under negotiated rates and terms. Egencia is integrated with Stanford’s provider of traveler assistance in the event of an emergency.

When to Use Egencia
Per the Administrative Guide Policy 5.4.2: Business and Travel Expenses, to be reimbursed for university-sponsored travel, faculty, staff, postdoctoral scholars and students must use a Stanford Travel booking channel when booking airfare, hotels or car rentals (with limited exemptions). Complete policy details are available in the Business and Travel Expense Policies overview.
 

All active faculty,  staff and students have Egencia profiles. Due to Stanford’s single sign-on (SSO) requirements, Stanford travelers must access Egencia by logging in to stanfordtravel.stanford.edu with their SUNet ID and password. 

Affiliates

Guest Travel

Groups and Meetings Travel

  • Online Meeting tool: Airfare for meeting attendees traveling to or from multiple locations. To get started, submit a support request.
  • Full service meetings: Groups of 10 or more who are traveling together and/or who require meeting venue sourcing. To get started, complete the Egencia Meeting Request Form.

Maintaining Your Travel Profile

  1. Review your profile to ensure your name is an exact match to your government ID.  Learn how to change your profile name.
  2. (Optional) Select your travel arranger who may book your trips.
  3. Add your frequent flyer and loyalty numbers.
  4. Add your known traveler number (TSA PreCheck or Global Entry) if you have one.
  5. Set up Egencia On the Go flight alerts.

Booking Travel with an Agent
For agent assistance, contact Egencia:

  • By phone: call 1-877-219-1159, 6 a.m. -6 p.m. PST
  • By email: contact @email

Service fees may apply when booking travel with an agent.

This course is required for Stanford Travel Card (TCard) holders and is recommended for all business travelers. 

We are in process of creating Egencia how-to instructions on Fingate. In the meantime, you can access instructions included in Recent Updates on Booking University-Sponsored Travel.

Manage Expenses Related to Travel Cancellations including:

  • Flight cancellations and exchanges
  • Unused nonrefundable airline tickets
  • Conference cancellations and reimbursement
  • Cancellation fees
  • Expense accruals
     
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