Stanford University is renowned for its academic excellence and innovative research environment. To facilitate travel for academic, research, and business purposes, the university has established a comprehensive travel policy. This policy aims to provide a seamless and efficient experience for travelers, ensuring that they can focus on their professional endeavors without undue administrative burden. A key aspect of this policy is the easy reimbursement process, designed to minimize the financial impact on individuals and expedite the reimbursement of legitimate expenses.
Overview of the Stanford University Travel Policy
The Stanford University travel policy is grounded in the principles of transparency, accountability, and fiscal responsibility. It outlines the guidelines and procedures for planning, booking, and reimbursing travel expenses. The policy applies to all university-sponsored travel, including domestic and international trips for faculty, staff, students, and non-stanford travelers who are authorized to conduct university business. Key components of the policy include pre-trip approvals, booking guidelines, expense reporting, and reimbursement procedures. By adhering to these guidelines, travelers can ensure that their expenses are reimbursable and that the reimbursement process is straightforward.
Pre-Trip Approvals and Booking Guidelines
Before embarking on university-sponsored travel, individuals must obtain the necessary approvals and adhere to the booking guidelines. Concur, Stanford’s online travel and expense management system, is the preferred method for booking travel arrangements and submitting expense reports. This system streamlines the process by allowing users to book flights, hotels, and rental cars while also providing a platform for expense reporting and reimbursement. Travelers are required to book their travel through Concur or directly with preferred travel vendors to ensure that the university’s negotiated rates are utilized, thereby reducing costs. Additionally, travelers must comply with the university’s travel restrictions and guidelines, which include obtaining approvals for high-risk destinations and ensuring that all travel aligns with university business purposes.
| Travel Category | Guideline |
|---|---|
| Air Travel | Book through Concur or directly with preferred airlines |
| Hotel Accommodations | Use Concur or book directly with preferred hotel vendors |
| Rental Cars | Book through Concur or directly with preferred car rental companies |
Expense Reporting and Reimbursement
The expense reporting and reimbursement process is a critical component of the Stanford University travel policy. Travelers are expected to submit their expense reports through Concur within a specified timeframe following their trip. The reports must include all legitimate travel expenses, such as transportation costs, lodging, meals, and other miscellaneous expenses directly related to university business. Receipts and documentation are required for all expenses to ensure transparency and accountability. The reimbursement process is designed to be efficient, with payments typically processed within a few days of receiving a complete and approved expense report.
Reimbursement Guidelines
The university’s reimbursement guidelines are established to ensure that travelers are reimbursed for legitimate expenses in a timely manner. Key considerations include the reasonableness of expenses, adherence to university policies, and compliance with tax regulations. Travelers are advised to familiarize themselves with these guidelines to avoid delays in the reimbursement process. Additionally, the university provides resources and support to help travelers navigate the expense reporting and reimbursement process, including training sessions and online tutorials.
- Ensure all expenses are directly related to university business
- Obtain receipts for all expenses
- Submit expense reports through Concur
What is the deadline for submitting expense reports?
+Travelers are expected to submit their expense reports within 60 days of completing their travel. This timeframe allows for the timely processing of reimbursements and helps in maintaining accurate financial records.
How do I book travel through Concur?
+To book travel through Concur, log in to your Concur account, select the "Book Travel" option, and follow the prompts to search for and book your travel arrangements. Concur offers a user-friendly interface and provides access to the university's preferred travel vendors and negotiated rates.
In conclusion, Stanford University’s travel policy is designed to support the academic, research, and business endeavors of its community by providing a clear, efficient, and transparent process for travel planning, booking, and reimbursement. By adhering to the guidelines and utilizing the resources provided, travelers can ensure a smooth and successful travel experience, focusing on their professional objectives while minimizing administrative burdens.
