COVID-19: FMS Updates Related to Coronavirus | Important: Add "COVID" to Impacted Transactions

Overview: Stanford Travel

logo of Stanford Travel; two lines of text separated by a horizontal line - 'Stanford Travel' big text in cardinal red on top, 'Your Travel Ally' smaller text in gold at the bottom, italicized

On June 15, a new university travel policy was announced that requires the use of Stanford Travel booking channels for university-sponsored travel. See the Travel section of the COVID-19 bulletin for updated policy, guidance and resources.

Stanford Travel is a program made up of the university's preferred travel providers. Stanford Travel supports compliance and improves efficiency for travelers and arrangers, while also supporting the university’s commitment to sound financial stewardship.

The following benefits are exclusively available through Stanford Travel:

  • Reservations sent to International SOS for traveler assistance
  • Airline ad hoc waivers and favors such as preferred seats, priority boarding, name changes, change-fee waivers and unused ticket extensions
  • Stanford-negotiated discounts with all major airlines, lodging, ground transportation providers
  • Payment by Stanford Travel Card (preferred method) or personal credit card
  • Simplified expense reimbursement process – comparison fares are not required for business travel

On this page:

Air Travel

When traveling for Stanford business, book airline flights using Stanford Travel Booking Channels. Airline flights can only be booked through Stanford Travel for Stanford-related business, to add a personal side trip to a business trip or to accompany Stanford travelers on a Stanford-related trip. For policies and guidance related to air travel on Stanford business, refer to Policy Notes: Air Travel.

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Hotel / Lodging

Stanford Travel hotel rates are for individual travelers and small groups and can be booked through Stanford Travel for business or personal trips. For general policies and guidance related to hotel / lodging and room blocks on Stanford business, refer to Policy Notes: Lodging.

Booking Hotel Room Blocks

If there are 10 or more people traveling together, it requires blocking rooms directly with the hotel. A group room block will have special rules and cancellation policies.

Stanford University has signed a Master Service Agreement (MSA) with the following hotels to simplify the contracting of room blocks:

  • Sheraton Palo Alto Hotel
  • The Westin Palo Alto

These hotels will send a Group Quote in lieu of a contract. A purchase order is required for all room blocks.

Booking Process for Hotels with MSAs:

  1. The Stanford organizer connects with the hotel's group department to confirm availability and pricing for room block request.
  2. The hotel sends a quote to the organizer using the group template.
  3. The Stanford organizer submits a requisition; indicates signature required – "NO".
  4. Stanford's purchasing team references the MSA and processes P.O. without signature on quote.
  5. Quote with P.O. number returned to the hotel within 21 days from date quote received. Once the contracted hotel receives the P.O., the terms and conditions of the quote are binding.

To set up room blocks with non-MSA hotels, follow the standard requisition process and indicate that a contract is required. See How To: Create a Standard Non-Catalog Requisition.

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Ground Transportation

Ground transportation can be booked for Stanford business and personal trips. See Stanford Travel Booking Channels and Optional Travel Services. For policies and guidance related to ground transportation on Stanford businesse, refer to Policy Notes: Ground Transportation.

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Stanford Travel Booking Channels

What Do You Need? Booking Channels
(Click logo for access & details)
Features Contact

Any airline flights / lodging / ground transportation

Book online or agent assistance

Learn more >>

  • Full-service travel agency
  • Designated agents
  • Online booking tool for individuals and meeting attendees
  • Travel arranger functionality

To book online:
Egencia Online

For agent assistance:
(Service fee may apply)

1-877-219-1159
1-417-520-4735
stanford@customercare.egencia.com

Any airline flights / lodging / ground transportation

Dedicated agent assistance with complex trips

Learn more >>

  • Onsite travel agent
  • International travel specialist
  • Ability to book visitors, multiple travelers and small groups

For onsite agent assistance:
(Service fee may apply)

Marley Kent, Travel Consultant
1-650-723-6797
stanfordtravel@us.fcm.travel

United Airline flights

Learn more >>

  • Traveler's MileagePlus profile linked to Stanford negotiated rates
  • Stanford Travel discounts available on united.com or United app

To enroll, complete the United Corporate Direct Enrollment Form

For assistance, email ucdhelp@united.com

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Optional Travel Services

What Do You Need? Travel Service
(Click logo for details)
Features Contact
Alternate Lodging for Stanford-related trips

Learn more >>

Work Collection hotels featuring:

  • Self check-in; Wifi, workspaces
  • Flexible cancellation penalties
  • Entire home or private room with own bathroom
  • 4.8 overall rating or higher

24/7 customer support via phone, email or in app chat.

To enroll:
Stanford Airbnb for Work
Enter your Stanford email address

Customer Support for Reservations:
1-415-800-5959 or 1-888-983-0568

Ground Transportation

Learn more >>

  • Uber Travel – Manage employee rides through a central department account.
  • Uber Central – Arrange rides for guests who don't have access to the Uber app.
  • Uber Vouchers – Purchase ride passes for specific destinations.

To enroll, complete the Stanford Uber for Business enrollment form

For assistance, contact business-support@uber.com

Learn more >>

  • Lyft Travel – Manage employee rides through a central department account.
  • Lyft Codes – Purchase unique codes for event travel.
  • Lyft Concierge – Arrange rides for visitors who don't have access to the Lyft app.

For any of the Lyft Business programs, complete the Lyft Business enrollment form

For assistance, contact the Lyft Business Support Center

Campus Lodging

Learn more >>

24/7 front desk, free WiFi, Business Center, workout room, free breakfast, free parking, free shuttle to campus, direct billing with Stanford, group bookings

To book online:
Stanford Guest House Reservations

For group reservations:
Group Reservations Form

For front desk, contact::
1-650-926-2800 or guesthouse@stanford.edu

Student Travel Assistance

Learn more >>

  • Air, lodging and tours
  • Designated account management team, including multiple agents
  • Online booking tool for student groups and individual travelers

Book Online

Contact: David Sanderson, Account Manager
1-617-321-3163

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Stay Up to Date / Events

The Stanford Travel team offers several ways for travelers and travel arrangers to stay up to date with the latest travel offerings and services, as well as to provide input and get questions answered.

  • Subscribe to and read past issues of the Stanford Travel newsletter for special travel news and offers.
  • Follow the Stanford Travel Slack channel #fms-stanford-travel for announcements and updates.
  • Events and Information Sessions:
    • Stanford Travel Forum
      This is full-day event with focused sessions and a travel supplier showcase
    • Travel and Expense Office Hours
      The Stanford Travel and Business Expense teams conducts on-line sessions to discuss travel services and expense processes, as well as to answer questions about travel and expense reimbursement.

Past Events
Event, Date and Time Description and Links
July 2020 Office Hour
July 17, 2020 – 10-11 a.m.

Stanford Travel Policy Update, Benefits of the Travel Card, Question and Answer Session
Presentation; Session Recording

May 2020 Office Hour
May 15, 2020 – 10-11 a.m.

COVID-19 resources; How to clear Travel Card credits; Answers to common questions
Presentation

April 2020 Office Hour
April 3, 2020 – 10-11 a.m.

COVID-19 Office Hour: Business Expense & Travel Issues
Presentation; Session Recording

Uber for Business Webinar
March 26, 2020 – 11-11:30 a.m.

Overview of its business products
Presentation; Session Recording

March 2020 Office Hour
March 26, 2020 – 10-11 a.m.

Business Expense Policy Common Questions & New Resources; Travel Slack Channel:
Presentation; Session Recording

Lyft Business Webinar
March 24, 2020 – 11-11:30 a.m.

Overview of its business products
Presentation; Session Recording

Stanford Travel Forum
Nov. 21, 2020 – 10 a.m.-2 p.m.

Following are links to each of the educational sessions:

Summer Office Hour
Aug. 22, 2019 – 10-11 a.m.

Stanford Travel Community: Service & Support
Presentation; Session Recording

Summer Office Hour
July 19, 2019 – 11 a.m. - noon

Egencia Tips and Tricks (View Presentation)

Summer Office Hour
June 28, 2019 – 11 a.m.-noon

New Travel Services – Uber for Business and AirBnb for Work (View Presentation)

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Contact Us

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