When Students Travel for Stanford

During your course of study or research as a Stanford student or post doctorate, you may have occasion to travel in support of your program. Usually an administrator in your school or department is available to assist you with travel arrangements and the travel expense reimbursement process.

Stanford Travel is the preferred travel management service for Stanford's travelers and arrangers.

For detailed information and resources for arranging travel and getting reimbursed, click on the Travel and Expense Reporting / Reimbursement links below to go to the Staff Section of the Gateway to Financial Activities web site.


Travel Travel resources, procedures, and policies

Expense Reporting / Reimbursement

Reimbursement Getting reimbursed for business and travel expenses

Travel Reimbursement Instructions

Reimbursement payments to students and Post Doctorates who attend, speak or present at a conference or meeting, or visit a field site or off-campus laboratory, will be tax-reportable UNLESS the expense is certified as traveling on University business by the appropriate signatory.

The preparer of the reimbursement request must certify within the Expense Requests System that the expenses meet one or more of the following criteria:

  • Directly support faculty member's project or research program
  • Are related to presenting at a conference (attach program)
  • Are an integral part of this student's degree work (does not apply to post docs)
  • Are directly related to the student's employment at the University

A paper form is available for schools and units to facilitate this certification, but it is not required as an attachment to the reimbursement request. See Student Certificate for Authorized Expenses.

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