View this email in your browser 
May 2022

Traveling? Plan Ahead and Pack your Patience

Travel is back! This March, 68 million passengers passed through TSA checkpoints, more than twice the number in March 2020. The travel experience has changed significantly since the pandemic began, with more flight cancellations and delays as well as long processing and hold times. Our travel partners continue to work hard to provide a high level of customer service despite these obstacles, and your patience is appreciated.
It pays to plan ahead when traveling as prices are rapidly increasing. Fortunately, Stanford Travel’s negotiated discounts save money for Stanford travelers. If you are unable to find a particular flight or fare, don’t hesitate to call one of the Stanford Travel booking channels for assistance. 

These steps can also improve your travel experience:

  • Ensure your name is correct on your travel profile per instructions below
  • Download travel partner apps for timely information regarding schedule changes and for contactless technologies such as mobile hotel room keys.   
  • Review the travel resources listed on this newsletter

To learn more about traveling for Stanford, save the date for the Stanford Travel Supplier Showcase on June 15 to meet our travel partners, including representatives from our booking channels, airlines and local hotels. More details will be posted soon on the Procurement Services Events page.

Is Your Name Correct on Your Travel Profile?

When traveling for Stanford University, the name on all documentation, such as airline tickets, must match the name on the identification you are using for travel, e.g., your passport or government issued ID.

If your name in your Stanford travel profile does not match your ID exactly, faculty and staff must contact their Human Resources Administrator to change their legal name. Students must contact the Registrar to change their legal name.

Note that you must allow at least 72 business hours to complete the name change process before booking your travel.

Learn more about how to change a traveler’s name in their travel profile.

International Lodging Changed to Federal Per Diem Rates on April 8

For travel booked on or after April 8, Stanford now uses international lodging reimbursement maximums for actual expenses aligned to the federal per diem rates.

The same maximum applies for international lodging whether the traveler uses the per diem or actual expenses reimbursement method. Stanford is using the federal schedule to help ensure that university travelers who travel internationally stay in safe lodging that is priced appropriately for that region of the world.

To learn more, visit International Lodging Maximums Change on April 8.

As with all business and travel expenses, individual schools and units may choose to set lower limits than what is published on Fingate.

Note: Egencia will no longer flag lodging rates that exceed Stanford policy. Instead, Egencia will display a link to the Hotel and Lodging Rate Maximums on Fingate, which includes information about domestic lodging rate maximums and the federal Foreign Per Diem Rates by Location used to determine the international lodging rate maximums.

New eReceipts App Simplifies Receipt Management

A new eReceipts app was developed by Stanford Financial Management Services in partnership with University IT.

The app allows users to share images of business and travel expense receipts from their mobile device. The eReceipts app is currently being piloted with users to ensure it meets campus needs.

eReceipts allows Stanford travelers or PCard cardholders to take a picture of a receipt with their mobile device, upload it, tag it with expense type, add comments if needed, and send it to themselves or to a transaction preparer. Transaction preparers and verifiers can then view these uploaded receipts within Oracle Financials.

Learn more about eReceipts in the Fingate Announcement and on the eReceipts System page.

Reminder: When Visitors Travel to Stanford

Resources and guidance for travel arrangers who work with visitors include:
  • The visitor travel policy letter template on Fingate, which contains detailed guidance about travel expenses for visitors. The letter provides an overview of visitor travel reimbursement policies at Stanford, and can be customized and sent to visitors.
  • The Digital Payments form in ERS, which allows you to reimburse domestic travel expenses of $1,000 or less for visitors who are U.S. citizens or non-citizen residents. Use the form to reimburse visitors quickly and efficiently through a nationwide digital payment network (Zelle) or through an Automated Clearing House (ACH) bank transfer.
Travel for visitors and guests is exempt from the Stanford Travel booking policy and does not need to be booked through Stanford Travel booking channels.

New: Launch Egencia from Any Page on Fingate

Thousands of Fingate users visit the Stanford Travel Program page to access the link to their Stanford Egencia account.
This popular link is now much easier to find and use, because it has been added as a drop-down option on the Fingate Systems button, which appears at the top of every Fingate page. Click the button and scroll down to Travel Booking - Egencia to launch or learn more about the Egencia booking channel. Other Stanford Travel booking channels will be added to Systems drop-down in the future.

Split Travel Guidance Available on Fingate

Split travel occurs when travel expenses for Stanford faculty, staff, postdoctoral scholars or students will be shared by Stanford University and one or more external organizations.
Split travel is considered university-sponsored travel and must be purchased/booked through a Stanford Travel booking channel following the Business and Travel Expense Policies.

If it is not easy to separate out the costs that will be covered by the external party, the Stanford Travel Card may be used to pay for the total cost of the trip, and Stanford must be reimbursed by the traveler or travel arranger for the external party portion. Any portion of travel that Stanford pays for must follow Stanford Travel policies and guidelines.

Learn more about split travel on the Business and Travel Expense Policies page and in Administrative Guide 5.4.2 Business and Travel Expenses.

Win Travel Prizes

In conjunction with Southwest Airlines, Stanford Travel shared an opportunity for faculty, staff, students and postdocs to enter to win four Southwest Airlines tickets and 50,000 Rapid Rewards points. The sweepstakes was offered to several universities and we are excited to share that the lucky winner was from Stanford's School of Humanities and Sciences!

Stanford Travel is planning additional opportunities to win prizes such as bonus loyalty points, club passes, hotel stays and more throughout the upcoming year.

Follow the #fms-stanford-travel Slack channel for details on future Stanford Travel promotions.

Travel Resources

Use these resources to stay informed and to get help with travel questions.
Prepare to travel again: Fingate resources:

Slack channels:

Traveling for SLAC? 
Visit the Travel @ SLAC website or subscribe to the Travel @ SLAC newsletter to stay up-to-date on SLAC travel topics.

Not Subscribed to the Stanford Travel Newsletter?
To subscribe to the Stanford Travel newsletter, fill out the subscription form.
Stanford University
Financial Management Services
Slack: #fms-stanford-travel

This email was sent to <<Email Address>>
why did I get this?    unsubscribe from this list    update subscription preferences
Stanford University · 485 Broadway St · Redwood City, CA 94063 · USA