The Stanford Travel Policy Guide is a comprehensive resource designed to help faculty, staff, and students navigate the complexities of university-related travel. As a leading institution, Stanford University recognizes the importance of clear guidelines to ensure easy compliance with its travel policies. This guide provides an overview of the key aspects of the Stanford Travel Policy, including travel authorization, expense reporting, and reimbursement procedures.
Introduction to the Stanford Travel Policy
The Stanford Travel Policy is based on the principles of accountability, transparency, and compliance with university regulations and applicable laws. The policy applies to all university-related travel, including domestic and international trips, and covers various aspects such as travel planning, expense reporting, and reimbursement. The policy is designed to ensure that university funds are used efficiently and effectively, while also promoting a culture of responsibility and stewardship among travelers.
Travel Authorization and Approval
Before embarking on university-related travel, faculty, staff, and students must obtain prior approval from the relevant department or unit. The approval process involves submitting a travel request through the university’s online travel system, which includes providing details such as travel dates, destination, and estimated expenses. The travel authorization process is designed to ensure that travel is necessary, reasonable, and aligns with university goals and objectives. Travelers must also comply with any additional requirements, such as obtaining visa or travel insurance, as applicable.
| Travel Category | Approval Requirement |
|---|---|
| Domestic Travel | Departmental approval |
| International Travel | Departmental approval and additional requirements (e.g., visa, travel insurance) |
| High-Risk Travel | Provost's office approval and additional requirements (e.g., special insurance, risk assessment) |
Expense Reporting and Reimbursement
After completing their travel, faculty, staff, and students must submit an expense report through the university’s online system, providing detailed information about their expenses, including receipts and invoices. The expense reporting process is designed to ensure that expenses are reasonable, necessary, and comply with university policies and regulations. The university reimburses travelers for approved expenses, subject to certain limits and requirements, such as per diem rates and mileage reimbursement.
Reimbursement Procedures and Timelines
The reimbursement process typically takes 7-10 business days, provided that the expense report is complete and accurate. Travelers can expect to receive reimbursement via direct deposit or check, depending on their preferred payment method. It is essential to note that late submissions or incomplete reports may delay reimbursement, and travelers may be subject to interest charges or penalties for non-compliance.
- Submit expense report within 60 days of travel completion
- Ensure accurate and complete documentation, including receipts and invoices
- Comply with university policies and regulations regarding expenses and reimbursement
What is the deadline for submitting an expense report?
+The deadline for submitting an expense report is 60 days from the date of travel completion. Late submissions may result in delayed reimbursement or penalties.
What expenses are eligible for reimbursement?
+Eligible expenses include transportation, lodging, meals, and other travel-related expenses that are reasonable, necessary, and comply with university policies and regulations.
In conclusion, the Stanford Travel Policy Guide provides a comprehensive framework for faculty, staff, and students to navigate the complexities of university-related travel. By understanding the key aspects of the policy, including travel authorization, expense reporting, and reimbursement procedures, travelers can ensure easy compliance and avoid any issues with reimbursement or compliance. It is essential to carefully review the policy and seek guidance from the relevant department or unit when needed.
