Stanford Earth



Business and Travel Expense Policy for TravelersStanford policy is to spend appropriately (reasonable and necessary) and all expenses must have a Stanford business connection.BUSINESS MEALS (meals at which faculty, staff, students and/or guests are present for the purpose of conducting University business, and which require a business purpose describing a connection to the University and the outcome/purpose of the meeting)Per person maximums have increased as follows (INCLUDES tax, tip, food and alcohol; EXCLUDES room rental and other non-food costs):Breakfast up to $35Lunchup to $60Dinnerup to $125Actual amounts may be lower, please consult your department admin.Tips no more than 20%While alcohol no longer has a set per person maximum, all University personnel and their guests are expected to drink responsibly during business functions and travel meals (up to two per person would be considered a reasonable standard)Itemized receipts are required along with proof of payment (credit card receipt alone is insufficient)Participant names and titles are required, along with other information necessary to establish the business relationship with the individual incurring the expense. The majority of business meals are expected to fall well below the maximum amounts permitted TRAVEL MEALS (meals incurred while traveling for University business, although not reimbursable for LOCAL travel)Only reimbursed for actual expenditures up to $75 per day for domestic travel and $125 per day for international travel, and receipts are required (no per diem allowed)Local travel is defined as less than 50 miles one way from Stanford or the traveler's residence, whichever is greater. Barring exceptional business reasons, the University does not pay for personal meals during local travel. A bona fide business meal with a description of business and outcome of the meeting is generally eligible for payment. AIR TRAVEL is expected to be booked via Stanford Travel which includes the following options:Egencia which is a full-service online travel agencyUnited Corporate Direct via or the United App, with Mileage Plus profiles linked to Stanford negotiated ratesCASTO which is an onsite travel agent specializing in complex international travelAIRPORT TRANSPORTATION Travelers should always choose the most reasonable and economical options for their needs, following these guidelines:Bay Area airports: reimbursement of actual costs up to $200 maximumDestination airports: reimbursement of actual costs (no set limit)Car Service: No longer allowed except for special situations (very early or late flight, to or from a remote residence, when traveler needs extra assistance, etc.), or when it makes the most economic sense (such as a group of travelers sharing). A rational justification is required for when this option is used.LODGING is expected to be booked via Stanford Travel which has negotiated rates through Egencia and will alert the traveler when a rate exceeds Stanford’s guidelines. Below are rate guidelines that establish reasonable hotel lodging costs by location. Hotel Lodging Rate Guidance (valid through 2019)LocationAverage Nightly Room Rate (excludes taxes/fees)Domestic$200InternationalExceptionsPalo Alto and vicinity (primarily for visitors)$450New York City, San Francisco$350Geneva, LondonBoston, Chicago, Washington DC$300Hong Kong, Paris, Shenzhen, TokyoLos Angeles, San Diego, Seattle$250Accra, Bangalore, Beijing, Nairobi, Sao Paulo, Shanghai, Toronto, VancouverCONFERENCE HOTELS: Conference hotels may be booked directly with the hotel at the conference rate. Five star hotels may be selected when they are the only hotel for the conference. If the only room available is at a five star property, documentation must be provided showing all other rooms were sold out.AIRBNB: Stanford requires travelers to use Airbnb for Work, where only Work Collection listings are displayed and include self check-in via keypad, private entrance and accommodation (no home sharing with owners), flexible cancellations, Wifi, 24/7 customer support, etc. AirBNB cannot be booked using the Tcard. If you wish to book with Airbnb, you will need to use your own personal card and be reimbursed at the end of your trip Note: If multiple travelers share lodging, per person costs are expected to be lower than averages noted above and accommodations should be reasonable. Stanford’s guidelines state:The total cost should be no more than the average nightly rate as listed above for the first traveler, then 50% or less of the nightly rate for subsequent travelersLuxury accommodations, such as penthouses, etc. should not be booked ................
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