Booking Channels
Booking
Benefits of SLAC Travel – Booking Channels
The following benefits are exclusively available through SLAC Travel:
- Reservations are sent and connected to Stanford's International Travel Assistance Program (ISOS)
- 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 and ground transportation providers
- Payment by SLAC Travel Card (T-Card) simplifies expense reimbursement process
- Simplified reconciliation and reimbursement processes; comparison fares are not required unless one of the below occurs for SLAC-sponsored travel
- The trip includes a personal component
- The itinerary is an indirect route
- The fare class is out of policy
- The most economical method of transportation is not selected for a trip, for example, a rental car is selected instead of air travel
SLAC Travel Booking Channels
SLAC Travel is comprised of booking channels that, within them, feature over 50 travel partners, who provide airline, lodging and ground transportation booking services under negotiated rates and terms. Each channel offers various benefits that are described below. SLAC employees are free to choose any channel to book SLAC-sponsored travel.
Egencia
Egencia powers an online booking tool for airline, lodging, and ground transportation that is used primarily to book basic domestic and international travel.
Key benefits:
- Book online or with an experienced travel agent
- Arrange travel on behalf of other faculty, staff or visitors
- Accrue supplier loyalty program points and eligible benefits
United Corporate Direct
United Corporate Direct (UCD) offers SLAC discounts to SLAC travelers who prefer to book directly online with United and will link their United loyalty account to the UCD program as well as automatically feed their itineraries and e-receipts to Concur
Key benefits:
- United MileagePlus members can book on United.com or the United App
- Stanford-negotiated rates will display
- Send itemized e-receipts directly to Concur, starting your expense report for you.
- Travel reservations are available in Concur and TripIt where you can access them anytime, anywhere
Permitted Use for 100% Leisure Travel
Get Assistance with SLAC Travel Booking Channels
See the table below to make a reservation through SLAC’s Travel booking channel or to get help with a reservation.
| booking channel | phone support | email support |
|---|---|---|
| Egencia Book online or with an agent |
24 hours a day: |
slac@customercare.egencia.com Monday through Friday, 5 a.m. to 5 p.m. PST |
| United Corporate Direct (UCD); Book online only You must already be enrolled to book on united.com or the United Airlines app |
UCD travel cannot be booked by phone. Book through united.com or the United Airlines app |
ucdhelp@united.com (For assistance accessing UCD rates. Response to emails will be sent within 24 hours Monday through Friday.) |
Grace Period
Please note that as of Oct. 4, any SLAC travel expenses incurred by booking through outside sources or using a personal credit card may not be reimbursed. There will be a transitional period from Oct. 4, 2021 to Nov. 30, 2021 where employees who used their personal card can seek reimbursement. Beginning Dec. 1, 2021 the T-Card policy mandate will be enforced, with any exceptions being approved by the Controller.
Guidance for Booking Travel
Through SLAC Travel, SLAC employees can book travel for themselves, SLAC visitors and on behalf of other SLAC employees (with approval) as travel arrangers. All travel booked through SLAC Travel may be paid for by the Travel Card (T-Card). For an overview of the considerations for planning and reimbursing travel, visit the Travel and Expense Policy.
Responsibility
It is the responsibility of the individual incurring expenses, those who assist others with incurring expenses and those involved in the preparation and approval of reimbursement requests or financial transactions to exercise good stewardship of SLAC funds and to adhere to SLAC’s policies. The individual incurring the expense and the appropriate administrator must ensure that all costs are in compliance with SLAC Travel and Expense Policy prior to purchasing.
REQUIRED USE OF SLAC TRAVEL CARD (T-CARD)
To expense SLAC-sponsored travel, travelers must use a SLAC Travel Card (T-Card) and the SLAC Travel Booking Channels when booking airfare, hotels or car rentals.
Exclusions to this policy include:
- New hires
- Visitors
- Sponsored Guests
- Non CWR-SU employees such as Stanford University faculty, staff, students, postdocs and fellows
AIR TRAVEL
The Fly America Act requires all flights charged to federal awards (SLAC DOE funds) be booked with U.S. flag air carriers. The requirement applies to all travelers, including a foreign visitor's flights.
U.S. air carriers may designate foreign air carriers that codeshare with a U.S. flag carrier by showing as "operated by" on the flight taken. If there is no U.S. carrier to the destination, the traveler must take a U.S. carrier as far as possible. By law, additional cost for U.S. carrier flights is not sufficient justification to fly on foreign carriers.
Codesharing
Codesharing is when an airline ticket is issued by one airline but operated by another. When a U.S. flag carrier leases seats on a foreign carrier and the ticketing code is from the U.S. airline, it meets the Fly America Act requirements. Any airline used by the U.S. airline as a codeshare is approved.
For example:
-
Delta Flight 6717 operated by Aeroflot Russian Airlines meets the requirements for Fly America Act.
-
The same flight purchased as AEROFLOT Russian Airlines 107 does not meet Fly America Act requirements.
An itinerary, invoice or boarding pass normally provides proof of codeshare. If there is no documentation showing the U.S. carrier code and flight number, the flight cannot be charged to SLAC DOE Funds.
Open Skies Agreements: Exceptions to Fly America Act
One exception to the Fly America Act is the Open Skies Agreement. The U.S. General Services Administration (GSA) states that qualifying travelers, whose travel is supported by federal funds may travel on certain foreign airlines as well as U.S. flag air carriers.
If any portion of a flight using federal funds is not flown on a U.S. air carrier, a FAA Waiver Checklist must be completed and attached to the Concur Expense Report at time of reconciliation/reimbursement as support for using a foreign air carrier. If at least one exception is found on the form, then travel may be completed using a foreign air carrier.
For policies and guidance related to air travel on offical SLAC business, refer to the links below:
-
Fly America Act Flowchart - Visual to aid in booking Fly America Act compliant airfare
Hotel and Lodging
Lodging can be booked for SLAC Business travel with Egencia.
General guidance and information related to hotel and lodging can be found in the Travel and Expense Policy.
Ground Transportation
Ground transportation can be booked for SLAC Business travel with Egencia.
General guidance and information related to the use of government or personal vehicles, rental cars and ridesharing services/taxis can be found in the Travel and Expense Policy.
RESOURCES
- Follow our Slack channel #slactravel for announcements and updates
- Subscribe to our Newsletter
- Learn more about upcoming events
