Frequently Asked Questions
Do you have a Travel question?
To quickly find what you’re looking for, use the search bar or drop-down button below to filter FAQs by keyword or category.
If an employee is fully utilizing Stanford University Funds and they only have one job record at SLAC, they will not have access to Egencia through Stanford University. They would be considered a "visitor" and their travel would be considered an Exemption to Stanford's Travel Booking Policy.
- The use of Egencia is prohibited because the fees associated with accessing it are paid with SLAC DOE funds.
- The traveler can work with someone at the university to book under their Egencia Guest Profile with a Stanford Department Travel Card.
- Alternatively, the traveler can use any travel site with their personal card and seek reimbursement post travel through Ofweb.
If an employee is fully utilizing Stanford University Funds and they have a dual appointment (one job record at Stanford University and one job record at SLAC), they will have access to Egencia through Stanford University and SLAC.
- The traveler should use the access through Stanford University and abide by Stanford University's Business and Travel Expense Policies.
- If the traveler has Travel Cards at both Stanford University and SLAC, they should use the Stanford Travel Card to incur expenses.
Yes, please submit an expense report to reconcile the T-Card transaction.
An Egencia Proactive Refund Fee is a 30% service fee charged by Egencia for proactively processing and recovering the value of an unused airline credit.
The expected refund turnaround is approximately 37 days, according to Egencia. If the refund takes more than 60 days (two billing cycles), Egencia can escalate the matter for resolution.
Contact Us for More Information
Please view our Travel and Expense Policy for details about reimbursable and non-reimbursable expenses. For all travel expenses that are not reimbursable, you must not incur/reconcile a Travel Card (TCard) expense or seek reimbursement.
