Frequently Asked Questions

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.

Stanford's Business Travel Accident Insurance covers accidental death and dismemberment while traveling on business. It does not cover COVID-19 infection.

No, local travel does not qualify for meals. However, an exception may be approved for a traveler whose residence is less than 50 miles from the destination point when the assignment requires workdays in excess of 12 hours, thereby putting traveler safety at risk.

In this extraordinary circumstance, the traveler should submit a domestic travel authorization and include all of the following documentation when submitting an expense report:

• A written justification, including backup documentation for the length of each day in excess of 12 hours. Examples of backup documentation include an invitation letter, meeting or review agendas, beam time assignments, etc.
• Documented approval of the exception by the appropriate member of the SMT

Meals provided to employees during travel should be deducted from the per diem amount that they are claiming. For guidance on deductions, refer to the Deducting Provided Meals Quick Start Guide.

Please reference the following sites:

• Domestic Per Diem Rates

• Alaska and Hawaii Per Diem Rates 

• International Per Diem Rates

Amounts received on the first and last day of travel equal 75% of the total M&IE in accordance with GSA guidelines.

When travel expenses for SLAC are shared by SLAC and Stanford University, even if only a minority of the travel expenses are sponsored by SLAC, the trip is considered split.

• Split travel must be purchased through a SLAC booking channel. SLAC T-Cards cannot be used to purchase split travel. SLAC will reimburse for the appropriate portion of the necessary travel expenses. The expenses must be outlined clearly in the expense report submission in Concur.
• Section 5.4.2(2) of Stanford University's Admin Guide indicates that "If it is not easy to separate out the costs that will be covered by SLAC, the Stanford Travel Card may be used to pay for the total cost of the trip, then Stanford must be reimbursed by the traveler or travel arranger for the SLAC portion. See How To Return Personal Expenses Charged to a Travel Card."

A detailed business justification is needed as to why their charge number for travel expenses is different from the effort. As long as this is included in the expense report as a comment, and the respective FA for the PA approves, that is all that is needed.