Frequently Asked Questions

SLAC travelers are not required to book the Southwest "Basic" fare. The Southwest “Choice” fare is allowable and may be selected when booking airfare. 

Note: Choice allows travelers to select a standard seat at booking, offering more flexibility than Basic, where seats are assigned at check-in. If you’re unsure which fare to select, book Southwest Choice or contact the Travel Team for guidance before completing your booking.

 Standard fares are reimbursable. Optional charges like priority pickup or wait time fees are only reimbursable if there’s a valid business reason. Include justification in your expense report or contact the Travel Team if unsure.

Yes, however, laundry costs can be expensed if the business trip exceeds six days. Trips to foreign countries and locations outside the continental U.S. (e.g., Hawaii, Alaska, etc.) do not qualify for laundry allowances.

Yes. SLAC will normally reimburse reasonable airline transportation expenses - Cost for transportation to and from the traveler’s home to the airport in the following instances:

• Recording mileage from the work/home location to the airport when using a personal vehicle
• Using a taxi, shuttle, or ride-sharing service
• Parking expenses incurred while on travel for either a personal or a rental vehicle

Only the driver named on the car rental agreement is covered by the rental agency's basic insurance. The driver on the agreement may not leave the state in which it is rented without the rental agency's permission.

In addition, Stanford University self-insures against risk for all employees and students who rent a car from any agency while on SLAC business within the continental U.S. (this includes Alaska). Copies of the university's Certificate of Self-Insurance can be obtained through Stanford's Office of Risk Management. The university’s insurance policy does not cover visitors, so they should opt for a Loss damage waiver (LDW), Collision damage waiver (CDW), etc.

Additional Car Rental Insurance

• SLAC travelers should not elect additional car rental insurance within the continental United States (this includes Alaska). 
• SLAC travelers should accept additional car rental insurance in foreign countries and Hawaii.

Additional insurance coverage includes the following:

• Loss damage waiver (LDW)
• Collision damage waiver (CDW)
• Personal accident insurance (PAI)
• Personal effects coverage
• Liability coverage or supplemental liability insurance (SLI)
• Emergency roadside assistance (ERA) or roadside assistance program (RAP) 

Before renting a car, the traveler should consider shuttle services, ride services, and taxis, particularly for transportation between the airport and lodging, which are typically more economical options. When the use of a rental car is the most economical form of transportation, SLAC will pay rental fees for compact, intermediate, or standard-size automobiles and automobile-related expenses, such as fuel, tolls, and parking.

Non-standard rental car options, such as vans, SUVs, and 4x4s, can be expensed with appropriate business justification, which should be included in the Concur expense request. 

Exceptions include:

• Free upgrade (must provide documentation indicating there is no cost difference)
• Transporting SLAC equipment
• More than one SLAC-supported traveler in the car
• Physical and medical limitations (must be pre-approved by the SLAC Occupational Health Center)

A reimbursable car rental receipt must show the following information:

• Car rental dates
• Car rental company
• Car rental class (e.g., A, B, CCAR, and ICAR)
• Itemization with individual taxes and fees shown
• Total cost
• Proof of payment (the type of card used and the last 4 digits of the card number)

In the event of an accident involving a car rented for SLAC business, the traveler should:

• Not discuss or admit liability or make any statement, except to police officers.
• Obtain names, addresses, and phone numbers of all persons involved, including any witnesses.
• Request the name, address, and phone number of the legal owner of each vehicle involved.
• For accidents, report to the local police.
• For accidents on Stanford property, report to Stanford Police at (650) 723-9633
• Promptly notify Risk Management of the accident by submitting the information electronically to Risk Management. The traveler may also call (650) 723-4555. Refer involved parties to Risk Management for insurance responses.

Yes, travelers need to obtain authorization to rent a car. 

• Domestic travel: Travel Authorization
• Relocation: Offer letter
• Visitor: Invitation letter