Frequently Asked Questions

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

Yes, the nightly rate should not exceed per diem. In the event that rates at or below per diem are unavailable, you may expense a greater amount (not to exceed 300% of the per diem rate) with documentation and written justification within your Concur expense request.

Please reference the following sites for per diem rates:

• Domestic Per Diem Rates
• Alaska and Hawaii Per Diem Rates 
• International Per Diem Rates

• Stanford Guest house
• The Cardinal Hotel
• Pacific Inn of Redwood City
• The Red Cottage Inn

Lodging direct bills should only include room and taxes. Amenities should not be direct-billed to SLAC.

No, local travel does not qualify for lodging. 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

Conference hotels may be booked directly with the hotel at the conference rate using the SLAC Travel Card. If lodging at a conference hotel is unavailable at (or below) the per diem maximum, a detailed written justification should be included with the Concur expense report. Up to 300% of the per diem maximum, excluding any related taxes, may be allowable at the discretion of SLAC.

If there are unallowable items, such as room service or entertainment (movies, video games, etc.), a manual adjustment should be entered so that the amount can be deducted from you personally. If the personal expense cannot be completely offset by an expense report in the Concur Travel System, please notify Travel and immediately write a check payable to SLAC. 

Checks can be sent to the following address:

• 2575 Sand Hill Rd. MS 16 ATTN: SLAC Travel Office Menlo Park, CA 94025

Non-lodging expenses, such as internet access, should be claimed under the appropriate Concur expense heading (miscellaneous expense), excluding lodging or other related taxes.