Frequently Asked Questions
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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.
Yes, standard economy electric rideshare options are allowed and reimbursable. Examples include Uber Electric (previously Uber Green).
However, premium electric rideshare options, such as Uber Comfort Electric, are not reimbursable unless there is a valid business justification and an approved exception. Travelers should select the standard economy fare option whenever available.
No. Premium rideshare classes are generally not allowable unless there is a documented business need. Without appropriate justification, reimbursement is limited to the cost of a standard service (such as UberX or Lyft Standard). Any additional cost is the traveler’s responsibility, and a standard‑fare comparison must be included with the expense report.
SLAC considers certain rideshare options (e.g., Waymo, Uber Black, Uber Comfort, Uber Comfort Electric, UberXL, Lyft Black, Lyft Extra, Lyft XL, Tesla on Call, etc.) to be premium services.
An unallowable travel expense is not reimbursable and cannot be charged to DOE. If the expense was charged to a Travel Card, the traveler must enter a manual adjustment to deduct the unallowable amount and designate it as a personal expense. If a balance remains after the adjustment, the traveler must contact their directorate business team to obtain a Stanford unrestricted Project Activity (PA) to clear the remaining charge and repay SLAC
Travelers may not be able to create or submit an expense report if the associated travel request is still pending approval or was never approved.
Required travel authorizations should be obtained before travel begins. Expenses incurred without the required pre-trip authorization may be subject to exception review and are not guaranteed reimbursement.
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.
SLAC reimburses standard economy rideshare services only, including UberX, Lyft Standard, and Uber Electric. Travelers are encouraged to choose these options whenever available.
Premium rideshare options, such as Uber Comfort Electric, Waymo, Uber Comfort, Uber Black, and similar upgraded services, are not reimbursable unless an approved business exception applies.
SLAC reimburses employees for eligible business expenses they actually incur while conducting official business. If a portion of a travel expense is paid using loyalty points, promotional credits, reward certificates, or credit card benefits, that portion is not an out-of-pocket expense and therefore is not reimbursable. The reimbursement amount is therefore based on the net amount paid after all discounts and credits have been applied.
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.
