Sponsored Guests & Hosts
Are you visiting SLAC as a guest?
Sponsored guests are invited to SLAC from around the world to speak, collaborate, and study.
This page provides essential information and resources for individuals who are visiting SLAC as sponsored guests as well as for the SLAC host. Whether you are a researcher, contractor, or collaborator, we are here to support you throughout your stay.
Here is important information you should know:
- Visitors are expected to adhere to SLAC's Travel and Expense Policy regarding class of flight, lodging costs, and meal costs.
- To get reimbursed at SLAC, an expense report must be submitted through SLAC’s Concur Travel System.
- Contact your SLAC host to set up a Concur Sponsored Guest account.
- The "Logging in as a Sponsored Guest" guide provides instructions for logging in as a Sponsored Guest for the first time.
- Airfare must be booked on a U.S. carrier unless exceptions apply.
- SLAC reimburses Sponsored Guests for their actual meal costs. Remember to collect your meal receipts to assist in preparing your expense report.
- Learn how to submit an expense report in Concur, using the "Creating a Sponsored Guest Expense Report" guide.
- For more information on how to use Concur, please refer to the available Sponsored Guest Quick Start Guides.
If you are a non-U.S. citizen or permanent resident, it is mandatory to check in with the SLAC International Services Office (ISO) upon arrival. Make sure to bring your passport, I-94, and visa.
- For specific travel-related questions regarding your visit to SLAC, please contact your SLAC host.
- For general inquiries about SLAC travel, contact travel@slac.stanford.edu.
SLAC uses Santa Clara County with the Lodging per diem rate of $192
| Destination | County | M&IE Total | Breakfast | Lunch | Dinner | Incidental Expenses | First & Last Day of Travel |
| SLAC | Santa Clara | $92 | $23 | $26 | $38 | $5 | $69.00 |
Important Notes for Guests
- Guests traveling to a foreign location must submit a Foreign Travel Authorization (FTA).
- Guests who wish to attend a conference need to complete this form to request attendance. Travel will email you once approved.
- Guests who are unable to complete their trip and whose airfare was purchased using SLAC funds through a SLAC Travel Card should submit a Visitor Unused Ticket Affidavit.
- Guest logging into Concur will require a two-factor authentication(2FA), please refer to the Sponsored Guest Guides on how to setup and log in with the two-factor authentication.
SLAC Hosts
The sponsoring member of the Senior Management Team (SMT) should issue a formal letter of invitation to summarize the terms of the visit.
Sponsored guests who are non-U.S. citizens/permanent residents are required to check in with the SLAC International Services Office (ISO) with their passport, I-94, and visa.
| Templates | Use Case | Expenses Covered |
| Sample Letter #1 | Invitation to SLAC for stays 30 days or less | Full reimbursement |
| Sample Letter #2 | Invitation to SLAC for stays >30 days | Full reimbursement |
| Sample Letter #3 | Travel to offsite | Full Reimbursement |
| Sample Letter #4 | Travel to SLAC | No Reimbursement |
Concur's Sponsored Guest feature allows SLAC visitors and relocating individuals to manage their travel expenses. An authorized SLAC host must set up the Sponsored Guest Account in Concur. Returning guests can use their existing accounts. Inactive accounts can be reactivated by a host. To be added as a new sponsor or delegate to a guest's profile, email travel@slac.stanford.edu
Travel reimbursement for a visitor is processed using the Concur Travel System. Either the sponsored guest or a SLAC host can create an expense report in Concur for reimbursement (the guest must submit it). Please refer to Creating a Sponsored Guest Expense Report. For more information on how to manage guests in Concur, please refer to the Quick Start Guides.
Send your guest an email that provides links to the relevant travel resources they will need for booking and getting reimbursed in Concur. Modify our Sample Letters or create your own.
If a guest cannot log in and requires a password reset, please send an email to travel@slac.stanford.edu and Travel will provide the traveler with their new password.
Travel arrangers can book on behalf of sponsored guests using a Guest Profile in Egencia. Arrangers will need the traveler's name, date of birth, and gender for booking flights. The information obtained from the traveler should match the government-issued ID they intend on traveling with.
Sponsored guests have the ability to independently make airfare reservations through the Meetings feature in Egencia. However, access to this particular section of Egencia is restricted to Department Travel Admins who have completed the requisite training.
To set up a Guest Profile in Egencia or to learn more about the Meetings feature, email travel@slac.stanford.edu.
Enterprise Direct Bill Reservations are available for authorized Travel Administrators who make reservations for invited guests. These reservations are charged directly to the department's SLAC Travel Card. Please ask your SLAC point of contact to make a reservation for you in advance.
Travel Administrators can request an Enterprise SLAC Department Agreement and refer to our How to Check Out Rental Car with an Enterprise Direct Bill Account in Egencia resource.
- Create an invitation letter and have it signed by a Senior Management Team (SMT) member or a designated approver. Utilize the sample Invitation Letter templates (authentication required) for reference.
- Forward the signed invitation letter to the invited guest.
- Organize travel using Egencia and pay with the SLAC Travel Card. Alternatively, guests may self-book and request reimbursement later.
- Ensure foreign guests check in at the International Services Office (ISO) in SUSB (bldg 53, 1062) with their passport, I-94, and visa. ISO verification of foreign guest visas is needed for reimbursement, excluding U.S. citizens or permanent residents.
- Guests can independently create expense reports in Concur. Alternatively, an expense report can be created by an administrator on behalf of the traveler in Concur. A copy of the invitation letter and relevant receipts must be attached. Note that only the guest can "submit" in Concur.
If preparing the expense report, it's recommended to gather meal receipts from invited guests. To claim actual meal expenses (within per diem), one of the below options must be submitted in Concur:
a. Comments detailing daily meal costs, using actual amounts, regardless of exceeding per diem.
b. An email attachment from the traveler indicating actual meal expenses (if receipts are missing). Note that emails, where travelers are being asked leading questions, are not acceptable as a backup.
c. All actual receipts are included in the expense report.
If you require system permissions or have inquiries about setting up a sponsored guest account in Concur, please reach out to the Travel Office.
SLAC Contractors and Vendors
Travel expenses for vendors who travel on behalf of SLAC through a Purchase Order should submit their expenses to the company they work for. The company should then invoice SLAC for the travel expenses. Vendor expenses are not reimbursed through SLAC Travel.
