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Book air travel, hotels and rental cars through the Stanford Travel program

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Book and Register Your Travel

In order for Stanford to be able to provide support to its faculty, staff, postdoctoral scholars and students when they are traveling on university-sponsored business, the university requires that faculty, staff, students and postdocs book air travel through the Stanford Travel program.

There are limited exemptions to this policy, as found on Stanford's Gateway to Financial Activities (Fingate).


Flights

Faculty, staff, postdoctoral scholars and students booking air fare for university-sponsored travel must utilize a Stanford Travel booking channel in order to ensure reimbursement.  

Booking through Stanford Travel channels allows Stanford to contact you and offer assistance in the event of a major emergency or changing circumstances related to your travel destination. If you have booked your trip through Stanford Travel (e.g. Egencia, FCM (formerly Casto), United Corporate Direct, or Student Universe), your itinerary is automatically registered and you do not need to do anything further.

If you qualify for an exemption and have not used Stanford Travel, see below for instructions on how to register your travel.

Lodging

Travelers have the option to book their hotel outside of the Stanford Travel program. Since booking a hotel through Stanford Travel affords safety benefits and administrative efficiencies, Stanford Travel remains the preferred option. Regardless of the mode of booking hotels, travelers must continue to adhere to Stanford’s lodging policy and register the booking.

Rental Cars

Travelers are no longer required to reserve a car through the Stanford Travel program, but may continue to choose to do so for administrative efficiencies.

Stanford Travel Booking Policy & Travel Registration
Summary Book via Stanford Travel Register Travel
Flight Required, unless exemption applies Required (automatic if booked via Stanford Travel)
Hotel Recommended Required (automatic if booked via Stanford Travel)
Car Recommended Not required

More information can be found in the Stanford Travel Booking Frequently Asked Questions.

Registering Your Travel

Individual Trips

If you qualify for an exemption or have not used Stanford Travel for your lodging, before departing on your trip, register your trip details by forwarding your itinerary confirmation from your Stanford email address to StanfordTravel@itinerary.internationalsos.com

This is an automated email address so sending your itinerary either as the sole text of the email, or as an attachment is recommended.  If there are multiple itineraries (for example, flights, hotel, and car rental), attach only one per emailYou will receive a notification when your itinerary is uploaded successfully. In the event that you are unable to upload your itinerary by email, please register your trip directly in MyTrips by clicking “New User? Register Here” on MyTrips page.

In addition to flight itineraries, you can register hotel, car rental, and train bookings in MyTrips. Enter as much detail regarding your trip as possible (all flight segments, lodging, transportation) and revise any information as necessary. 

You can find out more and manage your trip information directly through MyTrips.  Create a your account/log-in on the MyTrips page.

Uploading on Behalf of Another Stanford Traveler

If you are sending an itinerary on a traveler's behalf, please send the email to the traveler’s Stanford email address and cc StanfordTravel-TO@itinerary.internationalsos.com. If there are multiple itineraries, attach only one per email.

Group Trips and Travel Booked by Third Parties

If you are booking travel for groups of 10 or more persons, or if your trip was booked by a third party (i.e. conference organizer or talk sponsor), registering your travel is as easy as forwarding an itinerary confirmation from your Stanford email address to StanfordTravel@itinerary.internationalsos.com. In addition to flight itineraries, you can register hotel, car rental, and train bookings. 

If you experience any issues with forwarding an itinerary, please contact Global Risk Management (globalrisk@stanford.edu).