Travel and Reimbursements

General Travel Policies

The following guidelines are general university policy; however, schools, units and faculty may choose lower maximums for food, lodging, and travel expenses.

Please note: At Hopkins, these amounts are variable across PIs and labs, so it is important for individuals to consult with their faculty member or sponsor regrading their specific policies, including daily limits and what may or may not be allowable, e.g., alcohol. Additionally for Hopkins-affiliates, receipts are required for all expenses regardless of amount.

For all reimbursements, including TG, travel to campus, etc., use the Reimbursement Request Form and submit to Doreen: dzelles@stanford.edu.

Booking Travel

Stanford requires the use of a centralized program, Stanford Travel, when faculty, staff, postdoctoral scholars and students are booking air fare, hotels, or rental cars for university-sponsored travel. There is a specific-site tailored for student use as well, Student Universe

Paying for Travel

Personal funds may  be used, and a request for reimbursement can be submitted after the trip; more information can be found at Travel Process. Additionally, travel advances can be requested and used pay for travel (e.g., airfare or pre-paid lodging) for students, staff and faculty who meet the following criteria:

  • The faculty, staff or student travels infrequently on university business, does not have access to an individual or department Stanford Travel Card (TCard), and/or is experiencing a financial hardship.
  • The traveler must be a current faculty, staff or student (not on any type of leave, including sabbatical).
  • There are no outstanding advances issued to the traveler.
  • The travel booking is within policy, (i.e., is booked through Stanford Travel)

Timing of Advance Request

Generally, before an advance request is initiated, the travel purchase should have already been made by the traveler. The advance will be requested for those out-of-pocket amounts citing the relevant advance criteria, a thorough business purpose and including receipts and/or documentation for the purchases. The request must be made at least 10 business days before the travel begins, but no more than 30 days in advance of a domestic trip or 180 days in advance of an international trip, otherwise the preferred method would be for the traveler to submit a request for reimbursement after the trip. An exception to this would be if the trip will span an extended period of time.

Reimbursement Procedures and Policies: Receipts and Documentation

As described in Business and Travel Expense fundamentals, reimbursement requests must include sufficient documentation to support the business purpose and alignment to the purpose of the funds. Departments and units may have more restrictive requirements for receipts and documentation at their local discretion.

For all reimbursements, including TG, travel to campus, etc., use the Reimbursement Request Form and submit to Doreen: dzelles@stanford.edu.

 

HMS Travel to Main Campus

Station Cars

The station has several cars for use to commute to Palo Alto. All use must be university-related, but vehicle use does include travel to main campus or Redwood City for medical services. 

Reservation Forms and Calendars

Short term stays on main campus: The Graduate Life Office (GLO) has a handful of emergency housing rooms that Hopkins’ students can use if there is a surplus. They can’t be reserved much in advance, but you can call or email GLO the day before or morning of your trip and request a room. Let them know you are from Hopkins and that Laurette Beeson has approved use for Hopkins’ students. Call 650-736-7078 or email graduatelifeoffice@stanford.edu

Travel Funds

  • All Biology PhD Hopkins Marine Station students in years 2+ are eligible for an annual stipend of $500 to account for expenses that arise from the need to travel to and from main campus or stay overnight (e.g., the need for urgent medical attention on campus, an important meeting that is called on short notice, etc.). Please submit all accommodation receipts to Doreen and cc Abby. For mileage reimbursement (.56/mile), please include a spreadsheet with dates travelled, destinations and miles logged.

  • For more sustained, predictable expenses (e.g., you need to be on campus for several days in a row to use specific machines), students should present Hopkins Marine Station Co-Directors with a plan and budget for their expenses on a quarterly basis. Please submit your plan near the beginning of the quarter in which the expense will occur. Once the proposed expenses have been approved, you can then turn in receipts to Abby and you will be reimbursed.  Note: these funds are only intended to cover out-of-pocket expenses that cannot be covered by a student's advisor.

For all reimbursements, including TG, travel to campus, etc., use the Reimbursement Request Form and submit to Doreen: dzelles@stanford.edu.