Travel Policies and Reimbursements
General Travel Policy
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.
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.
Travel to Main Campus
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.
Beginning in 2021-2022 academic year:
All Hopkins Marine Station post-docs 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.