Travel Guidelines for Presenters
As SITE is funded by a National Science Foundation (NSF) grant, travel expenses are reimbursed only up to the amount provided in the invitation letter. NSF requires that all travel is conducted in the most economical method. Please submit your reimbursement request within 30 days and include a copy of your receipts showing itemized invoice and proof of payment.
- Stanford will only reimburse economy class at lowest available airfare. Only a flight from your home institution to Stanford and back will be reimbursed. If you must travel from a different location, please provide reason and documentation of comparable direct airfare made at the time of your ticket purchase.
- Mineta San Jose (SJC) and San Francisco (SFO) airports are equidistant from Stanford.
- Compliance with Fly America Act. A person traveling on funds provided by the federal government must use a U.S. flag carrier (an airline owned by an American company), regardless of cost or convenience.
- See list of U.S. Flag Air Carriers and Code Share Alliances and Policy Notes for Fly America Act and Open Skies Exceptions.
- When scheduling international travel that is federally funded, you must ensure that all flights, where possible, are scheduled on U.S. flag carriers or on foreign air carriers that code share with a U.S. flag carrier. Please note: Code sharing: when two or more airlines “code” the same flight as if it was their own.
- Driving in lieu of flying cannot exceed the documented cost of airfare plus ground transportation.
- Stanford will reimburse a maximum room rate of $450/night.
- Internet access is eligible for reimbursement. However laundry, in-room entertainment, and convenience food are not eligible.
- Stanford provides a $200 maximum round trip reimbursement for the actual costs of transportation to or from residence/airport and airport/lodging. This reimbursement amount can be used to cover personal mileage, parking fees, ride-hailing service charges and taxi fares.
- When the use of a rental car is the most economical form of transportation, the university will pay car rental fees for compact, intermediate or standard size automobiles and automobile-related expenses, such as fuel, tolls and parking. Stanford carries a blanket car rental insurance policy for business travelers. Additional car rental insurance is not reimbursable (e.g., loss damage waiver (LDW), collision damage waiver (CDW), etc.). Any portion of the cost of a rental car attributable to the personal use by the traveler will be deducted from reimbursable expenses.
- For personal auto, travel for distances over 200 miles is on an exception basis. Expense must be less than or equivalent to economy airfare.
- Meals are provided to workshop participants. Per diem may not be claimed. Only the cost of meals purchased on travel days can be reimbursed; itemized receipts are required and no alcohol is allowable.
SITE is funded by grants from the National Science Foundation and the Stanford Institute for Economic Policy Research (SIEPR) with additional support from the Stanford Graduate School of Business and the Stanford School of Humanities & Sciences, Department of Economics.