Travel Guidelines for Presenters
SITE is funded by a grant by the National Science Foundation (NSF) and requires that all travel is conducted in the most economical method. Please submit your reimbursement request within 30 days after attending SITE 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.
Traveling Within 50 Miles to Stanford
- University-sponsored travel may occur within or outside of the local area. Travel is considered outside of the local area when the destination is 50 miles or more one way from the traveler’s home or Stanford’s historic campus, whichever is greater. This definition is applicable to some travel expense policies, for example, hotel lodging reimbursement, where the university will only pay for hotel lodging expenses when the trip is outside of the local area.
- 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.
COVID-19 Policy for Visitors
The guidelines are for on-campus activities relating to COVID-19 for Stanford visitors (e.g., temporary community members, such as visiting scholars and researchers, as well as members of the public).
- All visitors arriving from domestic and international destinations must adhere to current Stanford travel policies, please visit the travelers page here for more information on these requirements.
- Face coverings are no longer required at Stanford, but are strongly recommended while indoors.
- If a visitor tests positive for COVID-19, within 10 days of being onsite, they must complete the General COVID-19 Case Reporting Form.
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.