Stanford Student Organization Travel
Student groups traveling on behalf of Stanford must follow all university policies. Here you can view the most recent policies and plan accordingly.
- Updated: 06.28.24
Please note these policies are subject to change based on current public health guidelines.
Purpose
Prior to booking any domestic or international travel on behalf of the University, including your student groups, it is required that you follow the travel process outlined below.
In order to be in alignment with:
- University Travel Policies
- Clery Act reporting
- preventing out-of-pocket expenses by using your personal credit cards
Travel that impacts class attendance and other academic requirements must be pre-approved with your student group faculty/staff advisor, including the Office of Student Engagement, as well as the impacted faculty for approval.
Domestic Travel Policies
Domestic travel, including overnight travel, for student groups representing Stanford University is permitted. Travel, in the name of your student group, must be aligned with the pre-approved scope of activities in your constitution on file with OSE in CardinalEngage.
- It is recommended to book refundable flights and hotels/lodging when reasonable. When purchasing nonrefundable tickets, consider purchasing travel insurance.
The student leader is responsible for
- Collecting the university waiver from each participant prior to departure, if:
- traveling outside the 150-mile radius
- overnight stays
- or engages in higher risk activities (i.e. adventure sports, etc.)
- Making sure that participants do not exceed the capacity of the lodging (hotel, AirBnb, etc.). Any damages will be billed to the participants.
- Confirming the funds are in your account with your financial officer prior to making any financial commitments.
- Making it clear with participants, prior to departure, who bears responsibility in covering travel costs.
Travel Requirements
Adventure Trips
- Any adventure trip (more than day hiking), must be approved by the Stanford Adventures Program and all participants must sign University waivers.
AirBnb/Block Booking
- Please submit a registration form for our records after you book your AirBnb or block booking for Clery Act compliance, and get reimbursed or complete a cash advance.
Automobile
- Anyone driving on behalf of Stanford must have a current, valid driver's license and proof of comprehensive automobile insurance.
- When renting automobiles, the university requires purchasing additional comprehensive automobile and liability insurance provided by the rental company.
- When traveling, the student organization should maintain a list of the driver's name, phone number, and occupants for each car, the general itinerary of the trip, and the name and phone number of an official emergency contact on campus.
- Student organizations are prohibited from renting or operating 15+ passenger vans. 10 or 12-passenger vans (driver included) are permitted.
Buses
- It is required that buses be arranged through Stanford Transportation, which ensures that all necessary insurance is obtained and that outside bus vendors meet university insurance requirements. All rental bus companies must provide proof of insurance that meets all university requirements.
Hotel and Flights
- Contingent to your organization having funding, if your student organization is paying for your travel, the individual or group organizer is required to fill out one of the forms below to book flights and/or hotel. Please fill out the form only once for the group per trip; not every traveler needs to fill out the form.
- To book a hotel, including a block of hotel rooms, you are able to book directly with the hotel and get reimbursed after your stay. In addition, you are welcome to use StudentUniverse to book your hotels and bill directly to your ASSU account. Alternatively individuals can use Egencia to book individual stays via your Egencia profile.
- If you book your own flights, outside of Student Universe or Egencia, you are required to, using your Stanford email, have each VSO member forward airfare confirmation itinerary exactly as it was received to Stanford@tripdata.crisis24.com. Please avoid sending attachments (PDFs, etc.). You will receive a notification when your itinerary is uploaded successfully.
- If you book your own hotels, including AirBnb, you are required to fill out the registration form and forward your lodging to Stanford@tripdata.crisis24.com, to be used as part of the mandatory reporting for the Clery Act and Crisis24 registry.
- For StudentUniverse, please follow the following process depending on the number of students traveling.
- Individual or Groups (less than 10 traveling together) - Submit an OSE/ASSU Travel Booking Request form at least 7 business days in advance of your trip. A StudentUniverse representative will contact you within 24 business hours. Your group will be directly billed to your ASSU account.
- Groups (10 or more traveling together) - Submit the Group OSE/ASSU booking request form at least 14 business days in advance of your trip. Please note that on occasion group rates may be higher than booking individually given calculations made on average ticket costs. Your group will be directly billed to your ASSU account.
- For travel booked after the above deadlines, please visit this website to book online. You will be charged directly to your personal credit card and be reimbursed after your travel.
- For emergency assistance while traveling, please contact the StudentUniverse Customer Care Center support number: (800) 272-9676. Any changes to travel restrictions will be communicated to all student organizations as soon as possible.
- For Egencia, an online booking system, please follow the following process for booking airfare and lodging. Egencia is used primarily to book domestic and standard international trips, either online or with an experienced travel agent.
- For group and program travel please submit a support request and the Stanford Travel Office can provide guidance and recommendations on how to book and manage group travel.
- To book online for individuals, log into your Egencia profile with your SUNet ID and password here.
- If you need assistance with an Egencia reservation please contact Egencia directly. Phone support 24 hours a day: (202) 414-2334.
- Email support Monday through Friday, 5 a.m. to 5 p.m. PST.
- For flights, please explore pricing for the full passenger group across all platforms. Note, comparing one solo ticket to another will result in inaccurate final costs for the group due to airlines’ fluctuating costs for multiple tickets.
- For StudentUniverse, please follow the following process depending on the number of students traveling.
| Considerations for Platform | Student Universe | Egencia | All Other Booking Platforms |
|---|---|---|---|
| Recommended For | Group Travel. Specifically when the group should be booked together on the same flight. | Individual ticketing. Consolidated VSO tracking of group travel on platform | Airlines not available on aforementioned platforms |
| Groups Under 10 People | Individual books with an agent or online | Individual books with an agent or online | Airlines not available on aforementioned platforms |
| Groups Over 10 People | Submit a Group Booking Request with a minimum of 15 business days notice | Group travel can be managed via the online Egencia Meeting Tool or Group Trips feature. Note: individual reservations only. Egencia does not support booking multiple individuals together on a single reservation. | More airline options including some not available on aforementioned platforms |
| Fare Difference | Group travel often averages ticket prices. The price you see for a single ticket will often not reflect the cost per ticket for the whole group. | Only shows individual fares. As space on the plane is booked, the cost per ticket will increase. Egencia suppresses Basic Economy so you will not see the cost of those fares. | We recommend not purchasing basic fare, in order to give you the most flexibility in case of any changes to travel. |
| Use of ASSU Credit Card: Direct Bill to VSO | Only for groups of 10 or more if booked using the Group Booking Request. | Only for airfare if an Egencia meeting is set up for your VSO. Must reach out to stanfordtravel@stanford.edu to get set-up. | Submit for Reimbursement in a timely manner |
| Stanford Helpline | X | X | On your own |
| Automatic Crisis24 Registration for emergency medical aid, security support & evacuation, globally | X | X | Using your Stanford email, VSO members MUST forward airfare and/or lodging confirmation itinerary exactly as it was received to Stanford@tripdata.crisis24.com. Please avoid sending attachments (PDFs, etc.). You will receive a notification when your itinerary is uploaded successfully. |
| Booking Support | X | X | On your own |
| Additional Considerations | Can book hotels | Can book hotels | The Stanford Travel team is unable to support reservations made outside the Stanford Travel booking channels. Stanford’s travel benefits (negotiated discounts etc.) will not apply. |
Rideshare/Ground Transportation: Uber
- We have partnered with Uber to facilitate financing rides taken for VSO activities. All VSO members are eligible to enroll in the program to directly charge the VSO account for pre-approved rides, thus removing the need for reimbursement of personal funds. To sign up each member for access to this portal, please follow the directions by downloading the Uber guide to add members.
- Once enrolled, you will be directly billed to your ASSU account when using Uber on behalf of your student organization.
- Note: Utilize your existing Uber app to access the “Stanford Student Organization” account. Joining the “Stanford Student Organization” will automatically create an OSE/ASSU profile in-your existing Uber account. You can then toggle between the OSE/ASSU profile and your personal profile within the same Uber app.
- If you already have an Uber account, please do not create a new Uber account. Accounts with your non-Stanford personal email can be linked to this program. The OSE/ASSU profile will attach to your existing account. If you do not have an Uber account, please set one up in order to join the “Stanford Student Organizations” account.
- We will continue to monitor other alternatives for rideshare/ground transportation.
See
- Risk Management and information on Stanford University Trip Safety Guidelines, Guidelines for University Vehicles, Rentals, Accidental Reporting and Personal Vehicles and Waivers.
- Parking and Transportation
International Travel
Limited international travel for voluntary student organizations representing Stanford University for conferences, events and competitions, will be permitted with registration and approval from the Office of Student Engagement at least a month prior to departure. Any unregistered travel will not be reimbursed by your ASSU account retroactively. Travel, in the name of your student group, must be aligned with the pre-approved scope of activities in your constitution on file with OSE in CardinalEngage. We will continue to monitor the situation, in the event we need to offer additional guidance, including travel restrictions.
International Travel Programs Sponsored Abroad. The university does not permit any student groups to sponsor new on-going international travel programs abroad because of the level of resources needed to manage them is beyond the scope of a voluntary student organization. This means that Stanford will not approve new student group proposals that are based on any form of international travel abroad. Other Stanford groups can not sponsor international travel programs to another country unless fully vetted and approved on rare occasion.
International Travel While Representing Stanford. Students that are members of student groups and traveling to perform or compete may travel but must follow all University guidelines for international travel and actively consult with OSE prior to confirming trip (including booking of any travel). All participants must sign University waivers.
Per the International Travel Policy, Stanford student groups are prohibited to travel to countries or regions and locations within a country where International SOS risk rating (either the medical risk or travel risk) is “High” or “Extreme,” or where there is other reliable information of significant health or safety risks for either the country destination, or for the particular region or location of intended travel within the country destination, or where there is other reliable information of significant health or safety risks. A location’s International SOS medical and travel risk ratings may be found here.
The participant is responsible for
- Confirming that their individual medical insurance plan covers them overseas.
- Reviewing this checklist.
- Enrolling and completing the International Academy 2022 Canvas Course prior to departure.
- Submitting the university waiver to the student leader prior to departure.
The student leader is responsible for
- Registering your travel in CardinalEngage.
- Collecting the university waiver from each participant prior to departure, if traveling outside the 150-mile radius.
- Making sure that participants do not exceed the capacity of the lodging (hotel, AirBnb, etc.). Any damages will be billed to the participants.
- Confirming the funds in your account with your financial officer prior to making any financial commitments.
- International travel approval will require you to budget at least a 15% contingency fund as part of your confirmed funds.
- Communicating clearly to traveling participants, prior to departure, who is responsible financially, the VSO or the individual traveler, that bears responsibility in covering unanticipated travel costs, including those related to medical care, visa/passport delays, etc. Stanford University or the ASSU will not cover any of these travel expenses.
- Note: Please see Travel Requirements above for booking travel.
