Travel Requirements

Last updated: Oct 16, 2024

Adventure Trips

• Any adventure trip (more than day hiking), must be approved by the Stanford Adventures Program and all participants must sign Stanford 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 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.
    • Effective June 2, 2025, Byojet, which recently acquired StudentUniverse, will discontinue the StudentUniverse online booking portal, ending booking access for university travelers through the platform. Travelers with an existing reservation or urgent booking request, can still contact StudentUniverse for assistance:
      • For assistance with a reservation made online:
        • Phone: 888-794-1296
      • For assistance with a reservation made by an agent
        • Phone: 617-202-3249
      • Travelers who are planning upcoming travel are encouraged to choose one of the three other Stanford Travel booking options instead. For guidance on booking student group travel, please reach out to the Stanford Travel team via a support request.
    • 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.

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.  

Create Uber 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