Stanford
Office of Student Engagement
SUPER Bean Bags & Boundaries | Credit: Anthony Chen

Travel Requirements

Last updated: Oct 16, 2024

Adventure Trips

AirBnb/Block Booking

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

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.
Considerations for Platform

Student Universe

Egencia

All Other Booking Platforms

Recommended ForGroup Travel. Specifically when the group should be booked together on the same flight. Individual ticketing. Consolidated VSO tracking of group travel on platformAirlines not available on aforementioned platforms
Groups Under 10 PeopleIndividual books with an agent or onlineIndividual books with an agent or onlineAirlines not available on aforementioned platforms
Groups Over 10 PeopleSubmit a Group Booking Request with a minimum of 15 business days noticeGroup 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 DifferenceGroup 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 VSOOnly 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 HelplineXXOn your own
Automatic Crisis24 Registration for emergency medical aid, security support & evacuation, globallyXX

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 SupportXXOn your own
Additional ConsiderationsCan book hotelsCan book hotelsThe 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.  

Create Uber account

  •  We will continue to monitor other alternatives for rideshare/ground transportation. 

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