1. Supporting Your Travel and Business Expense Reporting
Janet Wyer, Travel Relationship Manager, Procurement
Gordon Rule, Business Expense Manager, Procurement 

2. Faculty Travel Introductory Video
Financial Management Services

3. Faculty Travel Introductory Video
Janet
Financial Management Services
Financial Management Services

4. Things to know
Fiancial Management Services
September 12, 2017

5. Why you want to partner with Stanford Travel
Before
Improves your travel experience
Stanford policy assistance
Supplier partnerships
Special negotiated rates
Ad hoc waivers/favors
Safety & Security
Travel Alerts & Assistance
Global Entry
Full Service Travel Agency
Financial Management Services
September 12, 2017

6. Why you want to partner with Stanford Travel
Before
Stanford Travel Ally – Egencia
Online booking tool
Pre-populated travel profiles
Travel arranger access
Guest traveler functionality
Designated travel agents
24/7 support
Specialized international agents
Mobile app
Fiancial Management Services
September 12, 2017

7. Why you want to partner with Stanford Travel
Before
The Egencia app
Available for Android, iPhone, iPad
Access itineraries online
Flight displays
Online check-in
Real-time travel alerts
Rental car gas reminders/station locations
Assist Me agent support
Financial Management Services
September 12, 2017

8. Why you want a Stanford Travel Card
Before
Easier payment and streamlined expense reporting
Convenient
Stanford pays the bill, no out-of-your pocket
Allows easy separation of business and personal expenditures
Reduces expense reporting burden by up to 70%
Required data fed to expense reporting system directly from the bank
Reduces your field entry from 39 to 11
Financial Management Services
September 12, 2017

9. Additional Tips Avoid rejected reimbursement During
No receipt or lost receipts?
Travel vs. Business Meals
Follow expenditure guidelines for meals
Meal
Suggested Amount Per Person (including tax, tip and alcohol)
Breakfast
$12-20
Lunch
$18-35
Dinner
$36-80
Financial Management Services
September 12, 2017

10. No receipt or lost receipts?
Additional Tips
During
Identify alcohol on receipts
No receipt or lost receipts?
Alcohol may not be:
Charged to government accounts
included in Indirect Cost Transfers
Alcohol Expense Guidance:
Limit alcohol expense to an average of $10-15 per person
Even rare circumstances should not exceed $25 per person
Financial Management Services
September 12, 2017

11. Additional Tips Separate personal from business expenses During
Spouse Travel?
Stanford will only reimburse business portion of your trip
Egencia supports proper recording of business vs. personal
Taking the burden of proof off of you
Financial Management Services
September 12, 2017

12. Additional Tips Avoid being tax reported After Per federal regulation:
Expenses reported after 60 days of incurring the expense (trip, meals, supplies, etc.), will be reported to the IRS as taxable income.
Financial Management Services
September 12, 2017

13. Re-occurring Issues
Multiple transactions for the same trip (travel and reimbursement)
Per diem rates and calculations
Advances
Conference registration on Pcard vs Tcard
Not using lowest/economical hotel (no backup comparison documentation)
Not using lowest/economical hotel rate (no backup comparison documentation)
Hotel rates up to $250 except for Bay Area, NYC, Tokyo - $350
Airbnb rentals
Using limos to/from airport for Stanford affiliates (typically one passenger)
Zip car local expense type vs travel 52455
Fiancial Management Services
September 12, 2017

14. Here are reoccurring issues that we see from the approval process
1.            Multiple transactions actions for the same trip (travel and reimbursement)
2.            Not using the lowest or economical fare or hotel (no back-up documentation for comparison)
3.            Not using the lowest or economical (3 star rating)  hotel (no back-up documentation for comparison)
4.            Limos to/from airport for Stanford affiliates (typically one passenger)
5.            Hotel rates up to $250 except for Bay Area, NY, Tokyo - $350
6.            Travel versus business meals
7.            Zip car local expense type vs travel 52455
8.            Advance
9.            Airbnb rentals
10.          Spouse travel
11.          Travel reimbursement from 3rd party but expense initially paid on TCard exceeding or violating University guidelines
12.          Egencia
13.          Conference registration on PCard vs Tcard
14. Per diem rates & calculations
15. No receipt, lost receipt

15. Stanford Travel - Compliance
Record
Re-occurring issues:
Multiple trx actions for same trip (travel and reimbursement)
No using lowest fare for hotel (no back-up documentation for comparison)
Spouse Travel?
What is difference between travel & business meals?
Financial Management Services
September 15, 2016

16. Stanford Travel Forum –
10:30 – 11:00: New to Stanford Travel? Tips and Tricks to get you started
11:15 – Noon: Booking and paying for Stanford guests and groups
Noon – 1pm: Travel Showcase – Meeting representatives from United Airlines, Lufthansa, local hotels, passport & visa services and more
1-1:30pm: Airline pricing volatility - Pulling back the curtain on how airfares really work
1:45 – 2:30: Booking international travel -Understanding international complexities, including passport and visa requirements.
Register in STARS

17. Thank You!