Airfare and Hotel Purchases

Student groups traveling on behalf of Stanford must follow all university policies.

Below is the policy as it relates to payments and reimbursements; for the full VSO travel policy visit the OSE website.

All airfares should be purchased on StudentUniverse or Egencia through an account connected to Stanford. If you find a cheaper alternative or the airline is not listed on StudentUniverse/Egencia, you can book the flight on another booking platform but must follow the reporting requirements below.

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.

🚨 When submitting documentation for reimbursement of a flight, the receipt must include the standard requirements (Vendor, Date/Time, Proof of Purchase) along with the itinerary of the flight (name of passenger, and departure/arrival flight).

An example of correct documentation for a flight reimbursement request:

To book a hotel, including a block of hotel rooms, you can 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

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.

An example of correct documentation for a hotel reimbursement request: