Please read all of the way through before booking any travel. If you have any question about whether something will be reimbursable, please contact Kim Kay at krkay@stanford.edu

Overview

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• Flight: only economy class fares are reimbursed.
• Hotel: hotel cost should be "near" the government per diem rate.
• Alcohol at meals: reimbursement limit of $15 per person, per meal, before tax and tip.
• Tips at meals: Tips cannot exceed 20 percent (unless there is a mandatory charge for a large group).
• You will not be reimbursed for the portion of alcohol expenses or tips that exceed the limit.

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• Submit itemized receipts for all expenses (economy-class airfare, hotel, food, ground transportation, baggage check, etc.) by scanning and emailing to Kim Kay krkay@stanford.edu, or sending by postal mail to Kim Kay, Green Library, 557 Escondido Mall, Suite 102, Stanford, CA California 94305
• You must include “proof of travel” in the form of either a boarding pass or hotel bill with your name on it.
• If you traveled from outside the US, you also need to submit copies of your unexpired passport, visa or ESTA, and I-94 stamp/form in order to complete your payee profile.
  
• On meal receipts, indicate the cost of alcohol. If there was no alcohol included, write “no alcohol” on the receipt. (Alcohol expenses are reimbursable up to $15 per person per meal, but are tracked separately in the reimbursement system.)
• List any reimbursable expenses under $75 for which you are not submitting receipts. N.B. It is always preferable to have receipts when possible.
• If you added extra days or legs before or after the trip for travel unrelated to the meeting, include a screenshot showing what the roundtrip airfare for just the meeting would have been.

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