Travel and Reimbursement
How Do I Get Reimbursed for Miscellaneous Case Expenses?
Keep all your receipts and submit the originals to Jiranee Tongudai (S305A) for reimbursement. Please identify in your submission the case title and the faculty member you are working with.
What about Tuition Support?
If you have been approved for tuition support, your account will be credited for the tuition support after you have turned in all the submissions requested (see Case Completion Requirements) and the work has been accepted by the CWO.
How Do I Plan My Travel and Get Reimbursed for Travel Expenses?
You must plan your travel according to Stanford University’s travel policy and get approval from Margot Sutherland. Review the steps below for budgeting, approval, and reimbursement procedures:
- Prepare a budget for your anticipated travel. Include transporation, lodging, meals, and any other relevant expenses. You may want to use per diem rates for estimating your lodging and meals. Submit your budget to Margot Sutherland as far in advance as possible for her to review. Once Margot approves your budget, you may make travel arrangements.
- Collect receipts for each expense you plan to claim for reimbursement. Once you return from your travel, submit all your receipts along with the purpose of your trip to Jiranee Tongudai. If you use per diem rates, receipts for lodging and meals are not required for reimbursement.
- See below for information on how to get an advance on funding travel.
How Do I Get an Advance to Fund My Travel Expenses for Cases?
Stanford has put some measures in place to enable you to receive an advance to cover travel costs incurred before your trip. You do not need to wait until you return from your approved business trip to get reimbursed, you can request an advance to fund your future trip.
This is the process for requesting an advance to pay for the approved business travel:
- Submit a trip estimate to Margot Sutherland and request an advance. Review the Stanford University's travel policy for per diem rates that may be helpful in developing a budget. Once approved, Jiranee Tongudai will process an IOU advance for this amount.
- You have two choices for paying for the trip:
You can pay for the trip with an American Express card acquired through Stanford. The payment will be sent directly to AMEX and credited to your card. See instructions to apply for the Individual American Express Account. No fee traveler's checks can be charged to an American Express account for use during business travel.
You can pay for your trip with your own credit card. The IOU payment will then be made as a direct deposit to your bank account or as a live check sent to the Case Writing Office. - When you return from your trip, submit the receipts for your airline ticket and other expenses to Jiranee Tongudai to clear the advance requested before your trip. If you use per diem, receipts for lodging and meals are not required.
