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Faculty Recruiting

 

Information for Our Applicants

If you are coming for an on-campus interview, the "related links" shown at the right will be of immeasurable help.

Citizens, Residents and Non Residents of the United States

If you did not do so, you must fill out a Declaration of Tax Status Form LA-6 [PDF 72KB] in order to be reimbursed for your expenses.

This form is in PDF format. You need Adobe's Acrobat Reader to view and print the form. Acrobat Reader is available to download free from Adobe's site.


When you have printed and filled out the form, mail it to the following address:


Faculty Recruiting Manager
Graduate School of Business
Stanford University
518 Memorial Way
Stanford, CA 94305-5015

Please remember: Reimbursement of funds cannot be processed without the Declaration of Tax Status Form LA-6.

Receipts for Reimbursement

In order to receive a refund, you must send in ORIGINAL receipt(s). The only exception to this rule is if you have combined your visit with another university/institution and sent the original receipts to that university/institution. In that event, please state in a cover letter to where you have sent the ORIGINAL receipt(s). Please note that copies of any other documents, including monthly charge cards, is unacceptable and a refund will not be issued. Listed below is detailed information about each category of reimbursement and what is acceptable within that category. Please read carefully.

While the University expects receipts, if an individual expense is under $75, it is not always necessary. If you have lost or misplaced a receipt for more than $75, an Itemization of Expenses Due to Lack/Loss of Receipt(s) form will have to be filled out by you or by your Contact Person on your behalf. Please include in your cover letter requesting this refund, the reason for the missing receipt(s). If it is a significant amount, it will be necessary for you to obtain the receipt again from its original source in order to be refunded. If there is any problem or confusion concerning this, please speak with your Contact Person at the GSB.

Tip: Please make copies of all receipts that you send in to the University and retain them for yourself "just in case."

Travel

Airline1: You must obtain the lowest possible fare for the time and dates that you will be traveling. After your travel, you must send in the ORIGINAL Passenger Coupon or Passenger Receipt. If you purchased this ticket through an agent, you must send in the ORIGINAL Agent's Coupon. If you purchase an E-ticket, you must provide proof of purchase. Some E-tickets issue a Passenger Receipt along with the Itinerary. The Itinerary alone is not sufficient.

When a passenger receipt is not available, a detailed ITINERARY/INVOICE is acceptable when it shows the following: all times of departure; flight numbers; class of service; fare basis; ticket number or confirmation number; cost of ticket. Proof of payment is also required. When credit cards are used, a copy of the card statement must be provided, showing the name of the traveler and the ticket charge. Please make a copy of any receipt sent into the GSB for yourself "just in case."

1The University does not make refunds for back-to-back tickets nor condone the practice of purchasing two sets of round-trip tickets and using only one each of the round trip tickets. Any round trip tickets that are purchased must show that those particular "to and from" tickets have been used at the time designated and by the traveler for whom they were purchased.

Train: You must send in the ORIGINAL Passenger Coupon or Passenger Receipt. If you purchased this ticket through an agent, you must send in the ORIGINAL Agent's Coupon. Please make a copy of any receipt sent into the GSB for yourself.

If you lose the ORIGINAL Passenger Coupon and purchased this ticket on your credit card, you must send in a copy of the monthly itemization and charge on your credit card as well as an Itemization of Expenses Due to Lack/Loss of Receipt(s) form. f you lose the ORIGINAL Passenger Coupon and purchased this ticket through an agent, you must contact your agent and submit an Agent's Coupon along with an Itemization of Expenses Due to Lack/Loss of Receipt(s) form. This form can be obtained from your Contact Person should this have happened.

Automobile: (Your own) Stanford University is currently paying 50.5 cents a mile for gasoline and usage of your automobile. Please send in a calculation of mileage traveled to and from your home destination and any additional trips you may have taken in connection with the reason that you are visiting the University. You will be reimbursed for that amount of mileage (gasoline is included in this amount). It is not necessary to have any receipts for this refund but you must state the points of destination.

Automobile: (Rental) You must send in the ORIGINAL, itemized car rental agreement. Please include gasoline receipts, as well. The University has its own insurance coverage and, when you are renting a car on behalf of the University, the car is automatically covered. It is not necessary to pay a daily fee for additional coverage given by the rental agent and it will not be refunded. Copies of receipts and originals or copies of credit card statements or are not accepted. Bike racks, ski racks, car seats, etc. are considered personal expenses and are not reimbursable.

Automobile: (Parking and Tolls) Parking and toll expenses you may have incurred while using your own or a rental automobile on University business will be refunded. Please send in all ORIGINAL receipts or, if you have lost or misplaced some, itemize expenditures for under $75 in your cover letter. Any amount over $75 will have to have a Lost Receipt Form (Please see Receipts for Reimbursement).

Taxis/Limousines: Rides and gratuities are refundable (gratuities up to 15%). This includes transportation to and from airports. Send in all ORIGINAL receipts and write on the receipts the date and destination of the ride, if it is not already on the bill. Some limousine services are direct billed to the University. What that means is the bill is sent directly from the limousine service to the GSB and does not involve the visitor in anyway unless the visitor chooses to tip more than the allotted 15%. The University, once again, will not pay for any gratuity over 15%. Any gratuity over that amount must be absorbed by the visitor.

Per Diem

In some cases a per diem meal and/or lodging allowance is given to a visitor. As a rule, Job Candidates are excluded from this as many of their meals are covered by the GSB when they are being interviewed. Job Candidates should retain all meal receipts. If it has been established that you are a per diem visitor, the University has a daily set amount of monies that can be refunded to you. It is not necessary that you send in any receipts unless your receipts total more than the daily allowance. Please check with your Contact Person as to what that amount is as it varies from state to state.

Non Per Diem

Lodging: Many of the hotels at which Job Candidates and Official Visitors stay are direct billed for room rate and tax only. Once again, that portion of the bill is sent directly from the hotel to the GSB and does not involve the visitor in anyway. However, should a visitor pay for his/her own room, the visitor should send the ORIGINAL itemized hotel bill. Please be advised that unless otherwise stated, the University refunds room and tax only. Please speak with your Contact Person if there is any confusion.

Meals: If you are an Official Visitor or Job Candidate, whether you pay in cash or by charge card, the price of your meal, tax and tip (gratuities up to 15% are refundable). If this meal included other persons on University business, please state on the back of the receipt the names and the reason for those parties being present at the meal. Send in ORIGINAL receipts. Please be advised that alcoholic beverages, while they are reimbursable, must be separated out and submitted separately by Accounting to the University. What we ask of the visitor is to please note on the back of the receipt the cost of the alcoholic beverages. Please speak with your Contact Person if there is any need for clarification. The University, once again, will not pay for any gratuity over 15%. Any gratuity over that amount will be absorbed by the visitor.

Miscellaneous

This includes any expenditure that does not fall into the above categories. If you have questions, consult your Contact Person at the University who can help clarify any questions you may have about whether or not a specific expense will be refunded by the University.

Tip: It's better to send in too much information than not enough. Anything unnecessary can be discarded but your refund may be significantly delayed if you need to be contacted and asked for further documentation.