Reimbursement for travel expenses can only occur after the travel has been completed. Per Stanford University policy, expenses must be submitted within 10 days of expenditure or completion of travel, which is departure from Stanford.

Once travel has been completed, all paperwork must be processed within 60 days, after which time reimbursement will be considered taxable income. This 60-day window includes processing time for Stanford financial offices.

<aside> 📌 Not all students’ awards include travel funding.

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Eligible Travel Expenses

• Economy class flights Students who are eligible for travel reimbursement need to provide a full flight itinerary showing date, time, airports, and itemized cost. Also, the itinerary must display the last 4 digits of the credit card used to book the flights.
• On-Campus Housing Students who are eligible for on-campus housing and who purchase it independently must provide a receipt for the transaction.
• Possibly: Economy class flights and hotels for conferences that occur during the 10-week summer research program. The student must be presenting at the conference on research from the summer research program.
• Possibly: Off-campus commercial housing may be eligible for reimbursement, but cannot be guaranteed. Please contact [email protected] with information regarding your specific situation to determine whether your expense will be eligible.

Ineligible Travel Expenses

• Meals

• Uber / Ride-Share Services

• Local rent

• Public transportation fares

• On-campus parking

• Gas costs

• Bike rental

• Transportation to/from airports

F.A.Q.

• What documentation do I need for flight reimbursement?
• What documentation do I need for housing reimbursement?
• When should I submit the documents and when would I receive the reimbursement?
• Can flight miles be reimbursed?
• How will the travel reimbursement be disbursed?