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.

Submit Travel Reimbursement (link to be updated)

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

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<aside> 📌 Personal flight(s) during the summer are not considered program-related and are therefore not reimbursable. Only flights from your home or home institution to and from Stanford are eligible.

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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. Reimbursement can only be completed after travel has taken place. Flight miles will not be reimbursed.

Any personal flight(s) during the summer are not considered program-related and are therefore not reimbursable. Only flights from your home or home institution to and from Stanford are eligible.

• 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

How to Submit Travel Expenses

After the expense has been incurred, upload proper documentation using the form below (link to be updated).

F.A.Q.

• When should I submit the documents and when would I receive the reimbursement?
• Can personal flights that occur during the program also be reimbursed?
• Can flight miles be reimbursed?