If the faculty member rents their primary home during the sabbatical, the faculty member may not be paid for lodging expenses at a location away from Stanford. Sabbatical lodging expenses are paid only if the faculty member incurs two sets of living expenses simultaneously and there is a stated Stanford business purpose for the expenses incurred during the sabbatical. Exceptions to this policy are rare and must be approved in advance of travel by the Provost. Such expenses are only allowed if the accompanying person has a position with the university and is traveling to make a significant contribution in furtherance of university business. In general, the expenses of a spouse, family member or other person accompanying the business traveler are not reimbursable. To learn about travel meal policies for travel periods of 30 days or longer, please visit the Travel Meals Policy page. If the traveler rents or subleases their primary residence during the long term travel, the traveler may not be paid for lodging expenses at a location away from Stanford. Long term lodging expenses are paid only if the traveler incurs two sets of living expenses simultaneously and there is a stated Stanford business purpose for the expenses incurred during the long term travel. The reduced rate will not be calculated by the Expense Requests System so the expense report preparer should calculate the reduced rates (0.55 x listed rate) and enter the adjusted amount in the Expense Requests System via the Adjusted Per Diem expense type in transaction lines. The assumption is that when staying 30 days or longer, a traveler can find cheaper accommodations than regular hotel rates. In these instances, the traveler is required to use the per diem reimbursement method, and the per diem rate is reduced to 55 percent for the trip. Long term travel is defined as when a travel period is 30 days or longer. Exceptions include when travel is at a lower total cost if the traveler stays over a weekend or holiday, with department approval, or when traveling more than eight time zones, The traveler must document the reason for this extra expense in order to support the non-business-day payment. If a traveler chooses to arrive early or to stay longer for non-business reasons, the university does not pay for expenses incurred during those additional days. The business travel period may include weekends, holidays and other necessary standby days if they fall between business travel days. Travel PeriodĪ travel period may begin one day ahead of a business event (for example, arriving on Sunday for a conference that begins on Monday). Rates should still be within the maximum lodging rates listed on this page. Travelers are not required to book nonrefundable hotel rates. The business purpose should clearly explain why any non-standard room was selected.īooking rooms with flexible cancellation policies (refundable rates) is permissible, even if the cost is higher than a non-refundable rate. Upgraded rooms, such as those with upgraded views, additional concierge service or suites, are not reimbursable unless there is no other suitable option. When booking lodging, choose a standard room. The cost of hotel and lodging should be kept to a minimum and consistent with a reasonable level of comfort, convenience, and security for the traveler. Individuals traveling on university business are expected to use lodging accommodations that are necessary and cost effective.
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