(Subjectnotelisted?Pleasecontactyour administrativesupportteammember.)
Airfare(pg.3)
Lodging(pg.3-4)
Meals(pg.5)
GroundTransportation(pg.6)
Travel-Trainees(pg.7)
Travel-GuestSpeakers(pg.7)
Mobile(pg.8)
TeamBuilding(pg.8)
Gifts(pg.9)
Infrastructure(pg.9)
DepartmentEvents(pg.10)
SupportingDocumentationforExpenditures(pg.11-12)
DiningResources(pg.13)
Commonairlinesandeconomyfareclassesallowedinclude:
UnitedAirlines:“Economy”and“EconomyPlus”
SouthwestAirlines:“WannaGetAway”
AmericanAirlines:“MainCabin”
DeltaAirlines:“MainCabin”and“DeltaComfort+”
Economyclassfordomesticandinternationalflights;businessclass permissibleforinternationalflightsgreaterthan8hours.
TheUniversitywillcovercertainancillaryairlinefees,includingearly boarding,pre-assignedseats,extendedlegroom,preferredseat location,checkedandcarry-onbaggagefees,in-flightmeals,andinflightWi-Fiservice.
DomesticNightlyRoomRateGuidelines (beforetaxesandfees):
Theratemaximumguidelines(excludingtaxes/fees)canincreasefor thefollowingcities:
$450–PaloAltoandvicinity(10milesfromcitycenter),New YorkCity
$385–SanFranciscoandSanMateoCounties,Austin, Boston/Cambridge,Chicago,Honolulu,LosAngelesarea(incl. LosAngelesCounty,SantaBarbaraCounty,OrangeCounty, VenturaCounty),WashingtonDC.
$330–SanDiegoandSeattle.
InternationalNightlyRoomRateMaximums(includingtaxes andfees):
Conference Rates: Hotels may offer special rates for conference attendees, which are acceptable even if they exceed Stanford's lodging limits (must book through the Conference), provided conference hotel guidelines are followed.
Sold-Out Room Blocks: If the conference hotel’s room block is sold out, you can still book a room at the conference hotel above the lodging maximums.
Document Sold-Our Room Blocks by:
Capturing a screenshot of the conference website listing the hotel.
Providing proof of sold-out room availability (screenshot of rates and availability).
Required Documentation: An itemized hotel folio is necessary for lodging reimbursement (unless claiming per diem).
Booking: Travelers may choose Airbnb accommodations at their own risk. The cost must be cheaper or comparable to hotel rates.
Requirements: Only entire homes can be booked, with a host rating of 4+ stars and at least 10 reviews. Divide the nightly rate by the number of bedrooms/sleeping quarters.
Please contact your administrative support team member in advance as there are protocols to ensure timely reimbursements.
*Effective Sept. 1, 2025
An ordinary and necessary meal that occurs while traveling on university business. Aworkingmealforthepurposeofconducting universitybusiness.
Diem Reimbursement
Rates vary by location
Required when funded by a sponsored award
Travelers must track actual amounts
for visitors
Total: Up to $110
Breakfast: Up to $25
Lunch: Up to $35
Dinner: Up to $50
Meal Maximums Per Person
Meal maximums effective Oct 28, 2025
Breakfast:upto$40/person inclusiveoffood,tax,andtip
Lunch:upto$70/person inclusiveoffood,tax,andtip
Dinner: up to $135/person inclusive of food, alcohol, tax, and tip
*Tip can be no greater 20% | Receipts must include attendee names and Stanford business topic.
Total: Up to $160
Breakfast: Up to $35
Lunch: Up to $45
Dinner: Up to $80
**Per diem is recommended to reduce receipt tracking**/All meals provided by a conference must be deducted from the daily maximum claim.
The departmental guideline for dinners with invited speakers stipulates that the host should take the invited speaker along with two additional guests, resulting in a total of four individuals at the dinner. This applies to events such as the SNE speaker series, Grand Rounds, and similar occasions.
*In general, meal expenses of a spouse, family member or persons not directly connected to the business purpose of the meal are not reimbursable.
Travelersareexpectedtoselectthemostreasonableandeconomical modeofgroundtransportation.Seebelowforoptions.
Pleasenote,carservicesaregenerallynotconsideredthemost economicaloption.TeslaonCall,TeslaTaxi,andridesharepremier serviceslikeUberSelect/BlackandLyftLux/Blackareconsideredcar services.Areasonableandrationalexplanationmustbeprovidedifa carserviceisselected.
$0.70/mile for up to 350 miles roundtrip
When a rental car is the most economical form of transportation, travelers may book compact, intermediate or standard size cars.
Rideshares
Standard economy faresare allowed(e.g, UberX,Lyft Standard).
(rare and best to confirm with AA)
$155 one way, $310 roundtrip (Effective Jan 16, 2025)
The university self-insures against risk for all employees and students who rent a car from any agency while on university business within the continental U.S.
Stanford travelers should not elect additional car rental insurance within the continental United States. Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii. (full coverage encouraged)
Typically, 1-3 conferences are approved per individual. Generally approved conferences include: COSM, ARO, and your national specialty conference.
Must receive Pre-approval from the Division Chief and annual STAP funds ($800) will be used initially to offset expenditures, CIs’. Residents can inquire with GME Office or Xiaoyu Feng about annual education fund which also should be applied initially to offset expenditures. For more comprehensive information please refer to these guidelines.
Inquire with the lab PI before booking any travel due to the multiple research funding guidelines.
Computers/tablets: Should be purchased via SmartMart or the SoM Computer Provisioning Program.
***Computers/tablets purchased outside of SmartMart or SoM’s Computer Provisioning Program require justification to support the need to purchase outside of Stanford’s standard purchasing processes. ***
Cell phones: Device and service plan should always be ordered from UIT through your department OrderIT contact.
Cell phone insurance or Applecare: Not a reimbursable expense for cell phones or tablets.
*** Learn about eligibility for new phones via Stanford Mobile Services.***
Headphones: Headphones to diminish noises and distractions up to $200 are permissible
Smart watches: Generally not permissible unless pre-approved by the SoM Controller’s Office
Employee Morale/Team-Building (activities within the department): Faculty may spend up to $100/person per group activity, excluding any meal costs. Each team or lab is required to track on an annual basis for compliance. Maximum of $150 (excluding meals) per person/year.
Divisional Educational Conferences/Courses requiring a budget please obtain preapproval from the OHNS finance team before signing any agreements.
Divisional Strategic Meetings - hosted/funded under the direction of division chief. All other meetings are typically hosted (funded) via hosting faculty. For all of above: some university funds may be applicable, please confirm with your finance or administrative team member.
All Stanford employees (individuals that receive a paycheck from university that are considered benefit eligible) may receive one department gift per year if using university funds. Limit to one department-wide (or division-wide) gift per employee per calendar year up to $100. Ex: one holiday gift and not two unless the second is from personal funds.
Internal annual gifts for graduations are limited to $100 per individual (typically Clinical Instructors & Fellows).
Gifts to non-Stanford employee (rare) must provide a justification of the 5Ws, be below $50 in total, and have Stanford OHNS logos. This includes Guest Speakers for conferences.
***Please note we will start to have standard gifts for guest speakers: OHNS Mug, Stanford Cap, and Chocolates in an OHNS Gift Bag. Please contact your administrative support to obtain***
Stanford University is not a charitable foundation that makes grants to other non-profits. The university’s research and education missions are heavily subsidized by philanthropic grants from others, including annual expendable gifts and the payout on our endowment.
Donor meetings with faculty: Academic accounts are allowable to use for business meals unless the fundraising is for the entire division or department, which department will fund.
Grand Rounds
OHNS Clerkship
Stanford/Langmore FEES Course
Goode Lectureship
Sensory Neuroscience and Engineering Seminar (SNE)
ENT Experts Up Close: SHC Series
Otology Update Conference
Stanford Facial Plastic Surgery Course
Resident Graduation
Eye, Ear, Nose & Throat Innovation Course
Research Trainees Annual Symposium
Swallowing Disorders Awareness Symposium
Head & Neck Cancer Patient and Caregiver Symposium
Thyroid, Parathyroid, and Neck Ultrasound Course
Stanford OHNS Alumni Event
Stanford Rhinology Sinus & Skull Base Surgery Resident
Dissection Course
Pediatrics Educational Conference
Stanford OHNS Research Day
Stanford Sleep Surgery Apnea Course
Annual Holiday Event
And more...
ThedepartmenttypicallyfundstheAnnualHolidayEventandGraduation (Residents,ClinicalInstructors,&Fellows),soitisnotrecommendedto hostanadditionaleventusinguniversityfunds.
All expenditures require a valid Stanford business purpose that provides the justification for the expense and sufficiently addresses all elements of WHO-WHAT-WHEN-WHERE-WHY.
The Business Purpose should include six basic elements:
1.Brief Summary of the Expense: The first 30 characters of the business purpose will display on reports and should be a brief description of the expenditure. Your department may have a specific protocol or format for the summary description.
2.Who Was Involved in the Activity? Give the name(s) of the person(s) and their organization and/or department involved in the activity. For example, if a reimbursement request or Purchasing Card (PCard) transaction is related to a business meal, the who component would be a list of the attendees and their affiliation to Stanford. Supply the information for expense requests involving 5 or more attendees via an attached attendee listing. A list of specific individuals is not required if the participants can be labeled as an identifiable group, including the number of attendees (e.g., Payroll Department; 26 employees). For large seminars and conferences, it is acceptable to estimate the number of attendees and not attach a list of attendees by name.
3.What Activity Was Performed? Explain the activity or circumstance that gave rise to the expenditure.
4.When Did the Activity Occur? Indicate the date or inclusive dates the activity took place. Specific dates are also part of the item descriptions, and dates included in the Business Purpose can be more general (the dates of an entire trip, for instance, instead of the date of each meal).
5.Where Did the Activity Take Place? Give the location of the activity, such as to/from destination, restaurant name, and city, or other appropriate information.
6.Why Was the Activity Done, and How Did It Benefit Stanford?
Describe the benefit to Stanford. For example, does it further ongoing research or teaching efforts?
The ‘Why’ component is key, as it should define how the event is linked to Stanford and its mission.
The business purpose should be written so that someone reading it at some future time (for example, a person outside the department reviewing the expense three years later) would have sufficient information about the activity and why it was a permissible Stanford expense.
Consider how the event or expenditure will be perceived within the department/unit as well as across the school, University, Stanford Medicine and by the public.
Purchase of Goods & Services: Only the University Contracts Team has the authority to sign a contract on behalf of the University, regardless of the dollar amount.
Caterers and Restaurants with Good Sustainability Practices:
Asian Box
CAM Catering (Cafe Arbor)
Mendocino Farms, Palo Alto
Oren's Hummus
SHC Med Cafe
Vino Enoteca / Tootsie's World Wrapps
Palo Alto Restaurants - that typically exceed our max per-person meal guideline:
Protégé
Fleming’s Prime Steakhouse & Wine Bar
Tamarine Restaurant & Gallery
Evvia Estiatorio
Vero Italian Terún
La Boheme
Ettan