South SFV Today

New technology and streamlined procedures at Stanford University aim to simplify travel logistics and reimbursement processes for research and teaching activities. The enhancements are part of a Stanford Financial Management Services (FMS) simplification initiative that supports faculty, staff, students, and visiting researchers while ensuring compliance with external laws and regulations. The initiative includes new booking tools, streamlined processes, and easy administrative access.

Stanford's support for research travel spans various opportunities, such as anthropological digs in the Adriatic and air pollution studies in rural U.S. areas. “Travel plays a crucial role in our mission of teaching and research. Our students and faculty travel to all corners of the Earth to conduct research, present their findings, or study abroad,” said former Provost John Etchemendy. He, along with former President Richard Saller and Vice President for University Affairs Megan Pierson, leads efforts to improve administrative efficiency at President Jonathan Levin's request.

A key component is the FMS Stanford Travel program, offering flexible booking options and tools for discounted travel. The Stanford Travel Connect portal allows users to sync airline accounts, facilitating university travel bookings with discounted rates. Booking through this tool is available on major airlines like American, Delta, and United, making Stanford one of the first higher education institutions to offer this service.

Davis Albohm, director of global partnerships for Stanford’s SEED program, lauded the program: “The support of the Stanford Travel Program and the range of booking channels offer me flexibility for complex trips.” The program ensures compliance with federal regulations like the Fly America Act, and all bookings are recorded in the Travel Registry, which helped account for students' safety after an earthquake in Myanmar.

Changes to the visitor travel reimbursement process have significantly reduced processing times by enabling quick reimbursements through a third-party provider. A new tool with built-in guidance aids in reducing transaction obstacles.

Anne Sweeney-Hoy, senior associate vice president for finance, said, “Our tools and processes are continuously evolving to meet the university’s needs.” The initiative reflects the university’s dedication to aiding faculty, students, and staff in supporting Stanford’s missions effectively.