Steps

1. Make your reservations and inform the seminar organizer of your plans.
2. Finalize travel with feedback from organizer.
3. Travel to SLAC, give seminar and sign reimbursement form.
4. Return home, mail your original receipts back to SLAC and receive reimbursement.

Travel to the SLAC area

• If flying, you MUST fly a domestic (US Flag) carrier to San Francisco (SFO), San Jose (SJC) or Oakland (OAK). SFO and SJC are equally close to SLAC -- OAK is slightly farther but may be convenient if also visiting Berkeley.
• SLAC does not reimburse international airfare.
• For international travel, it may be possible to reimburse the part of the flight within the US, but only if the flight is on a domestic carrier.
• Book well in advance for a reasonable fare, and consult the seminar coordinator before purchasing.
• You may also drive from a nearby city and claim either car rental fees (see below) or mileage. Please note that mileage may be limited to the cost of equivalent airfare.
• Travel by rail or bus is also possible.

Local Transportation and Car Rental

• For transportation to and from your home airport, you may claim (round trip) mileage or shuttle fare. Airport parking is reimbursable, but parking plus mileage cannot exceed the cost of shuttle service.
• You may use either shuttle service or a rental car to get you to and from SLAC. Shuttles are not terribly convenient from OAK.
• For car rental, SLAC reimburses only for compact cars during the time you are visiting SLAC. If you also spend some personal time here, we will prorate the cost by day.
• Stanford is self insured, so you should decline all additional insurance during your visit, as it will not be reimbursed. However, you are responsible for insurance coverage during any personal time.

Accommodations and Per Diem:

• SLAC requires that guests stay at the SLAC Guest House if space is available. Reservations can be made quickly and conveniently on-line.
• Should the Guest House be full during your travel dates, you may arrange other accomodations not to exceed $121 per night. We can refer you to other local hotels.
• SLAC will cover no more than 3 days (per invitation) of hotel plus meal per-diem. The organizer must approve the length of your stay, in advance.
• If you stay with friends, you will receive only meal per-diem.
• Please give us feedback about your stay!

Reimbursement

• While you are here, the organizer will have you sign a Travel Expense form, and discuss any relevant details with you.
• If you are not a U.S. citizen, you must visit the International Services Office during your stay.
• Once you return home, mail us ALL of your original receipts.
• If sharing expenses with other institutions, please discuss the reimbursement breakdown with us while you are here.