Travel Pre-Authorization Form

STOP! Read this before proceeding! The University authorizes reasonable and necessary expenses incurred in the conduct of official University activities. Both the person who incurs the expenses and the person who approves reimbursement of University payment of expenses are responsible for ensuring that all expenses submitted relate to University business, are reasonable and necessary. The University requires that expenditures are: 1) reasonable and necessary, 2) consistent with established University policies and practices applicable to the work of the University, including instruction, research, and public service, & 3) consistent with sponsor or donor expenditure restrictions. In addition to the University’s travel policies and to ensure that we maintain the Center’s budget, travel reimbursement will be subject to Biomedical Ethics’ NEW travel expense guideline as follows. Meals - Meal allowances include cost of food/beverages plus applicable taxes and tips. If all three meals are consumed, a maximum of $90/day is allowed or use per diem rate, whichever is lower. Breakfast - $15, Lunch - $25, Dinner - $50. You must provide itemized receipts. Airfare - Must book at least 30 days in advance and must take the lowest available airfare. Lowest airfare can include costs of ancillary services. Lodging - Travelers are expected to use lodging that is necessary and reasonable. Must reserve at least 30 days in advance and selecting the lowest standard room rates available or use the per diem rate, whichever is lower. Please review SCBE Travel Policies here: [LINK TO FINAL SCBE CONFERENCE PLANNING DASHBOARD]

Requestor's Name (First & Last)*

Requestor's Email Address*

Requestor's Phone (e.g. 650-555-1234)*

Date Request Submitted*

If this is for a conference registration, do you need to purchase a membership?*

Select

What is the funding source for this travel? (i.e. the PTA/Grant Name)*

If the funding source is associated with a grant, please indicate if travel is an approved expenditure in the grant terms.*

Select

Planned Departure Date*

Planned Return Date*

Business Purpose of Trip

This section helps the admin staff to provide the business justification for the expense. You must answer ALL questions. Please be as specific as possible. Specificity helps to ensure that your reimbursement is approved by the Travel & Reimbursement Department.

What is the reason for travel?*

Example: I am traveling to attend the XYZ Conference.

Where is the travel destination?*

Please include the City and State

Why do you need to travel?*

Are you presenting your work? Are you attending for professional development? Something else? Please explain and be specific!

Estimate of Expenses

Please include ALL estimated travel expenses for this trip.

Personal Car Expenses

Include total $ amount AND mileage estimates

Cost of Airfare

Cost of Rental Car

Cost of Other Transportation

Examples: Taxis, Uber/Lyft

Cost of Lodging

Include the total $ AND the number of nights

Cost of Meals

If you plan to claim per diem, indicate the number of days you wish to claim

Conference Registration Fee ($)

Membership Fee ($)

Other, Miscellaneous Trip Expenses

Indicate what other expenses, and how much ($).

Total Estimated Expenses ($)

Please sum all items above.

Conference/Workshop/Seminar Program

If you are traveling to attend a conference, program, workshop, or seminar you MUST attach a program/brochure/website printed to PDF showing 1) the schedule/agenda AND 2) the hotel rates.

Drag and drop files here or

Travel Form Awknowledgement

I hereby request authorization to travel on behalf of the Stanford Center for Biomedical Ethics. I have read and understand SCBE’s travel policy and procedures as well as more specific or restrictive policies established in my division. I understand that all travel expenses must be claimed for reimbursement within 30 days after I return from this trip.

Agree/Disagree Statement*

Agree

Disagree

This Trip Is Authorized By:*

Select or enter value

Send me a copy of my responses

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