If you will be coming to Stanford for an on-campus interview, we look forward to meeting you! Please refer to the "related links" shown at the right for maps, directions and transportation information.

Declaration of Tax Status Form

In order to be reimbursed for your expenses, you must fill out a Declaration of Tax Status Form LA-6 [PDF 72KB]. If you have not already done so, you can download the form here.

This form is in PDF format. You need Adobe's Acrobat Reader to view and print the form. Acrobat Reader is available to download free from Adobe's site.

When you have printed and filled out the form, mail it to the following address:

Office of Faculty Recruiting
Graduate School of Business
Knight Management Center
Stanford University
655 Knight Way
Stanford, CA 94305-7298
USA

Please remember: Reimbursement of funds cannot be processed without the Declaration of Tax Status Form LA-6.

Receipts for Reimbursement

In order to receive reimbursement, you must send your ORIGINAL receipt(s). There is only one exception to this rule: If you visited another university/institution on the same trip, and sent the original receipts to that university/institution. In that event, please identify in a cover letter the institution receiving the ORIGINAL receipt(s). Please note that copies of any other documents, including monthly credit-card statements, cannot be accepted for reimbursement. Below you will find detailed guidelines about each category of reimbursement. Please read these carefully.

While the University appreciates receipts for all expenses, they are not always necessary for expenses under $75. If you have lost or misplaced a receipt for more than $75, please complete an Itemization of Expenses Due to Lack/Loss of Receipt(s) form, obtainable from your Contact Person at the GSB. Please state in your cover letter the reason for the missing receipt(s). For significant expenses, please obtain a duplicate receipt from the original source in order to be reimbursed. If you have any questions or need additional information, please speak with your Contact Person at the GSB.

Tip: We urge you to make copies of all receipts that you submit to the University for your own records.

Travel

Airline: You must obtain the lowest possible fare for the time and dates that you will be traveling. After your travel, please submit the ORIGINAL Passenger Coupon or Passenger Receipt. If you purchased this ticket through an agent, you must send in the ORIGINAL Agent's Coupon. If you purchase an E-ticket, you must provide proof of purchase. Some E-tickets issue a Passenger Receipt along with the Itinerary. The Itinerary alone is not sufficient.

When a passenger receipt is not available, a detailed ITINERARY/INVOICE is acceptable if it provides the following: All times of departure; flight numbers; class of service; fare basis; ticket number or confirmation number; cost of ticket. Proof of payment is also required. When credit cards are used, a copy of the card statement must be provided, showing the name of the traveler and the ticket charge. Please retain a copy of any receipt sent into the GSB for your records.

Train: Please submit the ORIGINAL Passenger Coupon or Passenger Receipt. If you purchased this ticket through an agent, you must submit the ORIGINAL Agent's Coupon. Please retain a copy of any receipt sent to the GSB for your records.

If you do not have the ORIGINAL Passenger Coupon and you purchased the ticket on your credit card, you must submit a copy of the monthly credit-card statement, as well as an Itemization of Expenses Due to Lack/Loss of Receipt(s) form. If you do not have the ORIGINAL Passenger Coupon and you purchased the ticket through an agent, please contact your agent to obtain an Agent's Coupon. Submit this coupon with an Itemization of Expenses Due to Lack/Loss of Receipt(s) form. This form can be obtained from your Contact Person at the GSB.

Automobile: (Your own) Stanford University currently reimburses at the rate of 50.5 cents a mile for gasoline and usage of your automobile. Please submit a calculation of mileage traveled to and from your city of departure and any additional trips you may have taken in connection with your visit to the University. It is not necessary to submit receipts for this refund - but you must state the points of departure and destination.

Automobile: (Rental) Please submit the ORIGINAL, itemized car rental agreement and gasoline receipts. The University has its own insurance coverage such that cars rented on behalf of the University are automatically covered. It is not necessary to pay a daily fee for additional coverage given by the rental agent and that expense will not be reimbursed. Copies of receipts and originals or copies of credit card statements will not be accepted. Bike racks, ski racks, car seats, etc. are considered personal expenses and are not reimbursable.

Automobile: (Parking and Tolls) Parking and toll expenses you may have incurred while using your own or a rental automobile on University business will be refunded. Please submit all ORIGINAL receipts or, if you have lost or misplaced receipts, itemize expenditures for under $75 in your cover letter. Any amount over $75 without an original receipt will require a Lost Receipt Form (Please see Receipts for Reimbursement).

Taxis/Limousines: Rides and gratuities are reimburseable (gratuities up to 20%). This includes transportation to and from airports. Please submit all ORIGINAL receipts and write on the receipts the date and destination of the ride, if it is not already indicated. Some limousine services are direct billed to the University, that is, the invoice is sent directly from the limousine service to the GSB and does not involve payment by the visitor in any way. In these cases, the GSB includes a 20% gratuity. If the visitor chooses to tip more than the allotted 20%, the additional amount will not be reimbursed

Per Diem

In some cases a per diem meal and/or lodging allowance is provided. Generally, Job Candidates do not receive a per diem allowance, as many of their meals are covered by the GSB during the interviews. Job Candidates should retain all meal receipts. If you are a per diem visitor, the University will reimburse to you a fixed amount per day of your visit. It is not necessary to submit any receipts unless they total more than the daily allowance. Please check with your Contact Person regarding the per diem amount as it varies from state to state.

Non Per Diem

Lodging: Many of the hotels at which Job Candidates and Official Visitors stay are direct-billed to Stanford for room rate and tax only, and no payment is required from the visitor. However, should you provide payment for your own room, please submit the ORIGINAL itemized hotel bill. Please be advised that unless otherwise stated, the University refunds room and tax only. Please speak with your Contact Person if you have any questions or need more information.

Meals: If you are an Official Visitor or Job Candidate, the cost of your meal, tax and tip (gratuities up to 20%) will be reimbursed - whether you pay in cash or by credit-card. If the meal included other persons on University business, please provide on the back of the receipt the names and the reason for their presence at the meal. Submit ORIGINAL receipts. Please be advised that alcoholic beverages, while they are reimbursable, must be separated out and submitted separately by Accounting to the University. Please note on the back of the receipt the cost of the alcoholic beverages. Please speak with your Contact Person if you have any questions or need more information

Miscellaneous

If you have questions about any expenditures that may not fall into the above categories, consult your Contact Person at the GSB.

Note: It's better to provide too much information than not enough. Your refund could be significantly delayed if you must be contacted for further documentation.