Instructions for Common Adventure Trips

Common Adventure Funding Steps

Once your trip has been approved for common adventure funding (see Common Adventure Grants homepage for details), follow the steps below to submit forms for approval and reimbursement for qualified expenses:

1. Ensure that all members of trip who will be driving have completed the Driver Authorization Process.

2. Within the SAC Google Drive, make a copy of the Travel Document, rename it with LastName_MM-DD-YY as a prefix, and put it in the Completed Travel Documents folder. Fill out all fields of this document.

• If you are backcountry skiing, please specify this in the travel document and give a specific area and plan (listing only “Tahoe,” for example, will not be accepted).

3. Complete the SAC Travel Submission Form so that we are notified of your upcoming trip and can process the request.

4. Check the status of your trip approval (top line of the travel document) 24 hours prior to departure. If it is still not approved and you have not received a message about it, email Alyson Chun at Adventure Sports  (email: achun2@stanford.edu) to find out more information about the status.

5. Keep your receipts (in paper form)! We can only reimburse purchases that you have the receipt for. 

6. Within 30 days of the completion of your trip, go to granted.stanford.edu to submit your request for reimbursement:

   1. Go to granted.stanford.edu and select the “payments” tab. Then, select “new payment request.” Once you do this, you should be brought to a new page. 

   2. On this page, make sure to select “Stanford Alpine Club” as the organization, “Electronic” as the payment method, “Direct Deposit” as the delivery method, and add a summary description. Then select “Next” to be brought to the reimbursement page. 

   3. At this page, each individual receipt must be entered on its own line. Select the paper clip icon to upload a picture of the receipt. If the individual receipt is for more than $75, also upload the screenshot of your bank statement showing this purchase. Fill out the “Document Date,” “Document Type,” “Vendor,” “Description,” and “Amount” corresponding to this receipt. 

• If you are reimbursing less than the full amount for a given receipt, the description for this line must include "partial reimbursement."

7. Immediately after  you submit your GrantEd reimbursement request and complete the trip report, fill out the Reimbursement Request Form so that SAC is aware of your request.

8. SAC will review and process your reimbursement request within 2 weeks of your submission.

Note: If you have you questions or issues, you can reach out to Jenn at jparker6@stanford.edu.

Timing requirement: The travel document and (if applicable) driver authorization forms must be submitted by 12 pm five days prior to departure (i.e. Monday at noon for a Friday departure)