Booking Travel
Georgetown Travel Online
Short’s Travel
Anthony Travel
Book simple air itineraries, hotel, and car rental via Georgetown Travel Online.
For complicated international travel, train reservations or for group travel please contact an agent at either Anthony Travel or Short’s Travel.
Georgetown Travel Online
Please log in to www.shortstravel.com/gto to access the University’s online booking tool. Use your Georgetown NetID and password to access the site.
Once you are in GTO you are taken to the home page of the tool where you can enter your travel information and proceed to booking. The tool works for airfare, hotel, and car rental, and allows for direct cost center billing.
While the total cost will show at the time of checkout, please remember that it is not possible to pre-pay for hotel and car rentals. You will need to use a travel and entertainment (T&E) enabled procurement card or a personal credit card at the time of check-in/check-out or the return of the vehicle to pay for these services.
First time users
The first time you log in, please click on the “My Profile” button to fill out your profile for future reference. You may enter your frequent flyer numbers, hotel membership numbers, as well as set your seat, meal and other preferences.
Please verify your full name (including your middle name) to show exactly as it appears on your passport or driver’s license.
Please note: If the information you see when you first log in is incorrect, please contact the UIS help desk at 202-687-4949 to correct it. Also, even though there is a menu item to choose a “form of payment” you don’t need to worry about this in your profile. You will need to input your cost center at checkout.
From a drop down menu you will be asked to identify the School or Business Unit in which you work. The tool automatically identifies your campus and department.
Once your information is complete, simply click “Book a Trip” and let the tool guide you through the booking process.
Check out procedure and payment
At checkout, please enter a valid cost center to which your trip will be charged.
Your airfare will be direct billed to your cost center; however, you will have to pay for the hotel at the time of check-out from the hotel and for car rental when you return the vehicle.
You may use a University T&E ProCard if you have one, or you may be reimbursed for the hotel and/or car expense via employee reimbursement. Make sure to refer to the University’s procurement card and employee reimbursement policies for further instructions. Please visit the Financial Management page for more information.
Pre-trip approval procedure
Please follow your department’s current procedures for travel approval. The ”Email your itinerary” feature on the tool gives an easy way to forward the proposed itinerary with pricing to a travel approver if necessary. Please remember that the booking has to be completed within 24 hours, or the proposed price and seat might no longer be available.
Search for your airfare on Kayak - book it on GTO
Many travelers prefer to use the travel website Kayak.com to search for itineraries. GTO allows for easy interchange of information from that travel tool to Georgetown’s system. In Kayak, you can use the “Share” function to email your itinerary to bookit@shortstravel.com. You will then receive an e-mail that prompts you to complete your booking on GTO.
With this feature you can utilize the direct billing function, which reduces reimbursement paperwork. You will also not need to manually register your travel on International SOS, as the tool does it for you automatically.
Here is what to remember: when you “Share” an itinerary, make sure to enter your @georgetown.edu email address in the “From” field. You will receive an email with the requested itinerary and travel details. Click on the BookIt link in your email to complete the booking on GTO. The link will take you to your travel profile where you can pick your seats, confirm the reservation, add a hotel reservation or car rental and enter your cost center information for payment. Once the booking is completed on GTO, you will receive a confirmation email with your travel details.
Booking for guests and students
GTO is only accessible at this time for Georgetown University faculty and staff and only for institutional purchases. However, the tool allows you to make reservations for incoming guest speakers, students, job or PhD candidates by using the “Book for a guest” function. This feature allows departments to direct bill airfare and some local hotel bookings for these non-Georgetown individuals and reduces the need for travel reimbursement requests via expense voucher.
Arranging travel for another faculty or staff member
If your role involves arranging travel for a faculty or staff member in your department or area, the traveler who you are arranging travel for needs to give you travel arranger privileges. This menu item can be found under the “My Profile” tab. We are happy to set this up for you if you contact faservice@georgetown.edu with a request. Please make sure to put “Travel” in the subject line.
Mobile access on portable devices
Bookings on GTO can be easily synched to your smart phone or other mobile device using the Worldmate application.
First download the free application to your device. Then update your travel profile under the “My Profile” section to allow GTO to push your travel information to Worldmate. Once you have created a free account with Worldmate and enabled this option on your profile, all your reservations will be automatically synced between your mobile device and GTO.
Transaction fees for booking on GTO
There is a $7 transaction fee for booking domestic or international air tickets. There is no fee if you are only booking your hotel or car.
If you wish to book your train reservation through Short’s you may do so during regular business hours (8am-5pm, Mon-Fri). There is a $10 transaction fee.
If for some reason you start your booking online, but you are not able to complete it, and you call an agent who completes your booking for you, there will be a $10 transaction fee added to the total cost of your trip.
Contact information
Normal business hours are 8am-5pm Monday-Friday.
Phone: 1-877-277-5568.
Email: GTO@shortstravel.com
For travel emergencies while on domestic travel please use the same number as above: 1-877-277-5568
For travel emergencies while you are abroad please use the number printed on your confirmation itinerary. That number is: 203-787-6266.
Every reservation made on GTO is:
- in compliance with our existing travel policies (if you need to book a ticket outside the lowest logical fare, a reason code is required),
- automatically sent to the International SOS travel tracker program for safety reasons, therefore eliminates the need for separate, manual registration on iSOS,
- helping us to negotiate better air, hotel, car discounts for our travelers in the future by contributing to our aggregate travel spend.
For further information about how to set up your profile, how to assign a travel arranger, and how to book travel using GTO, please download the Traveler User Guide.
Short’s Travel: Agent-assisted bookings
Short’s Travel Management is one of the University’s contracted travel management companies. They are behind Georgetown Travel Online. They are ranked among the top 20 corporate travel management companies in the US, with over 400 clients in the country. They are among the top three travel management companies supporting Collegiate Academic and Athletic clients. They pride themselves in maintaining a 96.2% client satisfaction rate and a 99% client retention rate during the past 65 years since they have been in business. They are focusing on providing innovative travel solutions to their clients and as such have been recognized by travel experts as “arguably the most innovative TMC in North America …” (Scott Gillispie from Gillispie’s Guide to Travel and Procurement)
They are the official travel management company of the NCAA. Additionally, some of their clients include: Stanford Athletics, Boston College Athletics, World Equestrian Games, Ladies Professional Golf Association, State of Louisiana, State of Texas, Federal Reserve Bank of Kansas City, Helzberg Diamonds, Children’s Mercy Hospital, and Saint Luke’s Health System.
If you need an agent to help you with your reservation, or you have a complicated trip, you may contact Short’s dedicated agents at 1-877-277-5568 during regular business hours of 8am-5pm Mon-Fri, or you may email them at GTO@shortstravel.com.
Please note: there is a fee for agent-assisted bookings during regular business hours. (Outside of regular business hours there is an additional fee of $20 per transaction.)
- Simple domestic or international air reservations: $29 transaction fee
- Complex international air reservation: $40 transaction fee
- Hotel or car reservation: $10 transaction fee
For after hour emergencies or while you are on domestic travel and need help, please use the same phone number: 1-877-277-5568.
For travel emergencies while you are abroad please use the number printed on your confirmation itinerary. That number is: 203-787-6266.
Anthony Travel: agent assisted bookings
Georgetown University’s other contracted travel agency is Anthony Travel.
Anthony Travel has 120 employees and has been working with over 200 Universities and Colleges nationwide. The University has three dedicated agents on site who serve the University’s travel needs.
Anthony Travel manages the University’s complex international trips, VIP reservations, and group reservations. They are here to help you with managing your domestic and/or international faculty led programs, hotel and travel arrangements for organizing a seminar or conference that your department is hosting on campus, or to arrange complicated VIP travel for guests or eligible faculty and staff.
Anthony Travel is able to bill directly to Georgetown cost centers for group reservations, air and train travel, reserve coaches and buses for your groups, and they can pre-pay for some local hotels, reducing reimbursement paperwork.
While they are able to pre-pay for most travel related services for groups, it is not possible to pre-pay for individual hotel reservations or car rentals. Our travel agents can book the hotel room or reserve the car, however the traveler has to either pay with a T&E enabled procurement card or using a personal credit card at the time of hotel check-out or returning the vehicle.
Anthony Travel’s on-site travel agents can be reached by e-mail at traveldesk@georgetown.edu or by calling 202-687-8480 or 202-687-8479.
