Financial Management

This page compiles information on University policies related to financial management of travel expenses. The University Policy on Business Travel Expenses (.pdf) is the main University policy regarding business travel expenses.

In some cases, your campus may have additional policies beyond those contained in the main University policies. For details on campus policies, please follow the links below. 

• Law Center Policies: For information on Law Center travel expense policies, contact Norma Laughrige at 202-662-9042 or laughrin@law.georgetown.edu.
• Main Campus Policies
• Medical Center Policies 

The below headings link to specific information on financial management issues that University travelers often face.

Cash Advances
Corporate Credit Cards
Exchange Rates
Expense Reimbursement
Travel Agencies
VAT Recovery Process
Vehicle Rentals
Wire Transfers

Cash Advances

The University policy on the issuance of cash advances for travel is available here.

Corporate Credit Cards

To learn about policies on the use of Georgetown-issued American Express Corporate Cards, please consult the American Express Corporate Program Policy (.pdf).

For policies on the use of a Georgetown-issued Procurement Card, consult the ProCard policy manual (.pdf).

Exchange Rates

For converting expenses incurred in foreign currency to US dollars, a useful online tool is available.

Expense Reimbursement

In order to receive reimbursements for travel expenses and successfully reconcile corporate credit card statements, employees need to complete the Expense Reimbursement form. Note that the instructions on the form require that fiscal years are not crossed in expense reporting. In order to properly complete the form, be sure to retain documentation of all expenses in the form of receipts whenever possible.

The form is available here (.doc). Instructions on its completion are available here (.doc).

Travel Agencies

Georgetown University’s official travel agency, West End Travel, allows for direct billing to departmental budgets, simplifying paperwork. It can also sometimes obtain special business rates.

VAT Recovery Process

For information on recovering VAT from purchases made on University business abroad, consult the Tax Office web site here.

Vehicle rentals

Consult the Policy on Business Travel Expenses for the University policy on vehicle rentals. Any student driving a van for University-related purposes must first complete the Office of Risk Management's van training program.

According to Office of Risk Management policy, no 15-passenger vans may be rented for University business for any reason.

Wire Transfers

If you are wire transferring University funds to a foreign bank, consult the University policy on wire transfers (.doc).

The Request for Wire Transfer form is available here (.xls).