Traveling By Air
Our contracted travel agency can help you with both your University-related and personal travel.
For simple bookings, you can use CONCUR.
For complicated trips please work with our travel agent below. Their office hours are Monday-Friday 8 a.m. to 9 p.m.
- Travel Leaders Corporate (TLC): email@example.com, 1-833-827-9619
Note: You may use your frequent flyer membership number to collect miles even on university-related travel. Make sure to input that information in the “Profile” section prior to completing your booking on CONCUR or let the travel agent know before you finalize your booking.
Searching for the Lowest Fare
Book your ticket at least 21 days in advance. Airlines increase ticket prices significantly as we get closer to the travel date.
Changing Your Ticket
If you need to change a ticket, there are fees that are imposed by the airlines.
Canceling Your Ticket
You can cancel your ticket without any penalty or fees, by calling the travel agency within 24 hours of booking. Canceling your ticket after the 24-hour window will result in a penalty. When you cancel, for non-refundable tickets, you will receive a “credit” with the airline and your ticket becomes an “unused ticket,” which you can view on CONCUR and can apply towards another flight with the same airline in the future.
Missing Your Departure
If you think you will not be able to catch your plane on the day of your departure, you may call the travel agency within 2 hours prior to departure and they will give you a credit for non-refundable tickets; (penalty fees apply) which you may use for another flight. Your “credit” will show up on CONCUR as an “unused ticket” and you can apply that amount for a future flight with the same airline.
Traveling by Rail
The University has negotiated rates with Amtrak along the east coast corridor, especially on the Acela train between Union Station and New York City, Philadelphia, and Boston.
This discount is not applied if the booking is done through Amtrak.com. Please make sure to utilize the discount by booking with our travel agent, Travel Leaders Corporate (Email firstname.lastname@example.org or call (833) 827.9619. There is no fee for this service).
You may reserve a car rental on CONCUR or online with other various car rental companies directly. You may use the below codes to gain access to the discount. If the reservation takes place on CONCUR, these discount codes are already applied to the quoted rate.
- National: account number XZ243A4
- Enterprise: account number XZ243A4
- Hertz: CPD#0391459
- Budget: BCD#Y529200
- Avis: AWD#A662800
Use of privately-owned vehicles is generally discouraged for conducting University business. Students must be authorized whenever they use their personal vehicle on University business.
The University has various discount agreements with car rental suppliers. These discounts vary between 5-10%. National Car Rental and Enterprise Rent-A-Car provide the highest discounts for the University (see full program summary here). Make sure to join the Emerald Club with National Car Rental for further benefits. Membership is free. The discount is applied by providing the CPD codes specified below. There are no fees associated with making a car rental reservation on CONCUR.
Driver Authorization Requirements
All students who rent vehicles for University-related business, as well as faculty and staff using rentals to transport others outside of the Washington Metropolitan Area (map), must be authorized prior to renting the vehicle in accordance to the Office of Risk Management’s policies.
Students Renting a Car
Students should follow the registration requirements set up by the University’s Office of Risk Management to rent a car for University related purposes. You may work with the Center for Student Engagement for additional guidance.
International Car Rental Guidelines
If it is necessary to rent vehicles in a foreign country for approved business on a short-term basis, the vehicle should be rented in the name of the University. Because of the difference in insurance requirements in other countries, departments should always purchase all available insurance provided by the rental agency.
The University prohibits the purchase, rental or use of 15-passenger vans for any University-related activity, due to safety-related issues. A 12-passenger van or a standard mini-van is an acceptable and safer alternative. To accommodate travel needs for larger groups please work with one of our travel agencies for a group solution.
Towing a trailer or other item can present a risk. Only authorized University employees may use a University vehicle for towing. Individuals or departments that drive vehicles or (vehicle/ trailer combinations) with a weight greater than 10,000 lbs are required to comply with federal regulations and maintain a valid medical certificate.
Please visit the Office of Risk Management for additional information regarding vehicles.
If a driver rents a vehicle via CONCUR with a Georgetown-issued MasterCard ProCard with the driver listed on the ProCard account as the primary cardholder or authorized user, the driver should decline all insurance coverages offered by the rental company.
Individuals or departments renting vehicles in a foreign country for University business should rent the vehicle in the University’s name and purchase insurance offered by the rental company.
Booking a hotel on CONCUR is advisable as Georgetown University is able to access negotiated rates.
When booking on CONCUR, you can search for a hotel solution based on a landmark or specific address that is most suitable for your business needs. While it is advisable to be budget conscious, please keep in mind as you choose your hotel any additional costs you would encounter while traveling between your hotel and your business function.
Form of Payment
Booking your hotel via CONCUR or using our travel agency will require either a Procard or GMS worktags (or personal credit card for student and leisure purposes) as form of payment for securing the booking. However, prepayment for hotel rooms is not possible.
Hotels have to charge a credit card issued under the name of the traveler, presented at the time of check-in. Please use a Procard or a personal credit card for this purpose.
Some hotels might allow you to pay on behalf of a guest or another traveler by filling out a credit card authorization form. As a part of this requirement as a proof of verification, they might ask you for a copy of your driver’s license and a copy of your Procard. Please do not send these documents to any supplier.
Every hotel has its own specific cancellation policies, which are clearly stated on the reservation confirmation. Most allow for cancellation 48 hour prior to check-in. Please make sure you are aware of this policy. If you neglect to cancel your reservation according to the policy, the credit card (or Procard) will be billed for that night.
There are special “prepaid” and non-cancellable rates available on CONCUR. These tend to be lower priced, however, please be mindful of these rates as these reservations cannot be canceled and refunded. The credit card provided will be charged at the time of booking.
There are no fees for booking a hotel on CONCUR. If using a travel agent, there are no fees if the hotel booking is a part of an airline reservation.