Preferred Partners

Booking Hotels

Booking a hotel on CONCUR is advisable as Georgetown University is able to access negotiated rates.

Georgetown direct reservation link for DMV Area hotels here

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 is between your hotel and your business function.

Payment

Hotel reservations booked via Concur are only holding the room, there is no payment completed at booking. You will need to provide a personal credit card / Pro Card upon arrival OR work with your travel coordinator to complete a credit card authorization form to prepay room and tax. Individuals are responsible for any incidentals.

Cancellations

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.

Fees

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.

Renting Vehicles

You may reserve a car rental on CONCUR or directly online at Enterprise/ National with a Georgetown dedicated link here.  You will be required to login via GU Box to access the link. There are no fees associated with making a car rental reservation on CONCUR.

Make sure to sign up for Emerald Club for free upgrades, guaranteed vehicle availability and additional benefits. Membership is free.

If renting a vehicle through CONCUR, the discount code is automatically applied to the quoted rate. The University has various discount agreements with car rental suppliers. These discounts vary between 5-10%.

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.

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.

Passenger Vans

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

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.

Insurance

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.

Traveling by Rail

Amtrak Discount

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 only applied if the booking is done through Concur. Please make sure to utilize the discount by booking with Georgetown Travel Services.