Traveling By Air
The University has negotiated rates with United, American, and Southwest. Please see the Community Incentives Page for the specific benefits provided by our travel partners.
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.
- Corporate Travel Planners (CTP) at +1 855-460-5352 or email GU@ctp-travel.com
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.
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.
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.
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.
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.
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.
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 only applied if the booking is done through Concur. Please make sure to utilize the discount by booking with Georgetown Travel Services.