Before You Book

Information on what to do and what to know when planning travel

Faculty & Staff Travel

All faculty & staff are strongly encouraged to book through Georgetown Travel Services (GTS). If you find a better travel rate on a competing site, please forward the quote so we can compare and improve offerings booked through GTS.

All full- and part-time members of the faculty, including adjunct faculty, and staff members participating in university-related programs, activities, or events abroad must follow the steps outlined for faculty and staff traveling without students on the Office of Global Services website per the GU International Travel Policy

All university travel must be reconciled in GMS as travel is booked to the GMS ID of the traveler or travel coordinator. The job aid for submitting travel expense reports can be found in GMS.

GU employees can book travel for themselves or guests/students through CONCUR. For complex travel or personal service, please feel free to work with an agent.

Group Travel

General Group Travel Advice

Georgetown Travel Services in partnership with World Travel Service (WTS) has dedicated agents ready to assist with your group travel for 10 or more, including airfare, hotels, ground transportation, and more. If you want expert advice and assistance, please call 771-208-4753 or email: Georgetown.travel@worldtrav.com (new window)

Self Service Group Travel Booking

You can book identical itineraries for up to 6 individuals using CONCUR. Each individual must be a Georgetown University employee.

After creating the itinerary for one person, you can click on the “Add Traveler” button, which will replicate the exact same itinerary and price. Choose the additional traveler’s name from the drop down list. Continue to add travelers up to six individual and then proceed to complete the booking.

If require a charter vehicle for a GU event or program, please consider the following:

Local (DC area)

Georgetown has a master agreement with Abe’s Transportation (CON-0009782). To make a reservation, email reservations@abestrans.com (new window).

Domestic (non-DC area)
Please follow the standard contracts (new window) process. 

International
Please use the International Standard Agreement  (new window)template and obtain evidence of insurance, or submit a Waiver of Insurance (WOI) with name of the company’s insurance provider.

If you need assistance with paying for an international charter, GTS requires:

  • Evidence of Insurance (COI or Insurer contract information)
  • A copy of the agreement – either International Standard Agreement or Supplier Terms

For more information on international travel programming, please go to the OGS website (new window).

Student Travel

Students can use Georgetown Travel Services (GTS) to book travel contacting one of the university’s booking agents at +1 771-208-4753 or Georgetown.travel@worldtrav.com. By booking through GTS, students will have access to University discounts with United, Delta, and Southwest Airlines. Should travel plans need to change, GTS agents can also work with these airlines to waive change fees for the student or assist in pursuing partial or full refunds, if necessary. Students and families will still pay for their own travel through GTS. 

Undergraduate students traveling within the United States on programs arranged by a student organization officially sponsored through the Division of Student Affairs should be in contact with Student Affairs for information about applicable policies and procedures.

Graduate students traveling within the United States for university-related purposes should be in contact with the department or center sponsoring the travel for information about applicable policies and procedures.

For Study Abroad programs hosted by Georgetown University, please visit the Office of Global Education website

For Study Abroad programs not hosted by Georgetown University, please visit the Office of Global Services website.

All students completing university-related international travel must comply with the GU International Travel Policy

General International Travel Information

All Georgetown students, faculty, and staff engaged in university-related travel overseas must comply with GU’s International Travel Policy. All faculty, staff and students must also comply with the University’s Infectious Disease Travel PolicyInternational travel resources and alerts are available via the Office of Global Services website.

To help you learn as much as you can about your destination(s), take advantage of the numerous university resources available. Lauinger Library has a variety of informational resources, including country guides and international news databases. Before departure, all travelers should consult U.S. Department of State Country Fact Sheets and International SOS country guides on their destination, as these documents contain important information on issues such as medical care and US Embassy services. Non-US citizens should consult their equivalent agencies.