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 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 Georgetown Travel Services.
International Travel for Faculty and Staff
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.
Travel Expense Reconciliation
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 at https://gms.georgetown.edu/training/financials-training/expense-reports/#
Booking Through Concur or an Agent
Coordinating Group Travel
General Group Travel Advice
Georgetown Travel Services in partnership with CTP 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 1-800-810-2695 or email: firstname.lastname@example.org or email@example.com for University Small Groups.
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.
Ground Transportation – Domestic & International
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 firstname.lastname@example.org (new window).
Domestic (non-DC area)
Please follow the standard contracts (new window) process.
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).
Students can use Georgetown Travel Services (GTS) to book travel contacting one of the university’s booking agents at +1 (855) 460-5352 or GU@ctp-travel.com. By booking through GTS, students will have access to University discounts with United, American, 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.
Domestic Travel for Students
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.
International Travel for Students
For Study Abroad programs hosted by Georgetown University, please visit the Office of Global Education website at https://studyabroad.georgetown.edu/
For Study Abroad programs not hosted by Georgetown University, please visit the Office of Global Services website at https://globalservices.georgetown.edu/
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 Policy. International 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.