DC All Georgetown students, faculty, and staff engaged in university-related travel overseas must comply with GUsInternational Travel Policy. FAQs | Georgetown University Summer Programs for High School Students 37th and O Streets, N.W. The Policy is intended to promote the safety of drivers, passengers and the public as well as to minimize losses, damages and claims against the University. International Travel Policy and Compliance - Georgetown University The University is constantly monitoring the public health situation domestically and globally, with the hope that conditions will improve enough to safely permit additional University-related travel in the future, including expanded opportunities for faculty travel for purposes of field, archival, laboratory, or other research; we will promptly inform the community of any changes to the moratorium. For Georgetown University faculty, staff, and students traveling abroad, Georgetown's Global Assistance . University-Related International Travel and Research This section is designed to provide you with guidelines to help you manage risk when you contract products and services on behalf of Georgetown University. Because of the difference in insurance requirements in other countries, departments should always purchase all available insurance provided by the rental agency. Georgetown University encourages all faculty, staff, and students traveling abroad to maintain appropriate health insurance. GU employees can book travel for themselves or guests/students through CONCUR. Travel Registration and Authorization They will also consult with the Universitys Travel Review Committee (TRC). d. Per Diems at less than the federal rate: Per diems at less than the federal rate shall be processed as reimbursements, requiring proof of travel. DC Travel Society - Georgetown Alumni The Travel Moratorium Appeals Process provides information on how to submit an appeal. Any student driving a van for University-related purposes must first complete the Office of Risk Managements van training program. 2115 Wisconsin Avenue NW, 6th Floor. If you are in an emergency situation while traveling, you should contact International SOS. Georgetown Travel Services puts tools, policies, and resources in one place to help make your travel arrangements easier. Home Preferred Partners Preferred Partners Airline Discounts The University has negotiated rates with United, American, Delta, Southwest and Turkish Airlines. Each individual must be a Georgetown University employee. Prior to traveling we advise all individuals to visit the U.S. Department of State Website and review the travel warning information to manage travel in accordance with the Departments recommendations. Please see the Supplier Setup section for how to obtain aSupplier ID. Georgetown University property and equipment is protected by a property insurance policy. In light of the high levels of vaccination within our University community, and the easing of many COVID-related global travel restrictions, the University will return to its standard (pre-March 2020)International Travel Policyfor all University-related international travel commencing on or after April 1, 2022. 20007, International SOS and Travel Assistance Services. In general, international car rentals should be made in the Universitys name and insurance should be purchased from the rental provider. Each student is assigned to an RC who supervises approximately 25 high school students at a time. Georgetown maintains a membership with International SOS, an international emergency medical assistance and security services provider, to manage the health and security risks facing our international travelers and expatriates. a receipt from any paper copy or web page. the Universitys International Travel Policy, Universitys Infectious Disease Travel Policy. 20007, faculty and staff traveling without students, https://gms.georgetown.edu/training/financials-training/expense-reports/#, International Standard Agreement (new window), Universitys Infectious Disease Travel Policy, International travel resources and alerts, U.S. Department of State Country Fact Sheets, Evidence of Insurance (COI or Insurer contract information), A copy of the agreement either International Standard Agreement or Supplier Terms. Dear Colleagues, Georgetown has recently updated its COVID-19 travel restrictions, please visit h Category: Announcements Coronavirus (COVID-19) University Travel Guidance Leading a Trip, or Planning a Trip Abroad? Financial Management | Georgetown Travel Services | Georgetown University 20007, International SOS and Travel Assistance Services. Updated University Travel Guidance for Faculty and Staff Insurance | Risk Management | Georgetown University For policies on the use of a Georgetown-issued Procurement Card, consult the ProCard policy manual (.pdf). GUPD will contact . Depending on the nature of student activities a program sponsors, it may be necessary for both faculty and students to sign a release indicating that their participation is voluntary, that they understand the risks involved, and that they will abide by the Universitys code of conduct. We will continue to monitor global public health and travel conditions and may make future changes to this policy if deemed appropriate. For details on campus policies, please follow the links below. Limited exceptions to the moratorium may be granted after review by the relevant campus Executive Vice President (for students and faculty, and non-University Services staff), the Senior Vice President and Chief Operating Officer (for staff members of University Services), or the Vice President and Chief of Staff (for direct reports to the President). Georgetown University Campus Map; Mapquest; Google Maps; Human Resources. If you prefer working with a GTS dedicated agent, please call +1 855-460-5352 or email GU@ctp-travel.com. Overview Every contract has risks that must be reviewed from the perspective of protecting Georgetown University from financial loss. Air Travel. Georgetown's Travel Policies. Please contact us at 1-866-525-8664 or via email at GeorgetownTravelSociety@Georgetown.edu if you have any questions or need more information regarding our upcoming travel programs. PDF Policy # FA 112: Business Travel and Entertainment - Georgetown Law Georgetown travelers can register their travel online and access travel reports through Georgetowns International SOS Portal. DC Scope Limited exceptions may be granted for travel that is deemed essential, or travel to low-risk destinations as defined in the Universitys. In order to properly complete the form, be sure to retain documentation of all expenses in the form of receipts whenever possible. We write today with the good news that because of increasing vaccination rates and updated guidance from the Centers for Disease Control and Prevention ondomestic travelandinternational travel,the University is updating theCOVID-19 Travel Policyfor students, faculty and staff, and will be relaxing travel restrictions. Fully vaccinated faculty and staff may engage in University-related international travel to lower risk regions,as defined in the, Fully vaccinated faculty and staff may travel to elevated risk regions, as defined in the policy, after, Faculty and staff who are not, or have not informed the University that they are, fully vaccinated either due to an accommodation or due to their fully telework mode of work should consult with the relevant Senior Administrator or the. Georgetown Policies - cndls website - Georgetown University According to Office of Risk Managementpolicy,no 15-passenger vans may be rented for University business for any reason. Individuals engaging in University-related travel must comply with all other applicable University policies (e.g., departmental/supervisor approvals, business travel and entertainment policies). BWI (Baltimore/Washington International Airport) Dulles International Airport; . The request is paid after GMS approval per the Signature Authorization Policy FA 127, International Per Diems: International per diems shall be processed as reimbursements, requiring proof of travel to international destination. Georgetown study abroad programs offered by the Office of Global Education during the Summer 2021 term (May-August 2021) and all other university-sponsored undergraduate, non-credit international travel are suspended through August 15, 2021. Fax: 202-687-5944. Policy Manual & Forms Open sub-navigation Close sub-navigation. If you are wire transferring University funds to a foreign bank, consult the University policy on wire transfers (.doc). All hotel reservations and payments in Concur or with a GTS agent must be secured using a department or individual procard. Before You Book | Georgetown Travel Services | Georgetown University Gather all of the required information and submit the application when complete. Georgetown Travel Services puts tools, policies, and resources in one place to help make your travel arrangements easier. As of July 1, 2021, per CDC guidance, international travelers, regardless of their citizenship or vaccination status, will need to get a COVID-19 test no more than three days before returning by air to the United States, show a negative COVID-19 test result or documentation of recovery from COVID-19 before boarding a flight to the United States, and get a COVID-19 test three to five days after returning to the United States. Washington DC 20007. Step 1. Risk Management can review the contract for insurance information. Domestic rental car insurance may be declined if the vehicle is rented with a Georgetown Procurement Card. All students completing university-related international travel must comply with the GU International Travel Policy. This page compiles information on University policies related to financial management of travel expenses. 37th and O Streets, N.W. Purpose The purpose of this policy is to describe the parameters around travel arrangements for University business and for the reimbursement of such travel expenses. Additionally, we strongly encourage all individuals to register your travel with the Department of State. University | Risk Management | Georgetown University GUMC Business Travel Policy (operational guide -supersedes Policy# FA-112) NOTE: Effective January 18, 2017, the Spend Authorization functionality within GMS should be followed. Limited exceptions may be granted for travel that is deemed essential, or travel to low-risk destinations as defined in the Universitys COVID-19 Spring and Summer Travel Policy. An overview of the policy updates follows: Faculty and StaffUniversity-Related International Travel, Student University-Related International Travel. 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 studentson the Office of Global Services website per the GU International Travel Policy. 2. In response to faculty feedback, campus leaders are developing policies specific to faculty research travel. International Travel | Risk Management | Georgetown University International travel resources and alertsare available via the Office of Global Services website. For assistance with CONCUR or to make any changes to a reservation made on CONCUR, contact GU@ctp-travel.com or call 855-460-5352. The University Policy on Business Travel Expenses (.pdf) is the main University policy regarding business travel expenses. Georgetown Travel Services | Georgetown University Anyone traveling on university business is eligible for reduced price flights using preferred travel partners when booked directly with an agent or through Concur. Georgetown study abroad programs offered by the Office of Global Education during the Summer 2021 term (May-August 2021) and all other university-sponsored undergraduate, non-credit international travel are suspended through August 15, 2021. If you want expert advice and assistance, please call 1-800-810-2695 or email:groups@ctptravelservices.com or ctpuniversitysmallgroups@travelctm.com for University Small Groups. For details on campus policies, please follow the links below. . If you are unable to arrange for payment of medical expenses at the time of service, International SOS may contact Georgetown to guarantee payment of costs associated with your care. 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. Staff will need to request approval from their manager or relevant Senior Administrator before booking University-related travel. Read the complete travel policy. Georgetown University currently has restrictions regarding domestic and international travel. OCFO Policies Archive - Office of the Chief Financial Officer Faculty, staff, and students traveling abroad must comply with the Universitys International Travel Policy for all international travel supported by or related to the university. The job aid for submitting travel expense reports can be found at https://gms.georgetown.edu/training/financials-training/expense-reports/#. Compliance with the policy is required for all students, faculty, and staff engaged in Georgetown-related international travel. International Travel Policy - Georgetown Travel Services Description. Washington, D.C. 20057 Limited exceptions to the moratorium may be granted after review by the relevant campus Executive Vice President (for students and faculty, and non-University Services staff), the Senior Vice President and Chief Operating Officer (for staff members of University Services), or the Vice President and Chief of Staff (for direct reports to the President). Preferred Partners | Georgetown Travel Services | Georgetown University Reinstating Standard International Travel - Georgetown University While booking approved international travel planned for August 1 or later is permitted now, there is still a moratorium on international travel before August 1, and theCOVID-19 Spring and Summer Travel Policyremains in effect for international travel until then. To help you learn as much as you can about your destination(s), take advantage of the numerous university resources available. In some cases, your campus may have additional policiesbeyond those contained in the main University policies. 20057, International Student and Scholar Advisor, Funded in part of in full by University funds, or. Edward B. Healton, Executive Vice President for Health Sciences, William M. Treanor, Executive Vice President and Dean of the Law Center, David B. Contracts | Risk Management | Georgetown University International Travel is always governed by the University's International Travel Policy. Please see our Training Resources for more information on the Online Booking Process. Students can use Georgetown Travel Services (GTS) to book travel contacting one of the universitys booking agents at +1 (855) 460-5352 or GU@ctp-travel.com. In light of the evolving nature of the COVID-19 pandemic, its impact on our community, and the advent of increased vaccination opportunities, we must balance restrictions on activities in compliance with public health imperatives and the desire to promote and facilitate learning and research. To make a reservation, emailreservations@abestrans.com (new window). Call (202) 444-0086 . Leading a Trip, or Planning a Trip Abroad? The Center for Disease Control and Prevention (new window) has location-specific health resources and immunization information on their website. (Note that many other policies apply to each of us in our daily activitiesmost of those policies can be found on other pages within this policies website). The purpose of this policy is to describe the parameters around travel arrangements for University business and for the reimbursement of such travel expenses. The value of the item in excess [] University Services ONLY. Online Resources - Office of Faculty & Academic Affairs Booking Travel. A limited number of international programs including certain study abroad programs organized or sponsored by the Office of Global Education and other University departments will also be permitted to proceed beginning in Fall 2021, after a program-specific risk assessment and approval by the relevant Senior Administrator. In light of the evolving nature of the COVID-19 pandemic, its impact on our community, and the advent of increased vaccination opportunities, we must balance restrictions on activities in compliance with public health imperatives and the desire to promote and facilitate learning and research. Beginning July 1, 2023, the Georgetown Travel Services central credit card will no longer be used for hotel bookings. By booking through GTS, students will have access to University discounts with United, American, Delta, and Southwest Airlines. If require a charter vehicle for a GU event or program, please consider the following: Georgetown has a master agreementwith Abes Transportation (CON-0009782). Before departure, all travelers should consultU.S. Department of State Country Fact SheetsandInternational SOS country guideson their destination, as these documents contain important information on issues such as medical care and US Embassy services. University sponsored or related travel is defined as. Step 2. Travel to Elevated Risk Regions | Georgetown Law All faculty, staff and students must also comply with theUniversitys Infectious Disease Travel Policy. Pre-Trip Reimbursement: The employee or expense preparer should submit an Employee Reimbursement request in GMS accompanied by: Reimbursements for guests: In order for the University to reimburse guests, the guest must have aSupplier ID in GMS. Choose the additional travelers name from the drop down list. Office of Global Services. Information on what to do and what to know when planning travel. The University Policy on Business Travel Expenses (.pdf) is the main University policy regarding business travel expenses. Georgetown has discontinued the use of American Express Corporate Cards for faculty and staff. DC Continue to add travelers up to six individual and then proceed to complete the booking. 1. Edward B. Healton, Executive Vice President for Health Sciences, William M. Treanor, Executive Vice President and Dean of the Law Center, Geoffrey S. Chatas, Senior Vice President and Chief Operating Officer, Georgetown University Online Booking | Georgetown Travel Services | Georgetown University Religious Holidays. All students or student group leaders must submit an international travel application. Thank you for your patience and cooperation as we seek to balance the universitys mission of global engagement with the public health of our community. Faculty, staff, and students traveling abroad must comply with the Universitys International Travel Policy for all international travel supported by or related to the University. P. 202-687-0100, , we suspended all university-sponsored international and domestic travel for students, faculty and staff. It can also sometimes obtain special business rates. As always, travelers must stay apprised of, and comply with,public health and travel regulationsand guidance in place both at their destination and upon their return, with the understanding that such regulations and guidance continue to change periodically. Georgetown University maintains a comprehensive program of insurance and self-insurance to address a variety of exposures. Please review the details below on permitted University-related travel, public health guidance related to travel and instructions for booking travel for faculty research and for students and staff. Visit Georgetowns Travelers Resource website for information, requirements, funding, resources, a pre-trip checklist and more. In September 2012, Georgetown University implemented an international travel policy for all faculty, staff, and students participating in international travel supported by or related to the university. Georgetown has access to International SOS worldwide network of logistics coordinators, physicians, security professionals, hospitals, ambulances, and aviation services, as well as online country guides and travel security resources. As the policy states, an in-depth risk assessment is required for any program located in an Elevated Risk Area. Review the Travel Policy. Please see the Community Incentives Page for the specific benefits provided by our travel partners. Updated University Travel Guidance for Faculty and Staff. The policy extends to any student travel that is University-sponsored or conducted for academic credit at the University, regardless of whether it is part of an organized program. This decision, made in consultation with the Universitys Chief Public Health Officer, allows for continued, appropriate and risk-based review of travel, while permitting a broader range of important University-related international travel to resume. The Office of Risk Management is responsible for evaluating loss exposures and arranging appropriate insurance coverage to protect the University's financial assets. Policy statement and applicability This policy addresses payments for and reimbursements of business travel expenses. 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. Washington The following are some of the key overarching policies that all members of the University community should be aware of. Car Barn, Suite 140. Travel Out & Reentry: F1 & J1 Students | International Student We will continue to monitor public health conditions domestically and globally, and we will update the Universitys travel policies as appropriate. Washington February 7, 2023 Dear Students, Georgetown University has an International Travel Policy that applies to students engaging in international travel associated with research, internships or other university-related activities. The Honor Council has two primary responsibilities: to administer the procedures of the Honor System and to educate the faculty and undergraduate student body about the standards of conduct and procedures of the System. Please visit theOffice of Global services siteon or after April 1 for updated and additional resources on University-Related International Travel. PDF CTLS POLICIES AND PROCEDURES updated 21062013 - Georgetown Law 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. In light of the high levels of vaccination within our University community, and the easing of many COVID-related global travel restrictions, the University will return to its standard (pre-March 2020) International Travel Policy for all University-related international travel commencing on or after April 1, 2022. In most instances, medical expenses incurred abroad will have to be paid out-of-pocket and reimbursement sought later from the insurance carrier. . February 25, 2020. In addition, faculty must comply with all other University policies (e.g., financial or departmental approvals). . Consult the Policy on Business Travel Expenses for the University policy on vehicle rentals. For individuals who are not yet fully vaccinated, domestic University-related travel remains limited to essential travel as defined in the policy. Affiliated in any way with a campus organization. Washington, After creating the itinerary for one person, you can click on the Add Traveler button, which will replicate the exact same itinerary and price. Prior to traveling, you should check with your insurance carrier to determine what medical services are covered abroad. Guidelines & Policies - Georgetown University Medical Center In addition, the traveler needs to provide a statement verifying that they are requesting less than the full rate, Financial Reports, Disclosures, and Plans, Financial Reporting and Business Intelligence Systems, Contracts Policies, Procedures, Guides & Forms, Payments Policies, Procedures, Guides & Forms, Accounting Policies, Procedures, Guides & Forms, Budgeting Policies, Procedures, Guides & Forms, Payroll / Employee Reimbursement Policies, Procedures, Guides & Forms, Gifts and Donations Policies, Procedures, Guides & Forms, Travel Policies, Procedures, Guides & Forms, Federal Rate Agreements and Fringe Rate Components, a receipt or credit card bill statement showing the advance ticket purchase, and. Find all country regulations on tests or vaccine requirements here: IATA COVID-19 Travel Regulations Map (new window), Washington 20007, University Policy on Business Travel Expenses, Law Center Policies: For information on Law Center travel expense policies, contact Norma Laughrige at 202-662-9042 or. The Request for Wire Transfer form is available here (.xls). For further guidance on how to comply with this policy, please see the additional information included onthe Office of Global Services website. Students participating in such programs must be fully vaccinated. In order to receive reimbursements for travel expenses, employees need to complete the General Payroll Form. The University policy on the issuance of cash advances for travel is available here.