Quick Guide: Travel

Methods of Travel

Last Updated 8/1/2014

  • Flight
  • Train
  • Hotel
  • Enterprise Rent-a-Car
  • Personal Vehicle

Last Updated 8/1/2014

Tax Information

  1. While GW is a tax-exempt organization, it is not always possible to get tax-exempt status at certain locations
  2. GW is not tax-exempt for FOOD, HOTEL, CAR RENTALS, AIRFARE, or other state/federal exclusions

Travel Tips

  1. Most trips/travel must be registered with Center for Student Engagement-
  2. FILL OUT TRAVEL REGISTRATION AND EMERGENCY CONTACT INFORMATION FORM
  3. FILL OUT TRAVEL PARTICIPATION FORMS
  4. To utilize rental cars OR personal vehicles, all student drivers must receive driver authorization
  5. FILL OUT DRIVER AUTHORIZATION APPLICATION
  6. FILL OUT 12-PASSENGER VAN ACKNOWLEDGEMENT FORM
  7. SUBMIT COPY OF DRIVER’S LICENSE
  8. Provide application, acknowledge and copy of driver’s license to Student Organization Adviser
  9. Pass driving test
  10. Must be reauthorized on annual basis
  11. To utilize rental cars, all staff must contact Human Resources
  12. GW has a corporate partnership with Marriott properties- there is NO guarantee of reduced price
  13. IBUY charges a booking fee (typically$8-30) for flights and train tickets
  14. Group purchases must go through IBUY Travel/American Express Support OR can be purchased through traditional means (i.e. or
  15. Flights CANNOT be transferred to another person; most flights CANNOT be refunded
  16. Hotels CANNOT be refunded if the nonrefundable option was selected
  17. Prices change on an hourly basis- be aware that prices on a filled out form MAY NOT be available when CSE Financial Services is booking
  18. Utilizing personal vehicles requires personal insurance- your personal insurance will be primary insurance in case of accident- GW will not assume responsibility for damage where a student-owned vehicle is for university business and incurs an accident
  19. Reimbursement for personal vehicle usage must be registered and show proof of insurance

Enterprise Travel Tips

  1. FOR SAME WEEK/WEEKEND RENTALS: VEHICLE REQUEST FORMS ARE DUE BY WEDNESDAY 12:00NOON for 12 passenger vans and WEDNESDAY C.O.B. for all other vehicles
  2. Vehicle restrictions are in place:
  3. 21 year old drivers can only drive 300 miles and must take a break
  4. Travel over 300 miles MUST utilize commercial vendors
  5. Minivans have mileage restrictions:
  6. 250 free miles a day and $.25/mile above 250 miles
  7. Insurance is provided for vehicles; DO NOT PURCHASE (even road-side assistance)- FEES ADD UP
  8. DO NOT PURCHASE extra gas from Enterprise- fill up tank yourself- YOU WILL BE CHARGED
  9. Be your own advocate at Enterprise- If you have a problem (i.e. gas level or cleanliness), talk to Enterprise
  10. There are two locations to pick up vehicles: Crystal City and DCA Airport- the AIRPORT LOCATION IS MORE EXPENSIVE
  11. 21year old and above drivers CAN PICK UP vehicles throughout US
  12. The Crystal City Location has LIMITED HOURS (M-F 7:30am-6:00pm; Sa 9:00am-3:00pm, Su 9:00am-1:00pm)
  13. You will be charged for an ADDITIONAL DAY if you turn in the vehicle after hours
  14. DO NOT ACCEPT 15 PASSENGER VANS
  15. IMMEDIATELY REPORT any accidents

Steps to book travel (staff):

  1. Staff logs onto IBUY Travel Portal for flight, train, and hotel
  2. Staff enters search parameters (date, location, etc) and selectshotel, flight, train of choice
  3. Staff utilize P-Card to book travel
  4. Staff fill out Vehicle Request Form located in lobby of Colonial Crossroads for rental car
  5. Staff turn in Vehicle Request Form to Coordinator, DSA Financial Services
  6. Coordinator, DSA Financial Services books vehicle and provides staff with confirmation and cover letter

Steps to book travel (student organizations):

  1. Student organization researches flight, train, hotel
  2. Student organization fills out Air Travel Request Form, Hotel Request Form, Vehicle Request Form with SA EAF or EAF
  3. FORMS MUST BE FILLED OUT COMPLETELY
  4. FILLED OUT FORMS DO NOT GUARANTEE REQUEST CAN BE FULFILLED
  5. Student organization turns in Air Travel Request Form, Hotel Request Form, Vehicle Request Form and appropriate EAF to appropriate location (either SA for SA EAFS or Colonial Crossroads for EAFS)
  6. Student organization can meet with Coordinator, DSA Financial Services to book travel IF EAFS ARE SIGNED
  7. Coordinator, DSA Financial Services books flight, hotel, and vehicles and provides student organization with confirmation and cover letter at the front desk of Colonial Crossroads and via email

Last Updated 8/1/2014