Procure to Pay (P2P) offers the following transportation booking arrangements.
P2P has airline discounts available through the following carriers that range from 2% to 24%, depending on airfare class of service:
- American Airlines
- Delta Air Lines
- Southwest Airline
- United Airlines
These discounts are only available on reservations made through iBuy+ Travel or by calling an agent at Travel Leaders, GW's travel management company (855-771-9109). Discounts cannot be accessed through the airline websites or other web-based booking sites. When booking air travel, these contracted air carriers should be given first consideration along with the university’s policy of choosing lowest fare.
In addition, the U.S. carriers listed above have partnerships with foreign airlines through code-share agreements and alliances. The following partner airlines have agreed to offer discounts to P2P travelers when reservations are made through iBuy+ Travel:
Air France, Alitalia, ANA, Austrian Airlines, British Airways, Brussels Airlines, Finnair, Iberia, Japan Airlines, KLM, Lufthansa, Swiss Air and Virgin Atlantic.
Requirements for International Travel on Federal Funds
Employees traveling on federal funds are required by 49 U.S.C. 40118, commonly referred to as the "Fly America Act," to use United States air carrier service for all air travel and cargo transportation services funded by the United States Government. One major exception to this act is the option to utilize a code-share carrier referring to a foreign carrier flight that is being operated by an American flag carrier. In these instances, the reservation will reflect the code of the American flag carrier and its flight number.
There are a number of exceptions to the Fly America Act that are outlined in the Fly America Act Exception (pdf). This document must be completed, signed and submitted with the traveler’s expenses in iBuy+ Expense Reporting. Included in these exceptions are the four bilateral/multilateral “Open Skies Agreements” established by the federal government.
Global Entry Program - Global Entry is a U.S. Customs and Border Protection (CBP) program that allows expedited clearance for pre-approved, low-risk travelers upon arrival in the United States. Though intended for frequent international travelers, there is no minimum number of trips necessary to qualify for the program. Participants may enter the United States by using automated kiosks located at select airports. Apply Today!
Operating at most major airports, Super Shuttle extends a 10% discount to GW travelers. Super Shuttle can be booked and paid for in advance by using the traveler’s purchasing card or personal credit card at the following airport locations.
Enterprise | National | Hertz
P2P’s preferred car rental vendors are Enterprise Rent-a-Car, National Car Rental and Hertz. When booking rental cars for business, any of these suppliers should be chosen because of the discounted pricing and the insurance coverage that is included in the agreements. P2P’s car rental rates are available when making reservations through iBuy+ Travel. iBuy will insert the contract identifier into the reservation, ensuring that the appropriate rates are offered and the insurance coverage is included in the reservation.
When picking-up the vehicle, renters should check the boxes on the rental agreement to decline Collision, Liability and Personal Injury coverages. Collision and Liability coverages are included in the rental rate and employees are provided medical and life insurance coverage. Provisions within the car rental contracts are extended to employees and students 20 years of age and older who are conducting authorized business. Drivers must be 21 years of age to rent vehicles with ten or more available seats. The use of 15 passenger vans is not permitted.
Note – employees and students may use iBuy+ Travel to obtain contract pricing for leisure/personal rentals, but insurance coverage is not provided for leisure/personal rentals. Insurance is only provided on business related rentals. Employees and students renting vehicles for leisure/personal travel should contact their personal vehicle insurance provider to determine if their existing insurance coverage includes rental vehicles.
Employees and students can also enjoy all of the special services of National's Emerald Club and Hertz Gold Plus Rewards, which are premier counter-bypass programs that gives GW travelers special recognition, service and speed.
Benefits of the Emerald Club®
- Bypass the counter - Bypass the rental counter and go directly to the Emerald Club Aisle® at more than 50 major airports in the U.S. and Canada.
- Choose your own car - Don't waste time looking for your assigned car - just choose any car from the Emerald Club Aisle and be on your way.
- Speed up returns with an E-Receipt - There's no need to wait around for a piece of paper when you return your car. Sign up to receive this benefit and we will automatically email your receipts to you within 24 hours of each returned rental.
If you are not enrolled in Emerald Club, visit Emerald Club Registration for complimentary enrollment and start receiving your premium car rental service.
Benefits of Hertz Gold Plus Rewards
- Earn points towards free rental days.
- Skip the counter and go straight to your car.
- Sign up for confirmation notifications and receive emails and text alerts to know which car you will be driving and where it is located.
- Drop off your car at the return location and have a receipt emailed to your Concur Expense report via Concur TripLink.
- Receive additional benefits like bonus points and upgrades when you achieve elite status.
If you are not enrolled in Hertz Gold Plus Rewards, visit Hertz Gold Plus Rewards registration for complimentary enrollment and start receiving your premium car rental service.
GW Risk Management Insurance
Coverage of rental cars works in the following manner:
For student drivers who are 20 years of age and older and renting on university business, the current agreement with Enterprise Rent-a-Car, National Car Rental and Hertz, automatically provides Collision Damage Waiver Coverage (CDW) as well as Liability Coverage. This also includes GW faculty and staff when renting vehicles for university-related activities with Enterprise, National or Hertz. There is no deductible for domestic rentals.
Drivers must be 21 years of age to rent vehicles with ten or more available seats.
For international rentals, the current agreement will provide collision coverage with each country having its own deductible amount. In addition, the agreement will automatically include the minimum liability coverage required by each country. Additional liability coverage as well as extra coverage to reduce the collision deductible should be purchased if available.
Please note that 15 passenger vans are not allowed.
Rental Vehicles for Student Groups with Enterprise, National or Hertz
The Vehicle Safety Policy addresses rental vehicles for student groups. Anyone renting a vehicle for GW business is required to successfully complete the Driver’s Authorization Application which includes an online test. Student drivers who are 20 years of age are approved to drive up to a maximum of 200 miles each way from the rental car pickup location. Student drivers who are 20 years of age and older are approved to drive up to a maximum of 3 hours at a time for no more than 6 hours per day.
Domestic rail tickets can be booked through iBuy+ Travel. A service fee will be charged similar to the fee charged for an airline ticket.
The decision to use a private car service should be made by the traveler and their Vice President, who must pre-approve the expenditure. A private sedan or town car service may be used when the cost is reasonable and consistent with business requirements, such as several meetings in different locations with tight time constraints. Use of a private stretch limousine should be limited to situations involving multiple passengers or exceptional circumstances and must be documented on the expense report. The written pre-approval by the appropriate Vice President should be attached to the expense report for all Private Car Service expenditures.
Car services offer private, tailored services for special occasions and for travelers who may require special attention or services. Rates are generally higher for these services compared to traditional ground transportation. However, when authorized use of this type of transportation is required, negotiated rates with our preferred partners ensure that GW travelers receive the full benefits of these specialized services, at a reduced cost.
Travelers should obtain a receipt from the driver or transportation company which includes:
- Passenger name
- Date of travel
- Points of origin and destination
- Total amount of the fare
- Proof of payment