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Gallaudet Travel Booking Guidelines
Purpose
This
summary provides guidelines for travelers and employees coordinating travel
on behalf of GALLAUDET. All travel-related services (airline, hotel,
and rental car) should be arranged through our designated agency,
Travel-On. Additional guidelines are contained in the Company Travel
Policy (TBA) posted on the Travel-On/GALLAUDET website. All traveling
faculty and staff should familiarize themselves with this updated
document.
Profiles, Approvals, and Reservations (faculty and staff only)
All air, rail, car, and hotel reservations for GALLAUDET faculty and
staff, including en route changes, should be booked through Travel-On.
- Traveler
Profile must be completed prior to requesting services.
- Modes of communication: online, e-mail, fax, and telephone:
- Official Travel Reservations: Toribia,
Gillian, Nancy
Phone: (240) 387-4300
Toll Free: (800) 333-7712
Fax: (240) 387-4301
Email: travelon@tvlon.com
Leisure Travel Reservations: Brian
Huntington
Phone: 202-651-5227
Fax: 202-651-5166
Email: brianh@tvlon.com
Hours: 8:30am-6:00pm
After Hours: 1-800-366-2100
(Emergency travel only)
Refer to code 16XL /Travel-On Gallaudet
Web site: http://www.tvlon.com/gallaudet (This directory will include numerous
helpful links - your comments and suggestions are welcome as we build
a custom traveler resource directory.)
- Please use online
booking tool when booking reservations for non-emergency
travel.
- You may use a Travel
Request Form for booking complicated itineraries.
- Tickets will not be issued unless formally confirmed by the traveler.
- All reservations must be booked through Travel-On / GALLAUDET travel team.
Ticket exchanges, car/hotel reservations only, complex journeys, and international
travel should be booked with Travel-On / GALLAUDET team.
- If attending a conference or meeting, please advise the Travel-On consultant
so they can confirm the best market or negotiated airline and hotel rate
for you. Also, request instructions on any special ground transportation
arrangements.
Emergency/En Route Reservation Changes & After
Hours Assistance
- For after-hours emergencies and en route changes, travelers should
call the 24-hour, toll-free emergency service number listed on their
itinerary:
1-800-366-2100, Code 16XL - Travel-On / GALLAUDET.
- All other after-hours non-emergency requests should be submitted online
or via e-mail for action next business day.
Planning, Ticketing, and Confirmation
- Travel-On agents will issue electronic tickets unless prohibited by
the airline.
- On request, Travel-On agents will e-mail or fax flight options and
fares for trip planning purposes.
- Itinerary confirmations will be e-mailed to the traveler/arranger as
soon as the reservation has been ticketed.
- Travelers/arrangers are responsible for examining all travel documents
to make sure they agree with travel plans. For discrepancies, notify a
Travel-On consultant immediately.
- Passport, visa, and inoculations information will be available online.
- For cancelled, unused, voided, lost or stolen airline tickets please
contact Travel-On for assistance.
Hotel Guarantee Procedures
- All hotel reservations will be "guaranteed for late arrival"
to your individual card unless requested otherwise.
- Please review your invoice for cancellation notification/hotel terms.
- To cancel or change your reservation, travelers should contact Travel-On
immediately to avoid unnecessary charges. They will retain cancellation
numbers, contact names, etc. in the event of a "no show" bill.
Rental Car Procedures
- When renting a vehicle, you should decline the various insurance coverage,
including the collision damage waiver for domestic rentals only. When
renting abroad, you should purchase the collision coverage.
- Return rental vehicle with a full tank of gas to avoid inflated refueling
charges.
- In case of an accident, contact the rental company, Connie
Allen 202-651-2277-TDD, and local authorities, as required.
Your support and input as
we develop a highly responsive travel service operation are appreciated!
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