Gallaudet Travel Booking Guidelines
Updated March 2011
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. All traveling faculty and staff should familiarize themselves with this 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 are available online and must be completed prior to requesting services.
- Modes of communication: online, e-mail, fax, and telephone:
- Official Travel Reservations: Toribia, Bronwyn, Nancy
Voice: (240) 387-4300
VP: (202) 250-2566
TTY: (202) 651-5227
Toll Free: (800) 333-2115
Fax: (240) 387-4301
Email: travelon@tvlon.com
- Leisure Travel Only: Brian Huntington
Phone: 866-844-3649
Fax: 202-651-5166
Email: brianh@tvlon.com
Note: Leisure travel office is for leisure/personal travel only. Business travel must go through the official travel office.
- Hours: 8:30am-6:00pm
After Hours: 1-888-878-4021
(Emergency travel only)
Refer to code 1F7F / Gallaudet
- Web site: http://www.tvlon.com/gallaudet
- All travelers should be prepared to provide a department number, budget unit head’s email address, and account number.
- Please use the online booking tool when booking domestic reservations for non-emergency travel.
- You may use a Travel Request Form for booking complicated itineraries or international travel.
- Tickets will not be issued unless formally confirmed by the traveler.
- 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: 1-888-878-4021, Code 1F7F / 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. Travelers booking hotels online should read the terms carefully.
- 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 5075 and VP - 202 250 2998, and local authorities, as required.
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