Travel Inc.

Travel Inc. handles airfare, hotel, and rental vehicle reservations. They can be contacted via email or phone number, based on the traveler’s needs. Employee travelers can use the Concur Travel Booking Platform by logging in via Techworks and clicking on the “C” icon.  

 

Airfare

All official air travel at Georgia Tech must be booked through Travel Inc., either online via Concur (accessed through TechWorks, Georgia Tech’s financial system portal for employees), or by submitting the Single Trip Direct Bill Airfare Form. 

This requirement is now mandatory for all airfare bookings, regardless of funding source

Direct Bill and Payment Methods

Georgia Tech offers a Direct Bill airfare option for approved travelers, allowing airfare to be charged directly to the institution instead of being paid upfront by the traveler.  

For employees, recurring Direct Bill can be facilitated through the Concur booking platform. Non-Concur users and non-employees must be booked using the ServiceNow Single Trip Direct Bill Airfare Form, completed by the respective unit. Employees may request access to Concur by submitting the  Concur Travel Access and Recurring Direct Bill Form  via ServiceNow-Expenses.   

To grant access to Concur for a group of ten or more employees, the department may use the Batch Concur Travel Access and Recurring Direct Bill Form. 

Airline Perks

 

Delta Airlines

Take advantage of Georgia Tech’s special Delta Air Lines contract rates, offering 2% to 30% savings on domestic and international travel when booked through Travel Incorporated or Concur. Available exclusively for official Institute business travel, with airfare selected at the lowest cost that meets scheduling needs.    

Southwest Airlines

Southwest Airlines is proud to support Georgia Tech through a tailored travel partnership that prioritizes flexibility, affordability, and convenience. Faculty, staff, and students benefit from exclusive discounts ranging from 1% to 8%* when booking through Concur with Atlanta as either the origin or destination. 

Our flexible partnership allows for refunds on non-refundable fares, name changes for group travel, and the creation of meeting agreements. 

For more information, please visit the Southwest Business Experience Landing Page, a dedicated hub that brings together resources like Traveler perks and promotions, information about flying with Southwest, transformation updates, and more. 

 

Lodging

Domestic travel does not allow reimbursement for Airbnb, VRBO, or similar services. If lodging rates exceed $500 per night, approval prior to booking is required. 

Hotel/Lodging Taxes

Georgia Tech is exempt from local option/municipal/city taxes for employee hotel stays in the State of Georgia.  The Hotel/Motel Tax Exemption Form must be submitted by the traveler at time of check-in.  

Official guests/visitor hotel stays in Georgia are exempt from sales tax, if the invoice is paid by Georgia Tech through Accounts Payable.  If the visitor pays the hotel directly, sales tax applies (although the visitor will be reimbursed for the tax portion at time of reimbursement).  

Georgia Tech is not exempt from the State of Georgia $5 daily Hotel-Motel Fee.

Lodging Perks

 

Hotels by Account Number

Corporate Account Number: P0560032796

  • Embassy Suites by Hilton
     
  • Hampton by Hilton
     
  • Homewood Suites by Hilton
     
  • Home2 Suites by Hilton
     
  • DoubleTree by Hilton - Americas
     
  • Embassy Suites by Hilton
     
  • Hampton by Hilton
     

 

Corporate Account Number: N0087541

  • Waldorf Astoria Hotels & Resorts
     
  • Conrad Hotels & Resorts
     
  • Canopy by Hilton
     
  • Curio
     
  • A Collection by Hilton
     
  • Tapestry Collection by Hilton
     
  • Hilton Garden Inn
     
  • Tru by Hilton
     
  • Hilton Grand Vacations
     
  • Hilton Hotels & Resorts   

Corporate Account Number: D896655193 

  • EMEA & APAC: 
    • Hilton Hotels & Resorts
    • Doubletree by Hilton  

Rental Cars

Employees on official business must adhere to the rental car contracts, utilizing Enterprise or Hertz for in-state travel and Hertz for out-of-state or airport-related travel; if vehicles are unavailable, collision and damage waiver (CDW) and liability and collision waiver (LCD) insurance must be purchased by the traveler. 

Luxury vehicle rentals are not allowed. 

If approved vendors are unavailable, travelers must purchase appropriate insurance coverage.  

 

Rental Car Contract Numbers

The Hertz Contract number is #2018737, and the Enterprise Contract number is #03W1179. Both vendors allow only Georgia Tech employees aged 18 and over to rent vehicles for official GT business travel. 

 
The rental rates include Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) insurance if the vehicle is rented under the statewide contract number and within the following parameters: 

  • Enterprise:  Reservations must originate in-state (Georgia). All Georgia locations apply. 
  • Hertz:  In-State: Only valid at the Atlanta Airport or Capitol Hill locations. Out-of-State: Only valid at airport locations. 

Note: Any rentals that fall outside the three parameters listed above must include CDW and LDW insurance coverage and these are eligible for reimbursement. 

What insurance is included on the State of GA mandatory rental car contracts? 

LDW (Loss Damage Waiver) and CDW (Collision Damage Waiver) is included at no additional cost. The traveler must rent with the contract number for insurance coverage to be in effect. When traveling internationally, travelers should obtain all insurance coverage offered. Questions regarding insurance coverage should be directed to the Insurance and Claims department at 404-894-3483. 

Parking

Parking expenses incurred during business travel may be reimbursed when supported by receipts and documentation. 

Examples Include:

  • Airport parking 
  • Hotel parking 
  • Conference parking 

Expenses must be documented in the travel Expense Report. 

 

Parking Perks

 

PreFlight

Save big and park smart with PreFlight by signing up for the Express Pass Program on the app and making parking a breeze, simply by scanning your Digital Frequent Parker Card on entry and exit to enjoy the GA Tech Corporate Rate of 35% off the posted rates by using Corporate Code 1172. Please note that the corporate rate cannot be combined with other discounts, prepays, or coupons. Corporate discounts can only be received when using your express pass to enter and exit the lot. 

theParkingSpot

Enjoy 25% off Atlanta-area parking and 15% off locations outside Atlanta with The Parking Spot for business travel, earn points toward free parking with every stay, take advantage of covered, uncovered, and valet parking, quick shuttle service, touchless entry and exit using the mobile app, and free reservations at all locations, simply download the app, click “Join For Free,” select Corporate Membership, and enter the Corporate Code Geor1693. 

Safety Plan

Travelers should review health and safety considerations before traveling. 

 

Georgia Tech Safety Resources Include

  • The Environmental Health and Safety (EHS) Department at Georgia Tech assists faculty, staff, and students in planning for and addressing potential health and safety issues that may arise during field research. For more information, visit https://ehs.gatech.edu 
     
  • Before traveling for Georgia Tech business, it is important for travelers to review Georgia Tech’s travel safety and compliance information. Being aware of health, safety, and export control requirements helps protect the traveler, supports a safe and successful trip, and ensures the Institute remains in compliance with U.S. and international regulations. For more information, visit: https://generalcounsel.gatech.edu/ethics-and-compliance/exportandtrade/international-travel-collaborations 
     
  • All benefits-eligible USG employees traveling abroad have access to 24/7 emergency assistance, medical evacuation, and travel support through Redpoint, provided in partnership with Minnesota Life. Coverage applies to both business and personal travel, domestically and internationally, for up to 90 consecutive days. For the most current information and a complete list of available resources, visit https://redpointtravelprotection.com/plan/securian