Georgetown University: School of Foreign Service in Qatar

PRE-TRAVEL

Q: How is business travel for SFS-Qatar initiated?

A: The SFS-Qatar Travel Authorization Form (TAF) is the document used to authorize all SFS-Qatar related travel. The traveler’s first step in initiating travel plans is to submit a travel authorization form and have it approved by his/her supervisor. In the case of a guest traveling to SFS-Qatar, the host department’s administrator will complete the travel form TAF and have it approved by the unit head. All expatriation and repatriation travel forms will be approved by the Human Resources Director.

Q: Where can I submit the Travel Authorization Form (TAF)?

A: The TAF is a web based form. Access the form.

Q: How soon prior to travel should I submit a completed Travel Authorization Form (TAF)?

A: Your travel form should be submitted to your Unit Head as soon as possible but no later than ten days before your intended date of departure.

Q: How do I assure that a Travel Authorization Form (TAF) is correctly completed?

A: Here are some points to consider when completing a TAF:

• Make sure that the name on the travel form appears exactly as it does in your passport.
• Specify your reason for travel.
• Confirm that your business travel dates match the flight and hotel reservation dates. For more on this please see “How are my travel dates established?” below.

Q: How are my travel dates established?

A: Travelers are expected to arrive at their business destination the evening prior to their first meeting and to leave the day of their final meeting or, depending on flight schedules, the next day. Hotel rooms are booked in accordance with this policy.

Q: Can I use my own travel agency to arrange business travel or purchase my ticket on the Internet?

A: No, SFS-Qatar contracts with travel agencies located in Doha, Qatar to arrange all business travel in accordance with Georgetown University policies.

Q: Can I choose my hotel?

A: No, the Travel & Event Officer will select from an approved list of hotels taking into consideration proximity to the campus or the event location and room availability.

Q: Are there direct flights between Doha and Washington, D.C.?

A: Yes, Qatar Airways, SFS-Qatar’s preferred airline, flies nonstop from Doha to Washington, D.C. daily. However, due to a substantial cost differential, SFS-Qatar can only book this direct route on Doha-D.C.-Doha itineraries. When flying D.C.-Doha-D.C. the traveler will be booked on an indirect flight with another airline.

Q: Can I choose which airline I fly based on my frequent flyer mileage memberships?

A: Staff are allowed to use benefits from Frequent Flyer points for other than official purposes when they arise out of official travel. Frequent flyer memberships should not influence travelers to select a flight that is not the lowest priced nor the most direct flight available.

Q: Once I have finalized my travel dates for relocating to Qatar what other information will I receive?

A: Once the travel dates are finalized, you will receive your electronic ticket through email. Couple of days prior to your arrival, you will receive a welcome email. This email will include details of meet & assist service at the Qatar international airport, transfer from airport, accommodation, airline luggage policy document, about Qatar document and emergency contact information.

Q: How do I obtain my airline ticket?

A: Airline tickets issued by SFS-Qatar are e-tickets which are e-mailed directly to you.

Q: What happens if I cancel my business travel?

A: If you decide to cancel your travel reservations please contact sfsqtravel@georgetown.edu immediately in order to avoid cancellation or no-show penalties.

Q: Where can I find travel announcements and warnings for specific countries?

A: Visit the web site of the U.S. Department of State at
www.state.gov/www/services.html

Q: Where can I find information on vaccinations and travel health tips?

A: Visit the web site of the Center for Disease Control at
www.cdc.gov/travel

Q: Am I entitled to excess baggage allowance on business trips?

A: Your supervisor’s approval is required prior to travel for reimbursement of excess baggage costs incurred while carrying business-related materials. Reimbursement for excess personal baggage is offered only on expatriation and repatriation flights.

Q: Can I take a personal side trip or make a stop-over during business travel?

A: Personal side trips and stop-overs are permitted during business travel but any additional travel expenses will be your responsibility. The University will not cover any expenses that are unrelated to official university business.

Q: Can my spouse or dependent accompany me on business travel?

A: Yes, an employee may be accompanied by a spouse or dependent on business travel but the University will not reimburse any expenses they incur.

DURING TRAVEL

Q: Can a ProCard be used for travel?

A: Yes. Employees are encouraged to use their ProCards for business expenses as much as possible in order to reduce reimbursement application paper work.

Q: Will I be loaned a cell phone when I travel to Main Campus (for Doha residents) or to Doha (for others)?

A: Yes. You will be issued a loaner cell phone. Please contact Margaret Cerrato at the Washington Office for cell phone requests when travelling to DC and to Afsha Kohli for travel to Qatar.

POST-TRAVEL

Q: How do I apply for reimbursement of my business travel expenses?

A: See Business Expenses reimbursement.

• Tuition and Fees
• Financial Aid

• Financial Access+ (CSRs)
• On-line Procard Reallocation
• SFS-Qatar Policies and Procedures
• Financial Forms
• Travel FAQs

• SFS-Qatar Finance Home
• Main Campus Finance Office
• University Financial Affairs