A quick reference guide for Northwestern University Faculty & Staff, including:

• Airfare
• Car Rentals
• Hotels
• Approved Travel Agencies
• Travel Tips

Travel Discounts

Airfare

Northwestern University contracts with United Airlines and its Star Alliance Partners (Lufthansa, SAS, and British Midlands) and is able to offer a substantial discount on select fares with these air carriers. Book through our approved travel agencies to receive reduced fare on all United Airlines domestic flights and most international flights. Visit our Air Travel page for more information.

Car Rentals

Receive the University’s discounted car rental rate from National Car Rental using the Big Ten/Northwestern Discount ID number (5004464). To make a reservation, call 800.CAR.RENT, or visit our Car Rentals page.

Car rental through National includes:

• Loss Damage Waiver (LDW): protects Northwestern and its travelers from any financial responsibility for loss or damage to the rental vehicle.
• Liability Insurance: The Big 10 negotiated rate includes $100,000 liability coverage per person, $300,000 per accident, and $50,000 in property damage.

Contact: Sheila Rafferty, 847.994.5272 raffertys@nationalcar.com

View the complete policy for car rentals in Section 2, i & j of the Travel Policy and
Procedures.

In the event of an accident:

• Report the accident to the Office of Risk Management (847.491.5610) immediately if it results in personal injury or towing. Otherwise, it must be reported within 24 hours.
• Follow the rental agency accident report instructions and forward a copy of the report to the Office of Risk Management.

Please note: Departments failing to report an accident within 24 hours will be charged a $1,000 deductible that will increase by $500 for every day the accident goes unreported to the Office of Risk Management.

For more information, review Northwestern's Vehicle Policy.

Hotels

Book hotels through the approved travel agencies using Northwestern’s
negotiated rates.

Approved Travel Agencies

Tower Travel Management
53 Ogden Ave Clarendon Hills, IL 60514
Phone: 847.491.8785 or toll free: 866.682.8785 (866.NU2.TRVL)
Fax: 630.954.3881
E-mail: nu@towertravel.com
Hours: 6:00 am -10:00 pm, M-F, 9:00 am -1:00 pm, Sat.

Compass (On-Line Booking System)
Phone: 630.928.7090
E-mail Support: onlinesolutions@towertravel.com
Hours: 8:30 am - 5:30 pm, M - F System: 24/7; Support: 8:30 am - 5:30 pm, M– F

Four Corners Travel / Travel 100 Group
519 Park Drive
Kenilworth, Il 60043
Phone: 847.256.7570
Fax: 847.256.9475
E-mail: Tina@t100g.com, , judy@t100g.com, kathy@t100g.com 
Hours: 9:00 am - 5:00 pm, M -F, Sat. by appointment only
1-800-245-9335

IntraWorld Travel
1740 Ridge Avenue, Lower Level
15B Evanston, IL 60201
Phone: 847.491.6930, outside Illinois 800.626.6963
Fax: 847.491.0923
www.intrawld.com
E-mail: dialair@aol.com
Hours: 9:00 am - 5:30 pm, M -F, 10:00 am - 1:00 pm, Sat.

Tips for Booking Travel

1. Save money by using Compass, the online booking system.
2. Update your travel profile with preferences, frequent flyer number, etc. to streamline the booking process.
3. Give the agent a window for travel time to expand your flight and fare options.
4. Consider alternative airports, within reasonable driving time of your destination, to take advantage of lower fares.
5. Book all travel arrangements—multiple city destinations, air, car, and hotel reservations—at the same time.
6. Save your travel receipts and submit them as soon as possible using the Reimbursement Form available in NUFinancials on the NU portal.
7. When charging a chart string, make sure the account field is open and funded. (Note: Typically, a non-grant account is 76710 and a grant account is 76765 for domestic and 76770 for international travel.)
8. Review Northwestern’s travel policy and procedures.
9. Purchase collision and loss damage waiver insurance coverage only when renting autos internationally.
10. When traveling overseas, consult iSOS. Northwestern’s membership code is 11BCAS000003.
11. Check your itinerary for your flights’ minimum check-in times.

Last Minute Travel Changes

Contact your travel agency:

Tower or Compass: 866-682-8785 (24-hour service. $10 charge after Towers’ normal business hours.)
Four Corners: 800-221-1611
IntraWorld: 800-626-6963

Or call the airline directly:

Air Canada: 888-247-2262
American: 800-433-7300
British Airways: 800-247-9297
Delta: 800-221-1212
Lufthansa: 800-645-3880
Northwest: 800-225-2525
Southwest: 800-435-9792
United: 800-241-6522
US Airways: 800-428-4322

Travel Notification Service

United Easy Update notifies travelers of pertinent information including flight information, cancellations, upgrades, gate locations, and any additional information. These free alerts can be sent to your cell phone, pager, fax or email.

American Airlines offers a similar service, Flight Status Notification.

To sign up for these services, visit the airline’s website.

To learn more about NU’s Travel Program including fixed price menus, travel reimbursements and detailed information on approved travel agencies, hotels, airlines and travel policies, review University Services' travel website.