To save time and minimize expenses, take these steps when booking ground transportation.

Review rail travel guidelines

You may travel by rail when convenient if the total cost of your rail trip is equal to or less than the lowest-cost available coach airfare to your destination. Learn more about MIT discounts on Amtrak on the VPF Supplier page.

Using your car on MIT business

You may travel by private automobile when it is more convenient and less expensive than the lowest- cost available coach airfare, plus round-trip cab fare, to your destination. Your reimbursement for transportation and operating costs (including fuel) will be based on the prevailing IRS mileage reimbursement rate. Note, however, that your reimbursement for transportation and operating costs cannot exceed the lowest-available coach airfare. MIT will reimburse the cost of ferries, tolls, and reasonable parking charges in addition to the IRS mileage reimbursement rate.

Read this brief article on mileage reimbursement, and review MIT’s travel policies for additional requirements and restrictions related to private automobile travel.

Determine car rental applicability

You are permitted to use a rental car for MIT business travel only when other transportation is unavailable or when driving a rental car saves time or money. Note that MIT will not pay rental car costs for personal travel. You will not be reimbursed for use of a 12- or 15-passenger van unless you obtain authorization from the MIT Office of Insurance.

Note that MIT does not extend any insurance coverage or indemnification to your business invitees.

Contact MIT Preferred car and truck rental agencies

Car Rentals: Book your car rental with Avis or Budget, MIT’s Preferred rental car agencies to secure MIT’s negotialed rates other MIT benefits.

Do not  purchase additional insurance when renting from Avis or Budget, as the insurance is covered in MIT’s contract (except in Alaska). Car rental insurance is not a reimbursable expense.

If you rent a car from an agency other than Avis or Budget and do purchase insurance, the cost of the insurance is the renter’s personal responsibility (MIT does not reimburse for car rental insurance). If you are involved in an at-fault accident, in a car from other than Avis or Budget and have not purchased insurance, an internal deductible of $1,000 will be placed on the insurance claim and will be the responsibility of the renter’s department. See the MIT Office of Insurance for more information on car rentals and insurance. The best way to avoid any issues related to car rental insurance is to use Avis and Budget.

Truck Rentals: MIT has a preferred rate for truck rentals with Budget Truck only. Please note that MIT’s Budget Truck contract does not include insurance. If you choose to purchase insurance for a truck rental, the cost for the insurance is your personal responsibility. Truck rental insurance is a non-reimbursable expense.

Use VPF's Supplier Search for up-to-date information on these preferred car and truck rental agencies. Choose Auto Rental in the Commodities drop-down menu.

Note that if you need to make any changes to your reservation—rental period or return location—you must do so before picking up or dropping off the vehicle.

Using shuttle services and taxis

You can pay for miscellaneous ground transportation with the MIT Travel Card—including shuttle services to and from airports and train stations, and taxi fares to appointments and places of temporary duty—when public transit or shuttle service is unavailable or impractical. 

Save receipts for fares and tips and submit a Travel Expense Report within 30 days of the completion of your trip.

The Details

Review rail travel guidelines

You may travel by rail when convenient if the total cost of your rail trip is equal to or less than the lowest-cost available coach airfare to your destination. Learn more about MIT discounts on Amtrak on the VPF Supplier page.

Using your car on MIT business

You may travel by private automobile when it is more convenient and less expensive than the lowest- cost available coach airfare, plus round-trip cab fare, to your destination. Your reimbursement for transportation and operating costs (including fuel) will be based on the prevailing IRS mileage reimbursement rate. Note, however, that your reimbursement for transportation and operating costs cannot exceed the lowest-available coach airfare. MIT will reimburse the cost of ferries, tolls, and reasonable parking charges in addition to the IRS mileage reimbursement rate.

Read this brief article on mileage reimbursement, and review MIT’s travel policies for additional requirements and restrictions related to private automobile travel.

Determine car rental applicability

You are permitted to use a rental car for MIT business travel only when other transportation is unavailable or when driving a rental car saves time or money. Note that MIT will not pay rental car costs for personal travel. You will not be reimbursed for use of a 12- or 15-passenger van unless you obtain authorization from the MIT Office of Insurance.

Note that MIT does not extend any insurance coverage or indemnification to your business invitees.

Contact MIT Preferred car and truck rental agencies

Car Rentals: Book your car rental with Avis or Budget, MIT’s Preferred rental car agencies to secure MIT’s negotialed rates other MIT benefits.

Do not  purchase additional insurance when renting from Avis or Budget, as the insurance is covered in MIT’s contract (except in Alaska). Car rental insurance is not a reimbursable expense.

If you rent a car from an agency other than Avis or Budget and do purchase insurance, the cost of the insurance is the renter’s personal responsibility (MIT does not reimburse for car rental insurance). If you are involved in an at-fault accident, in a car from other than Avis or Budget and have not purchased insurance, an internal deductible of $1,000 will be placed on the insurance claim and will be the responsibility of the renter’s department. See the MIT Office of Insurance for more information on car rentals and insurance. The best way to avoid any issues related to car rental insurance is to use Avis and Budget.

Truck Rentals: MIT has a preferred rate for truck rentals with Budget Truck only. Please note that MIT’s Budget Truck contract does not include insurance. If you choose to purchase insurance for a truck rental, the cost for the insurance is your personal responsibility. Truck rental insurance is a non-reimbursable expense.

Use VPF's Supplier Search for up-to-date information on these preferred car and truck rental agencies. Choose Auto Rental in the Commodities drop-down menu.

Note that if you need to make any changes to your reservation—rental period or return location—you must do so before picking up or dropping off the vehicle.

Using shuttle services and taxis

You can pay for miscellaneous ground transportation with the MIT Travel Card—including shuttle services to and from airports and train stations, and taxi fares to appointments and places of temporary duty—when public transit or shuttle service is unavailable or impractical. 

Save receipts for fares and tips and submit a Travel Expense Report within 30 days of the completion of your trip.

Did You Know?

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