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.

Assess private automobile options

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.

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.

If you rent a car for MIT travel in the United States (except in Alaska), you should not purchase insurance offered by the rental car agency.

If you rent a car for MIT travel in any international destination including Canada, Mexico, Bermuda, Puerto Rico, and the Caribbean Islands, or in Alaska, you must purchase the insurance offered by the rental car agency. Note that MIT does not extend any insurance coverage or indemnification to your business invitees.

Contact partner rental car agencies

Book your car rental with MIT’s partner rental car agencies to obtain volume-based discounts and insurance for vehicles you drive when traveling on MIT business. Use VPF's Supplier Search for an up-to-date list of preferred car rental agency. Choose Auto Rental in the Commodities drop-down menu.

If you rent a car from an agency other than Avis or Budget—MIT's current preferred car rental agencies—and are involved in an at-fault accident, an internal deductible of $1,000 will be placed on the insurance claim. See the MIT Office of Insurance for details on this policy.

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.

Review miscellaneous expenses

Pay for miscellaneous ground transportation with the MIT Travel Card. Reimbursable miscellaneous expenses include:

  • shuttle services to and from airports and train stations (including tips) when not included in air and rail fares
  • taxi fares and tips when public transit or shuttle service is unavailable or impractical (including taxis to appointments and places of temporary duty)

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.

Assess private automobile options

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.

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.

If you rent a car for MIT travel in the United States (except in Alaska), you should not purchase insurance offered by the rental car agency.

If you rent a car for MIT travel in any international destination including Canada, Mexico, Bermuda, Puerto Rico, and the Caribbean Islands, or in Alaska, you must purchase the insurance offered by the rental car agency. Note that MIT does not extend any insurance coverage or indemnification to your business invitees.

Contact partner rental car agencies

Book your car rental with MIT’s partner rental car agencies to obtain volume-based discounts and insurance for vehicles you drive when traveling on MIT business. Use VPF's Supplier Search for an up-to-date list of preferred car rental agency. Choose Auto Rental in the Commodities drop-down menu.

If you rent a car from an agency other than Avis or Budget—MIT's current preferred car rental agencies—and are involved in an at-fault accident, an internal deductible of $1,000 will be placed on the insurance claim. See the MIT Office of Insurance for details on this policy.

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.

Review miscellaneous expenses

Pay for miscellaneous ground transportation with the MIT Travel Card. Reimbursable miscellaneous expenses include:

  • shuttle services to and from airports and train stations (including tips) when not included in air and rail fares
  • taxi fares and tips when public transit or shuttle service is unavailable or impractical (including taxis to appointments and places of temporary duty)

Did You Know?

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