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.

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 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 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. Note that if you need to make any changes to your reservation—rental period or return location, for example—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)
Avoid non-reimbursable expenses

MIT will not reimburse you for any insurance you purchase from a rental car agency when you are traveling in the United States (except in Alaska).

Whether you are driving a rental car or private automobile, MIT will not reimburse you for parking tickets, traffic tickets, or other motor vehicle violations committed during MIT-related travel. The Institute will not reimburse the cost of repairs, replacement, or insurance deductibles when you drive a private vehicle, regardless of who is at fault.

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.

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 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 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. Note that if you need to make any changes to your reservation—rental period or return location, for example—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)
Avoid non-reimbursable expenses

MIT will not reimburse you for any insurance you purchase from a rental car agency when you are traveling in the United States (except in Alaska).

Whether you are driving a rental car or private automobile, MIT will not reimburse you for parking tickets, traffic tickets, or other motor vehicle violations committed during MIT-related travel. The Institute will not reimburse the cost of repairs, replacement, or insurance deductibles when you drive a private vehicle, regardless of who is at fault.

Did You Know?

Expenses not directly related to the business purpose of your travel—fitness club fees and movie rentals, for example—will not be reimbursed by MIT.
The MIT Travel Card streamlines your business travel and helps you keep track of expenses.
MIT offers mobile travel-related tools and applications, such as TripLink and the Concur mobile app in the App Center of Concur.
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