Take care while traveling to retain receipts that are essential for reimbursement. Here’s how.

Review general guidelines

You must submit itemized receipts for all travel expenses in excess of $75.

Collect detailed receipts

You must submit itemized receipts for all travel expenses in excess of $75. In addition, you must submit itemized receipts for the following expenses regardless of the amount:

  • meals or other expenses that include alcohol
  • business meeting meals
  • car rentals
  • hotel
  • airfare
  • all local travel and dining—Boston-area expenses with no airfare, Amtrak, or overnight stays—(“Local Travel and Meetings” trip purpose in Concur)

Receipts are necessary for post-trip reconciliation of expenses because your expenses may include unallowable or non-reimbursable charges.

Obtain approval without a receipt

If you don’t have an itemized receipt as required above (and you have attempted to obtain one), change the expense type to a “non-recoverable expense” (allocated to a non-sponsored cost object) in the Concur reporting system and attach a Missing Receipt Affidavit.

To charge one of the above expenses with no itemized receipt to a sponsored cost object, you must obtain approval from the Office of Sponsored Programs (OSP) or the sponsor.

Retain receipts for two years

To ensure the integrity of MIT’s travel documentation system, your DLC should retain and keep on file original receipts associated with Concur trips for the current fiscal year plus one additional year. This is necessary for audit purposes and is critical for travel under sponsored research projects.

The Details

Review general guidelines

You must submit itemized receipts for all travel expenses in excess of $75.

Collect detailed receipts

You must submit itemized receipts for all travel expenses in excess of $75. In addition, you must submit itemized receipts for the following expenses regardless of the amount:

  • meals or other expenses that include alcohol
  • business meeting meals
  • car rentals
  • hotel
  • airfare
  • all local travel and dining—Boston-area expenses with no airfare, Amtrak, or overnight stays—(“Local Travel and Meetings” trip purpose in Concur)

Receipts are necessary for post-trip reconciliation of expenses because your expenses may include unallowable or non-reimbursable charges.

Obtain approval without a receipt

If you don’t have an itemized receipt as required above (and you have attempted to obtain one), change the expense type to a “non-recoverable expense” (allocated to a non-sponsored cost object) in the Concur reporting system and attach a Missing Receipt Affidavit.

To charge one of the above expenses with no itemized receipt to a sponsored cost object, you must obtain approval from the Office of Sponsored Programs (OSP) or the sponsor.

Retain receipts for two years

To ensure the integrity of MIT’s travel documentation system, your DLC should retain and keep on file original receipts associated with Concur trips for the current fiscal year plus one additional year. This is necessary for audit purposes and is critical for travel under sponsored research projects.

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.
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.
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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