May I use my favorite travel agency?

Yes, Concur is an optional tool available to travelers and is easily used for simple trips. Travelers and departments are welcome to use any of MIT’s preferred agencies for longer trips. Itineraries for trips booked with Concur or with The Travel Collaborative (an MIT preferred travel agency) will automatically appear in the Upcoming Trips sections of the traveler’s profile. These can quickly be converted to expense reports.

Who should I call for travel-related questions?

For booking questions call:

Pam O’Neil 617-253-2756

 

For Concur expense reporting questions call:

Christine Mullin    617-324-7202

Roberto Escobar 617-715-2365

Andrea Siegel     617-324-5289

Katie Diaz           617-258-0370

 

For credit card inquiries call:

Kathy McGrath 617-253-8366

Kim Harmon 617-253-8360

 

For accounting inquiries call:

Paul Andersen 617-253-2753

What types of problems could hold up reimbursement?

  • Wrong cost object listed to charge expenses
  • Missing original receipts over $75
  • No original detailed hotel bill
  • No receipt for business meeting regardless of amount
  • No receipt for local travel and dining regardless of amount
  • No itemized receipt for meals over $75.00
  • No original detailed car rental receipt
  • No original passenger receipt or detailed website receipt for airline tickets;
  • No documentation on business related meetings that involve food/meals (list of participants, affiliation and topic of discussion)
  • No discretionary account for unallowable expenses
  • Excessive costs
  • Incorrect mailing address for guest travelers
  • Required additional approval from Office of Sponsored Programs, Senior Officer or Provost
  • Foreign bank draft reimbursement
  • Use of a foreign-flag carrier on a sponsored project
  • Alcohol charged to a sponsored project

How long does it take to receive reimbursement?

If the traveler has direct deposit with MIT HR/Payroll they will receive a reimbursement several days after it is approved for payment. If a traveler is reimbursed though a guest expense report they will receive a check in seven to ten days.

Is each Traveler/Submitter assigned his or her own approver?

No, Expense Report Approval in Concur is driven by Roles. Approvers are not assigned to individuals but are set up by accounts and fund centers (cost objects). When an account number is entered into the system via the report header, or when allocating individual expenses, the system recognizes the account number and knows to route the report to the designated approver(s) after the report is submitted.

Do I have to allocate each individual travel expense in a report to a cost object/account number?

If every expense in your report can hit the cost object found in the Report Header you do not have to allocate each individual expense. Allocation is only necessary when splitting the report between cost objects or selecting particular expenses (like alcohol) to hit an account other than the one you entered in the Report Header (like a discretionary account) when the Concur Expense Report was created.

I have a departmental card whose name shows up when I click on “Profile” and “Act on behalf of another user” in my dropdown menu, but I have a non-institute guest who has all out-of-pocket expenses that I need to reimburse. Do I also need a guest account?

No, if you have a Departmental MIT Travel Card, you already have a guest account in the Concur system. You can select your Departmental Card’s name by clicking on “Profile” and “Act on behalf of another user” and typing in your email address. Click on your department travel card ID, and you are able to reimburse any traveler for out-of-pocket expenses. Please note that a guest account in Concur creates a paper check for out-of-pocket expenses. The check is mailed to the Guest mailing address the submitter enters in the Expense Report Header. If you do not have a Departmental MIT Travel Card and need to reimburse visitors or guests, please email travelsupport@mit.edu and request the creation of a guest profile.

As an approver, what are my responsibilities?

The primary responsibility of the approver is to ensure compliance with MIT’s travel policy.

Under no circumstances may an individual approve his or her own travel.

The authorized signer must verify that all required scanned receipts are attached, that the travel expense meets applicable sponsor guidelines, if applicable, the travel expense was incurred while conducting official MIT business and that documentation is attached for any unusual circumstances or a Missing Receipt Affidavit is attached for any missing original receipt.

  • The approver must have signature authority on the cost object being charged.
  • All scanned receipts (air, car and hotel expenses, as well as items over $75.00 and all business meetings and local travel expenses regardless of amount) should accompany the expense report
  • The expense report must be submitted to the Travel Office within 30 days after completion of each trip.

Those in travel status for prolonged periods should submit travel expense reports each week or month.

I am a Backup Approver for someone, but when I log into Concur I don’t have an Approval Queue. Why is this?

Backup Approvers are basically set up as Expense Delegates for Primary Approvers. Due to this set-up, in order to approve reports that are routed to the Primary Approver by the system, Backup Approvers must proxy in under the Primary Approver’s name. This is done by selecting the approver's name in the “Profile,” “Act on behalf of another user” drop-down menu. Selecting the Primary Approver’s name gives the Backup Approver access to their Approval Queue.

News and Announcements

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