Log in to http://web.mit.edu/concur and sign on using your MIT web certificate.
Contact VPF Travel at firstname.lastname@example.org or come to the Travel Drop-in Sessions, Wednesday, 10–11 am in NE49-3100.
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.
For booking questions call:
Pam O’Neil 617-253-2756
For Concur expense reporting questions call:
Chrissy Mullin 617-324-7202
Roberto Escobar 617-715-2365
Paul Andersen 617-253-2753
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
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.
Why should I use the MIT Online Travel Booking and Expense Reporting System instead of calling an agent directly?
The MIT Online Travel Booking and Expense Reporting System allows you to quickly make plans after viewing your travel options. MIT-preferred providers and their preferred pricing are highlighted. In addition, you have access to Internet fares. MIT Online Travel Booking and Expense Reporting System provides a list of all your travel plans and is your direct source for travel alerts.
Yes, some vendors provide e-receipts, but they may not contain sufficient detail so please attach the detailed receipt you receive from the travel agency.
A Travel Arranger is able to book travel on behalf of someone else via the online booking tool, Concur, and an Expense Delegate is able to submit an expense report on behalf of someone else.
Please call 1‐888‐571‐1000 to activate your card. This number will appear on an activation sticker on the front of the card issued to you. Activation code is your full employee ID number.
Personal expenses will be deducted from the amount due to the traveler if traveler for out-of-pocket expenses. If no money is due to traveler, the traveler must send a check payable to MIT along with a copy of the expense report to Travel NE49‐4037.
When processing a personal charge in a Concur expense report, please mark the “personal expense” check box within the transaction detail. Selecting this check box will ensure the expense is not applied to a cost object.
No, the card is optional. Travelers who prefer to use their personal credit card may continue to do so.
No, MIT has migrated from advances to Travel Cards.
In any travel circumstance, each traveler must submit itemized receipts documenting all transportation expenses, including airfare, train and car rental expenses and detailed hotel receipts. For all other expenses, receipts are only required for any single expenditure in excess of $75 or for meals with alcohol and any local travel expenses regardless of any amount. A credit card statement is not sufficient. Receipts for business-related meetings (meetings/meals with non-MIT participants) should be included and the participants, their affiliations and topic of discussion should be included in the expense detail. Alcohol and airfare difference must be itemized. They should be charged to a discretionary account if the expense report is under a sponsored project. Original receipts should be retained in the department for the current year plus one fiscal year.
You may fly first class when business class is not offered on destinations outside North America (North America includes Canada, Mexico, the Continental U. S., Bermuda and the Caribbean Islands) and domestic flights when a flight has a scheduled in-air flying time greater than 6 hours or any part of a round trip airfare that is in excess of 6 hours. When these trips are charged to a WBS element, the difference in cost between the lowest available coach and first class airfare must be charged to an appropriate departmental discretionary account.
Business class travel will be approved to destinations outside North America (North America includes: Canada, Mexico, the Continental U. S., Bermuda and the Caribbean islands) and domestic flights when a flight has a scheduled in air flying time greater than 6 hours or any part of a round trip airfare that is in excess of 6 hours. When these trips are charged to a WBS element, the difference in cost between the lowest available coach and business class airfare must be charged to an appropriate departmental discretionary account.
If there are no problems with a travel expense report, it normally takes one to two business days from the time the Travel Office receives the report to be approved and submitted for payment. If there is a problem with the report, every effort will be made to resolve it over the phone or through email. If it requires further clarification, the report will be sent back to the submitter with an explanation of the issue and next steps.