Who is responsible for signing hotel contracts?

Procurement Office Contract Administrators are authorized agents to sign any supplier contract on behalf of MIT. DLC personnel do not have the authorization to sign supplier contracts on behalf of MIT.

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 Copson (617-324-7202)

Greg Leonelli (617-324-7126)

Roberto Escobar (617-715-2365)

For credit card inquiries call:

Kathy McGrath (617-253-8366) 

Kim Harmon at (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.

How is airline ticket fulfillment handled?

When you use the MIT Online Travel Booking and Expense Reporting System to reserve your flights, MIT’s preferred travel agency, The Travel Collaborative, will handle fulfillment/ticketing in the same manner as a phone reservation. Electronic tickets are issued unless otherwise requested.

What type of confirmation do I need at the airport?

You should bring a printed copy of your email itinerary with ticket number information or the boarding pass (whichever is acceptable by the airline) and a government-approved identification document such as a driver’s license, Passport, VISA, etc.

How do I change my reservation after it’s been booked?

To make changes to your seat assignment or add a hotel or car reservations to a trip, click the trip name in the Upcoming Trips area of the My Concur if you booked using Concur or The Travel Collaborative. To change your air itinerary contact your travel agency directly. Call the airline if you booked the air travel on an airline website or call the travel company if you booked the air travel on a third party travel website.

Note: When you contact your travel agency to cancel your reservation, the itinerary is not
automatically removed from the Upcoming Travel section on My Concur. To remove the canceled itinerary from the Upcoming Travel section:

1. In the Upcoming Travel section, select the appropriate itinerary
2. Click View Request and then click Withdraw Request.

Where do I view my itinerary?

The MIT Online Travel Booking and Expense Reporting System will send your itinerary to you immediately after you confirm the trip. Your agency will email your final itinerary when it is ticketed. In addition, you can view your itinerary in the Upcoming Trips section on the My Concur or Travel pages.

News and Announcements

Need help finding a supplier?
For Vietnam Le, every day at MIT represents an opportunity to create a win-win for the Institute.
After many months of collaboration with a User Advisory Group comprising 38 individuals from across MIT, the new B2P system will be rolling out to a group of pilot DLCs