Be sure to submit the necessary documentation and receipts within 30 days of returning from your trip.

File your expense report on time

When you return from your trip, you or the designated person in your DLC must submit a travel expense report with the required documentation, receipts, cost object, and trip purpose to the person in your DLC who is responsible for creating the expense report. The report must be submitted in Concur within 30 days of your return. The purpose of the report is to request reimbursement of out-of-pocket expenses and to reconcile charges made on the MIT Travel Card. See detailed instructions in the Concur Guide for Submitters, the Concur Quick Guide, and Concur Guide for Approvers.

Find out what’s reimbursable

Some miscellaneous expenses are reimbursable by MIT, but not under sponsored projects. Other expenses are not reimbursable under any circumstances. Before completing the travel expense report, review steps in Avoid Common Expensing Mistakes and review MIT Travel Policy Section 5.05- Miscellaneous Expenses to learn which charges are reimbursable.

Document your airfare expenses

You may fly Business Class (or First Class if Business Class service is not offered on the flight) only when any segment of your trip has a scheduled in-air flying time of more than six hours. The cost of Business Class or First Class, however, may not be charged to sponsored projects. Instead, document the lowest available Coach fare, and charge that amount to the sponsored project. Then subtract that Coach fare from the actual cost of your Business Class/First Class ticket and charge the difference to a non-sponsored discretionary cost object.

Note that The Travel Collaborative, one of MIT’s preferred travel agencies, automatically documents the coach fare when you book a Business Class or First Class fare.

Detail your food and beverage expenses

Food and beverage expenses for business meetings must be charged to General Ledger Account #421000 (Meetings—Food and Beverages). Alcoholic beverages for all travel, regardless of the purpose, must be segregated and charged to a non-sponsored discretionary cost object.

Submit mileage when using your car on MIT business

If you use your personal car for MIT business, MIT will reimburse you for miles traveled, based on the current IRS mileage rate.  Do not submit receipts for gasoline purchases.

In Concur, choose expense type: "Mileage". Enter addresses of your route. Concur will show the miles traveled and calculate the expense based on IRS rates. You can choose "Round Trip" and the entire trip will be mapped and calculated.

Manage lost receipts

If, despite your best efforts, you have been unable to obtain an itemized receipt, the expense should be charged to “non recoverable expense” and allocated to a non-sponsored cost object. To charge such an expense to a sponsored cost object, you must obtain approval from the sponsor or from the Office of Sponsored Programs (OSP). Make sure to submit a completed Missing Receipt Affidavit in place of the missing receipt. 

Get reimbursed

When you submit your travel expense report, it will be routed to the appropriate cost object approver(s) for review and approval. Your out-of-pocket travel expenses (including mileage if you used your personal car for transportation) will be reimbursed via direct deposit to the same bank account you have on record with HR/Payroll.

If you submit a travel expense report to reimburse a guest or visitor for travel expenses, the visitor will be reimbursed by check. See Reimburse a Visitor for Travel Expenses for instructions.

The Details

File your expense report on time

When you return from your trip, you or the designated person in your DLC must submit a travel expense report with the required documentation, receipts, cost object, and trip purpose to the person in your DLC who is responsible for creating the expense report. The report must be submitted in Concur within 30 days of your return. The purpose of the report is to request reimbursement of out-of-pocket expenses and to reconcile charges made on the MIT Travel Card. See detailed instructions in the Concur Guide for Submitters, the Concur Quick Guide, and Concur Guide for Approvers.

Find out what’s reimbursable

Some miscellaneous expenses are reimbursable by MIT, but not under sponsored projects. Other expenses are not reimbursable under any circumstances. Before completing the travel expense report, review steps in Avoid Common Expensing Mistakes and review MIT Travel Policy Section 5.05- Miscellaneous Expenses to learn which charges are reimbursable.

Document your airfare expenses

You may fly Business Class (or First Class if Business Class service is not offered on the flight) only when any segment of your trip has a scheduled in-air flying time of more than six hours. The cost of Business Class or First Class, however, may not be charged to sponsored projects. Instead, document the lowest available Coach fare, and charge that amount to the sponsored project. Then subtract that Coach fare from the actual cost of your Business Class/First Class ticket and charge the difference to a non-sponsored discretionary cost object.

Note that The Travel Collaborative, one of MIT’s preferred travel agencies, automatically documents the coach fare when you book a Business Class or First Class fare.

Detail your food and beverage expenses

Food and beverage expenses for business meetings must be charged to General Ledger Account #421000 (Meetings—Food and Beverages). Alcoholic beverages for all travel, regardless of the purpose, must be segregated and charged to a non-sponsored discretionary cost object.

Submit mileage when using your car on MIT business

If you use your personal car for MIT business, MIT will reimburse you for miles traveled, based on the current IRS mileage rate.  Do not submit receipts for gasoline purchases.

In Concur, choose expense type: "Mileage". Enter addresses of your route. Concur will show the miles traveled and calculate the expense based on IRS rates. You can choose "Round Trip" and the entire trip will be mapped and calculated.

Manage lost receipts

If, despite your best efforts, you have been unable to obtain an itemized receipt, the expense should be charged to “non recoverable expense” and allocated to a non-sponsored cost object. To charge such an expense to a sponsored cost object, you must obtain approval from the sponsor or from the Office of Sponsored Programs (OSP). Make sure to submit a completed Missing Receipt Affidavit in place of the missing receipt. 

Get reimbursed

When you submit your travel expense report, it will be routed to the appropriate cost object approver(s) for review and approval. Your out-of-pocket travel expenses (including mileage if you used your personal car for transportation) will be reimbursed via direct deposit to the same bank account you have on record with HR/Payroll.

If you submit a travel expense report to reimburse a guest or visitor for travel expenses, the visitor will be reimbursed by check. See Reimburse a Visitor for Travel Expenses for instructions.

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.
MIT offers mobile travel-related tools and applications, such as TripLink and the Concur mobile app in the App Center of Concur.
1 of 2