6.00 Travel Arrangements


The traveler should acquaint him/herself with special services and requirements of the laboratory or department with which he/she is associated. The following sections are for the guidance of the Institute and employees.

6.01 Reservations
When the department or laboratory to which the employee is assigned does not process its own transportation requirements, it is recommended that each traveler arrange for his/her own travel reservations directly with the Institute's travel agencies. These agencies will require a cost object to direct bill tickets internally.

As noted earlier in Section 2.02 the agencies noted above document on each invoice the amount and use of the lowest available fare or provide data to allow segregation of any cost over the lowest available fare. In addition, these agencies also provide a monthly cost savings report further documenting the lowest available air fare requirement for federal reimbursement. Travelers using agencies other than those noted above are responsible for providing similar documentation from their agency.

6.02 Cash Advances and Credit Cards

Cash Advances
Cash advances in amounts anticipated to cover incidental and out-of-pocket expenses of a trip are available. Cash advances should not be requested for use in purchasing tickets. The Institute will not ordinarily give travel advances or prepaid tickets to anyone who has unreported cash advances or tickets more than 30 days old.

MIT Required Procedure

  1. Complete a properly approved Travel Advance Request form
  2. Send it to the Travel Office located in NE49-4037. Travel advance requests must be received by the Travel Office at least four (4) business days before the advance is to be picked up.
  3. For the convenience of travelers, advances may be picked up at the Travel Office, Room NE49-4037, or received through Interdepartmental Mail.
  4. Travel advances in an amount that exceeds the actual expenses of a trip must be returned to MIT by check when the travel expense voucher is submitted.

If this is not done within the timeframe as required, the excess monies must be treated as salary. This change is explained in detail in Appendix I.

Credit Card
Frequent travelers may apply for an Institute Diner's Club Charge Card. These charge cards may be used for Institute-related expenses such as auto rentals, lodging, food and miscellaneous purchases. For information relative to this program please call the Travel Office on Extension 3-2753.

6.03 Cancellations and Refunds
It is the responsibility of each traveler to arrange for cancellations if his/her plans change in a timely manner as stipulated by vendor.

In some cases, an unused ticket may be refundable and a cash-value credit may be issued to the previously charged cost object. Often, however, tickets are non-refundable, and in this case, a travel credit will be issued for future travel. Please check with the issuing agency for details. For further details on unused, non-refundable tickets, please see the Travel Office website under the policy section.

MIT Required Procedure

  1. Contact issuing agency ahead of travel/departure.
  2. Arrange for either an appropriate refund or credit for future travel.
  3. Notify the Travel Office of cancellation.

6.04 Travel Expense Vouchers
IRS regulations require submission of Travel Vouchers within a specific period of time upon completion of a trip, and if not submitted within the time frame required by the law, the entire amount of the trip expenses must be treated as salary. Please see Appendix I for complete details.

The following is the procedure for submitting travel expense vouchers for reimbursement:

MIT Required Procedure

  • All original receipts (air, car and hotel expenses, as well as items over $75.00) should accompany the voucher
  • Voucher must be signed by the traveler and countersigned by the appropriate supervisor or designated individual. 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 original receipts are attached, that the travel expense meets applicable sponsor guidelines, the travel expense was incurred while conducting official MIT business and that documentation is attached for any unusual circumstances or missing original receipts.
    • The approver must have signature authority on the cost object being charged.
  • Voucher 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 vouchers each month.

6.05 Other Information
Questions concerning travel policy should be directed to the Travel Office in the Controller's Accounting Office at 617-258-0370 and 617-253-3547.