Unused non-refundable tickets

Every time MIT prepays an airline ticket, it becomes an outstanding advance in the travel system. Every advance must be followed by a travel expense voucher. If a travel voucher hasn't been filled out after thirty days following the end date of a trip, a dunning letter will be mailed both to the traveler and the department.

If your trip was cancelled prior to departure date for any reason, you may do one of two things. If you can use the ticket on future MIT business, within one year, please send a letter to the travel office to that effect. The travel office will extend the end date of the trip one year to avoid sending dunning letters every month.

In order to use your non-refundable ticket on a future trip, it is necessary to change reservation prior to the original departure date. When you re-book your ticket, you will be charged an exchange fee ($100 - $200) along with the agency's processing fee. These fees are also considered to be an advance and must be expensed and deducted as an advance on your travel voucher. After the ticket is used, you must reference the prior trip number so that we may close out the appropriate advance. The trip numbers will show up in your department's monthly DTR or you can call Travel.

If you have no intention of using the ticket and you have a valid reason for canceling, you must fill out a travel expense voucher and attach the unused ticket.

If you cancel the ticket after the departure date, it may no longer be valid and available for re-issue. If this is the case, you must submit a travel voucher at that time.

Should you have any questions, please call Ellen Sico at 3-3547 or e-mail esico@mit.edu.