2.0 MIT Travel Card

2.01 Acquiring the MIT Travel Card

• To obtain an individual or departmental MIT Travel Card, an MIT employee must submit an application to the MIT Card Services Administrator. The application must include the signature of the both the credit card applicant and the primary Authorizer for the issuing DLC.

• In order to receive the MIT Travel Card, the prospective Cardholder must complete and sign a consent form that documents the Cardholder's agreement to abide by MIT policies and procedures. The prospective Cardholder will receive the card upon submission of this signed form.

2.02 Using the MIT Travel Card

• The MIT Travel Card is provided as a payment tool for the MIT community to use when making travel arrangements and while traveling on official MIT business. The Cardholder is encouraged to make travel arrangements with the MIT Online Booking Tool (where adopted) or with other MIT preferred travel agencies.

• Use of the MIT Travel Card makes it easier for the Traveler to pay for business travel expenses by eliminating the need for travel advances and reimbursements and eliminating most out-of-pocket expenses.

• MIT Card Services is responsible for managing the MIT Travel Card Program. Each individual academic or administrative department is responsible for managing its Cardholder accounts. Three areas of responsibility within each department have been defined to assist in Travel Card management: Cardholder, Expense Report Submitter, and Approver. The decision as to how each of these responsibilities is assigned is made within the department with only one exception: a Cardholder may not act as their own Approver.

• The MIT Travel Card is the primary tool for paying MIT business travel expenses. It does not replace or change any of the normal guidelines for good travel practice, in accordance with MIT and sponsor policies and procedures. Accordingly:
  • Personal items may not be purchased on the MIT Travel Card.
  • All appropriate charges made will be paid by MIT and charged to the specified cost object(s) upon submission of a travel expense report.
  • Travelers must retain and submit original itemized receipts for all expenses in excess of $75. Receipts are required for all expenses, including the purchase of alcohol, no matter what the cost.

• The MIT Travel Card is for business travel expenses. It does not replace other MIT purchasing tools, such as the MIT Procurement Card (ProCard), although it may be used as an alternative to the ProCard to pay for local travel and dining expenses associated with a meeting, as detailed below.

• The MIT Travel Card may be used to pay for local travel and dining expenses associated with a meeting, and such charges may be expensed in the MIT Online Booking Tool. The MIT Procurement Card may also be used for such expenses. The same requirements for reconciling these expenses apply when either card is used. That is:
  • All food and beverage expenses for business meetings must be charged to General Ledger Account 421000 (Meetings – Food and Beverages). Expenses categorized in this account are not reimbursable from the federal government unless allowed by the terms of sponsorship. To substantiate the business purpose of the meeting expenditures, Travelers must provide the following:
    • The purpose of the meeting or topic of discussion
    • A list of attendees (names and group association) present at the meeting
    • Itemized receipts
  • As with non-meeting-related meals, alcoholic beverages must be segregated and charged to a non-sponsored discretionary cost object.
  • If the MIT Travel Card is used for local travel and dining expenses, receipts must be retained and provided as part of the reconciliation, regardless of the amount.