3.0 Planning and Booking Your Travel


3.01 Approval

  • Travelers should obtain approval from their department, lab, or center prior to booking a trip. Travelers cannot approve travel on their own behalf.
  • Travelers traveling on research cost objects should refer to COEUS for any travel restrictions put in place by the sponsor. If the Traveler is unsure, the Traveler should contact their representative in the Office of Sponsored Programs (OSP).

3.02 Travel Agencies, Online Booking

  • Travelers are encouraged to use the MIT Online Booking System (where adopted) and MIT's partner travel agencies.

3.03 Air Travel

  • Travelers should use MIT’s preferred carriers in order to maximize savings. Travelers may use other carriers, but are encouraged to be mindful of maximizing savings for MIT.
  • It is strongly encouraged that reservations for airline tickets be made as soon as possible (at least 14 days) so Travelers can obtain advance purchase discounts.
  • MIT will not reimburse Travelers for airline tickets purchased with frequent flyer miles. Frequent flyer memberships should not influence Travelers' decision to select a flight other than the lowest priced flight available.
  • Travelers may fly Business Class (or First Class if Business Class service is not offered on the flight) only when the flight has a scheduled in-air flying time greater than 6 hours or if any part of a round trip airfare is in excess of six hours. The difference in the cost of Business Class (or First Class if Business Class service is not offered on the flight) may not be charged to sponsored projects unless the grant explicitly allows such expenses. See 3.03a. Travelers using online or independent travel agencies must document the lowest available coach fare to the destination traveled and submit this information with the completed expense report for proper reimbursement. MIT’s authorized agencies will automatically provide this required documentation.
  • Travelers who have a medical condition necessitating the use of Business Class (or First Class if Business Class service is not offered on the flight) may do so with the submission of proper documentation from the MIT HR Office of Disability Services.
  • The Institute strongly discourages travel by groups of more than three faculty or staff members on the same aircraft or on extended automobile trips, for which catastrophic injuries to the group could seriously impair the operation of an Institute activity. Departments planning trips with student groups are discouraged, whenever feasible, from booking travel arrangements for more than 20 students on the same flight or vehicle.

3.03a Considerations for Air Travel Under Sponsored Project

  • Federal regulations prohibit the charging of Business Class or First Class to federally sponsored research projects unless it is specifically approved by the sponsor and is documented in COEUS.
  • Travelers who fly Business Class (or First Class) must follow the requirements for documenting the lowest available coach fare (per 3.03 above). They must allocate the difference between the Business Class (or First Class) fare and the lowest available Coach fair to a non-sponsored discretionary cost object.
  • Federal regulations require that individuals whose travel is supported by federal funds use U.S. Flag Carrier Airlines (for clarification on this issue, please refer to MIT's policy on Code Sharing).
  • The US Office of Management and Budget (OMB) Circular A-21 provides further guidance and defines allowable direct and indirect costs for reimbursement under federal contracts and grants at universities.

3.03b Private Aircraft

  • The use of non-commercial aircraft owned, rented, operated or chartered by a Traveler on Institute business is strongly discouraged. When contemplated, it is subject to prior permission from the MIT Office of Insurance.

3.04 Lodging

  • Travelers are encouraged to book lodging whenever possible with MIT preferred hotels using MIT's Online Booking System (where adopted).
  • Travelers are encouraged to use standard accommodations in hotels and motels at competitive rates.
  • Travelers should feel safe in their accommodations. They are encouraged not to stay in a facility at which they question the safety of the environment.
  • MIT has volume-based contracts with local (Cambridge and Boston), national, and international hotels. DLCs should take advantage of these contracts whenever possible for events and for hosting visitors whose lodging expenses will be paid for by MIT. For such visitors, DLCs should pay for lodging and all other covered expenses using a Departmental Travel Card (where adopted). In cases when the visitor makes arrangements at MIT's preferred local hotels directly, the visitor should make sure to ask for the MIT rate at the time of booking.

3.05 Ground Transportation

3.05a Rail Travel

  • Rail travel may be used when the Traveler finds it convenient. Rail travel is reimbursable as long as the total cost of the trip is comparable to, or less expensive than, the lowest available coach airfare.

3.05b Private Automobile Travel

  • When travel by private automobile is desirable to save time or to reduce costs because a number of persons are traveling to the same destination together, reimbursement is based on the prevailing IRS rate, rounded down to the nearest whole penny. This mileage allowance is intended to cover all transportation and operating costs, including fuel.
  • When a private automobile is used primarily for the convenience of the Traveler, the reimbursement will not exceed the lesser of the cost of the appropriate round trip coach airfare between the nearest commercial airport serving the origin and destination cities or the prevailing IRS mileage reimbursement rate.
  • In order to use a personal vehicle for MIT business, the Traveler must maintain a current operator’s license and registration on the personal vehicle and procure and maintain Massachusetts' minimum statutory insurance liability limits of $20,000 per individual injury and $40,000 per accident. MIT’s commercial automobile liability insurance will serve as excess coverage above the Traveler’s personal automobile liability limits.
  • No reimbursement will be made for the cost of repairs to the private vehicle, replacement of the private vehicle, or insurance deductibles or surcharges, whether they result from the Traveler's acts or the acts of others.
  • MIT will reimburse for the cost of ferry transportation, tolls, and reasonable parking charges, in addition to the mileage allowance. Under no circumstances will the Traveler be reimbursed for traffic tickets due to parking or motor vehicle violations.
  • The transport of equipment in a private vehicle is strongly discouraged, due to the potential exposure for property damage or loss.

3.05c Car Rental

  • The use of a rental car for MIT business is allowable when other transportation is not available or when use of a rental car results in savings of cost or time. MIT does not pay for personal or leisure use of rental cars, and MIT insurance covering the business use of a rental car does not apply for personal or leisure use. MIT also does not pay for the use of rental cars by a Traveler’s family members.
  • As with the use of a private automobile, under no circumstances will the MIT Traveler be reimbursed for traffic tickets for parking or motor vehicle violations incurred while using a rental car.

3.05d Rental Car Companies

  • MIT strongly encourages Travelers to use MIT's partner car rental agencies, which provide volume-based discounts and insurance on vehicles for MIT Travelers. The use of these agencies will serve to mitigate MIT’s financial risk associated with automobile accidents and losses, including the theft of the vehicle.
  • It is imperative that all changes pertaining to car rental reservations be confirmed prior to picking up or dropping off the vehicle – e.g., changes to the rental period, the return location, etc. Making such changes at the rental counter may negate the MIT discount.
  • When traveling domestically, Travelers should under no circumstances purchase insurance offered by car rental agencies when booking a rental car. When traveling internationally, including Canada, Mexico, Bermuda, and the Caribbean islands, Travelers should purchase insurance under all circumstances. Travelers either may pay for such insurance using the MIT Travel Card (where adopted) or pay out of pocket and obtain reimbursement from MIT.
  • When booking a rental car in conjunction with other travel services (airfare, hotel, etc.), Travelers are encouraged to book through MIT's Online Booking System (where adopted).
  • Rental car arrangements made on behalf of or by MIT business invitees, whose travel expenses are reimbursable under MIT’s Travel Policy, are only covered for automobile comprehensive, collision, and liability insurance to the extent such coverage is extended by MIT’s partner car rental agreements. MIT does not extend any insurance to, nor indemnify business invitees, for claims arising from their travel activities.

3.05e 15 Passenger Vans

3.05f Miscellaneous Transportation Expenses

  • Travelers are encouraged to pay for miscellaneous transportation expenses with the MIT Travel Card.
  • MIT will reimburse Travelers for shuttle service to and from airports and train stations, plus tips, to the extent that such service is not included in air and rail fares.
  • MIT will reimburse Travelers for taxi fares, including tips, when public transportation or shuttle service is not practical or available. This includes taxis between hotels and train stations or airports, between appointments, or between hotels and places of temporary duty.

3.06 Conference Registration

  • Attendance at conferences or seminars is an integral component of MIT business travel. When booking for a conference, Travelers should consider the following:
    • Registration fees should be paid using the MIT Travel Card if attendance at a conference or seminar requires air travel or overnight lodging. Registration fees for local conferences or seminars may be paid using the MIT Procurement Card.
    • Travelers are encouraged to take advantage of preferred rates for hotel accommodations that are often available in connection with conferences.
    • Attendees should check with conference organizers to ascertain the preferred ground transportation method for traveling between conference locations.
    • When air travel is involved, Travelers are encouraged to book airline tickets as far in advance as possible (at least 14 days) in order to obtain advance purchase discounts.

3.07 Handling Expenses

  • Receipts are critical to post-trip expense reporting and reimbursement. Prior to embarking on a trip, Travelers should be aware of the following:
    • Travelers must keep itemized receipts for any business expense greater than $75. DLCs may impose stricter guidelines on Travelers.
    • Travelers must keep itemized receipts for air and rail fares, hotel costs, and car rentals, regardless of cost.
    • When alcohol is purchased as part of a meal or business-related meeting, Travelers must keep the original receipt to ensure proper segregation of the alcohol expense to a discretionary cost object in the post-trip expense report.

3.08 Expenses Under Sponsored Research

  • Certain travel expenses are reimbursable by MIT but not covered by sponsored research projects. For information on processing expenses under a sponsored research project, please see Section 5.6.

3.09 Travel Card Cash Withdrawals

  • Because the MIT Travel Card is widely accepted and will satisfy the majority of the Traveler’s expenses, cash withdrawals are issued on an exception basis. VPF Travel may make exceptions to this policy upon the request of an Administrative Officer/Primary Authorizer (or equivalent) representing the DLC for which the travel will be undertaken.
  • Exceptions will be limited to trips to areas designated by VPF Travel as remote locations, where the MIT Travel Card is not accepted and the banking infrastructure prevents other means of payment. Other unusual travel needs may also exist where it would be appropriate for VPF Travel to approve cash withdrawals.
  • The cash obtained through an approved Travel Card cash withdrawal must be used for MIT business purposes, and any unused funds must be returned to MIT after the trip ends. Any unused cash not returned within 120 days will be treated as taxable income, in accordance with the U.S. Tax Code.

3.10 Cancellation and Refunds

  • It is the Traveler's responsibility to arrange for cancellations in a timely manner, as stipulated by the terms of reservation.
  • In some cases, an unused ticket may be refundable and a cash-value credit may be issued to the previously charged cost object. Tickets are often non-refundable, however, and in such cases, a travel credit will be issued for future travel. Travelers should check with the issuing agency for details prior to booking travel.
  • As soon as Travelers determine that travel arrangements must be cancelled, Travelers should:
    • Contact the issuing agency (at least 24 hours ahead of travel/departure date).
    • Arrange for either an appropriate refund or credit to be used within one year from the booking date.
    • Submit an expense report through the MIT Online Expense Reporting System (where adopted).

3.11 Travel Risk

  • All members of the MIT community should be able to make well-informed travel decisions. No one should be coerced or required to travel to locations where there are significantly heightened health or safety risks.
  • MIT monitors travel warnings and embargos and alerts the MIT community accordingly.
  • Student travel may be restricted under certain circumstances.
  • The Centers for Disease Control and Prevention, the World Health Organization, and certain U.S. government agencies on occasion determine that health risks from travel to certain locations warrant restrictions, including quarantines, being imposed as a condition to returning to the United States.
    • For more information about the circumstances under which disease-related restrictions may be imposed and a list of diseases, please see the MIT Travel Risk Policy.
  • Twenty-four hour travel assistance is available to all MIT Travelers (International SOS). Every Traveler who flies internationally should obtain an SOS membership card from the MIT Insurance Office.
  • Employees traveling to Afghanistan, Iraq, Iran, or Somalia are responsible for paying an additional war risk premium to be assessed at the time of Business Travel Accident Renewal.

3.12 Travel Advisories, Warnings, Embargos

U.S. government and World Health Organization travel advisories, warnings, and embargos affect MIT Travelers in the following manner. For more information, please see the MIT Travel Risk Policy.

  • Department of State Public Announcements and/or General Centers for Disease Control and Prevention/World Health Organization Advice (without advice to not travel)
    • No restrictions apply. MIT makes available links to Department of State, Centers for Disease Control and Prevention, and World Health Organization travel advisories and provides guidance via VPF Travel and MIT emergency web sites. MIT may offer 24/7 emergency travel services for individuals who register with the MIT Insurance Office prior to departing.
  • Moderate Travel Warning
    • MIT urges all members of the MIT community to heed Department of State, Centers for Disease Control and Prevention, and World Health Organization travel warnings and not to travel to these locations, but faculty, staff, and students are free to make their own informed decisions.
    • No one may be required or coerced to travel (e.g., by a faculty member, supervisor, or advisor).
    • All members of the MIT community who decide to travel anyway must sign MIT’s Travel Risk Form before departure, acknowledging the risk and personal responsibility for their decision to travel.
    • All students must also agree not to travel to or through any areas where Department of State personnel are required or authorized to leave. Students must also agree not to travel to or through areas where MIT Travel Insurance Coverage or adequate medical care is not available and not to use modes of transportation that Department of State personnel or their families are prohibited from using.
    • Undergraduate students’ parents or guardians must also sign the MIT Travel Risk Form in order to confirm that they have discussed the risks with their children. If the student is under 18 years of age, parents or guardians must sign to provide consent.
  • High or Highest Travel Warning
    • MIT strongly urges MIT faculty, staff, and students to understand fully the risks and not to travel to High and Highest Travel Warning locations. This includes places where there is a serious health risk and/or inadequate medical care and/or places where MIT’s Travel Insurance Coverage is unavailable.
    • No one may be required or coerced (e.g., by a faculty member, supervisor, or advisor) to travel to these areas.
    • Unless a waiver is granted in a specific case (as described below), MIT will not approve or financially support (through any MIT cost object) travel by any student to High and Highest Travel Warning locations. If a waiver is granted, the student must sign MIT's Student Travel Risk Form before departure and submit a copy of the form to the MIT Insurance Office.
    • If faculty or staff members travel despite MIT’s urging not to do so, they must sign MIT’s Travel Risk Form before departure. They must not take (or enable) any students or staff subordinates to travel to these areas.
  • Travel Embargoes
    • U.S. law may prohibit or restrict travel to embargoed countries, whether the trip is on MIT business or for personal reasons.
    • Anyone who seeks to travel to embargoed locations must contact the MIT Office of Sponsored Programs (OSP) before making travel plans or transferring any item or information in any medium to any individual or entity (whether they are a U.S. citizen or not) in embargoed countries. OSP will help determine whether travel to these countries is banned or whether a license is required or any other restrictions apply under U.S. regulations.
  • Waivers of Policy Available in Extraordinary Circumstances
    • When the categorization of travel risk is unclear or when extraordinary circumstances may warrant a waiver of MIT’s Travel Risk Policy, the following decision-makers are responsible for granting waivers.
      • Faculty and Academic Staff: Provost, with recommendation from the Vice President for Research/Associate Provost or the Dean of the applicable School.
      • Students: Chancellor, with recommendation from the Dean for Undergraduate Education, the Dean for Student Life, or the Dean of Graduate Students, conferring with the Dean of the applicable School.
      • Administrative Staff: Executive Vice President, with recommendation from the Vice President for Human Resources.
    • The Office of the General Counsel is available to serve in an advisory role to all of the above. Members of the MIT Medical Department may also advise.

3.13 Travel Risk Forms

3.14 Passport, Visa, and Other Identification

  • When traveling on MIT business, it is recommended that Travelers become familiar with the types of identification necessary to travel to their destinations. Foreign countries require various types of identification for entrance.
  • To view which travel documents and types of identification are needed by country, please visit the following Department of State web site. It is recommended that Travelers use the MIT Travel Card to pay for passport, Visa, and other identification charges necessary for MIT business travel. Passport, visa, and other necessary identification charges are allowable under sponsored projects and do not need to be charged to a discretionary cost object.

3.15 Immunization

  • When traveling to certain countries, Travelers may need to have their vaccinations up to date before traveling.
    • List of vaccinations and/or medications potentially necessary for protections from illness -- (click on “for Travelers”)
    • Note: The level of risk for vaccine-preventable diseases can change at any time.
    • It is recommended that Travelers use the MIT Travel Card to pay for immunization charges necessary for MIT business travel. Immunization charges are allowable under sponsored projects and do not need to be charged to a discretionary cost object.