Travel Modernization Project


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VPF Travel offers enhanced services to assist MIT travelers with trip planning, payment for expenses, post-trip expense reporting, and reimbursement for out-of-pocket expenses. These new features are now available to the MIT community.

The Travel Modernization Program includes:

  • Optional use of an MIT travel credit card
  • Eliminating the need for travel advances
  • Online booking tool for arranging trips
  • Electronic expense reporting to replace the existing paper-based system
  • Direct deposits reimbursements for employees and students who have direct deposit information on file.

The MIT Travel Card:

  • Is paid directly by MIT to minimize out-of-pocket expense for MIT travelers
  • Is integrated with the online booking tool and electronic expense reporting system for ease of use

The MIT Online Booking Tool:

  • Can be used to arrange transportation, lodging and restaurants
  • Provides the ability to establish a delegate empowered to arrange trips and complete expense reports on behalf of the traveler
  • Is integrated with the MIT Travel Card and MIT Electronic Expense Reporting System for ease of use
  • You may continue to use your current travel agent in lieu of the booking tool, if you prefer.

The MIT Electronic Expense Reporting System:

  • Replaces existing paper travel vouchers
  • Provides for electronic approvals locally in the DLC and online routing to VPF Travel
  • Displays charges incurred using the MIT Travel Card and/or items arranged through the online booking tool in the traveler profile within the expense reporting system for population into the expense report
  • The electronic expense reporting system must be used rather than paper vouchers unless you have an outstanding travel advance.

Flexible Reimbursement Choices:

Individuals using the electronic expense reporting system may receive reimbursement for out-of-pocket expenses via direct deposit to their bank account on file in HR/Payroll, or to a different bank account of their choice. Community members may indicate their reimbursement preferences via Reimbursement Preferences on the SAPweb Money Matters tab. Community members’ choices include:

  • Whether to receive an email notification, with transaction detail attached, whenever MIT directly deposits an RFP or travel reimbursement to their bank account.
  • Whether to have reimbursements directly deposited to a different bank account from their MIT payroll bank account.
  • Whether to be reimbursed by check instead of direct deposit, and whether the check is mailed to their home or primary office address.

If no payment preferences are chosen, travel reimbursements will be deposited directly into the individual’s payroll direct deposit account on file on file in HR/Payroll. If HR/Payroll does not have a direct deposit bank account on file, reimbursements will be via a check mailed to the individual’s home address.

Training for online expense reporting system and booking tool:

  • In-person training sessions for the expense reporting system and online booking tool are available for travel arrangers, expense report submitters and approvers.
  • Weekly drop-in sessions are held every Wednesday, 10-11 am, in the Little Cayman Training Room NE49-3rd floor to assist staff members in completing travel expense reports.

Key Contacts:

Links

Pathway to Progress