Here are the steps you should take when preparing for a trip outside of the U.S.

Obtain trip approval

Before you book any travel arrangements under a sponsored project, confirm that your trip is reimbursable.

Do not book travel until you review any restrictions—such as airfare class or reimbursable expenses—that apply to the cost object(s) for your funding source(s). Visit Kuali Coeus or the Office of Sponsored Programs (OSP) for details.

Review the International Coordinating Committee (ICC) website

The MIT International Coordinating Committee (ICC) website features key resources and tips on health, safety, and security considerations for international travel. Don’t make any international travel plans until you review the ICC Travel Abroad pages for passport and visa requirements, embassy information, U.S. export controls, sanctions, travel restrictions, immunization information, and more.

Gather travel documents

Have your travel documents in order before making reservations. Depending on where you are headed, you may not be permitted to book travel without a valid passport or visa. MIT vendor A Briggs provides streamlined visa and passport processing for members of the MIT community traveling on Institute business. This also is a good time to obtain an International SOS (ISOS) membership card through the MIT/ISOS portal or by contacting MIT’s Office of Insurance.

Book air transportation and lodging

The Concur booking tool enables you to make plans quickly after viewing your travel options. You also can download travel apps to receive automatic itinerary alerts and view all your travel plans online.

If you want to work directly with the MIT preferred travel agency that is connected to MIT's Concur tool, call The Travel Collaborative (TTC) at 617-497-7400 for assistance. Call toll-free from North America, 1-844-445-3330; from all other locations, call 1-207-805-3340.

The Travel Collaborative can also assist with hotel bookings. You can take advantage of their preferred rates in hotels across the world.

As an alternative to The Travel Collaborative, if you are traveling to Asia, you may consider OT&T Travel Management for discount airfares.

Review general guidelines for booking air travel and lodging/accommodations on the VPF website.

Book ground transportation

Follow general guidelines for booking Ground Transportation on the VPF website. Note, if you rent a car for MIT travel in any international destination including, Canada, Mexico, Bermuda, Puerto Rico, and the Caribbean Islands, or in Alaska, you must purchase the insurance offered by the rental car agency. MIT does not extend any insurance coverage or indemnification to your business invitees.

Pay for your trip

Although you are not required to use the MIT Travel Card, it saves time on expense reporting because charges feed automatically into the reporting system. Apply online or download the application and allow five business days for processing. If you are planning to use a per diem allowance, be sure to review per diem basics and applicable State Department allowances.

Arrange remote computing

Visit MIT’s Information Systems and Technology website to set up your connection to the Institute’s virtual private network (VPN). The VPN will enable you to connect to MIT’s network remotely.

The Details

Obtain trip approval

Before you book any travel arrangements under a sponsored project, confirm that your trip is reimbursable.

Do not book travel until you review any restrictions—such as airfare class or reimbursable expenses—that apply to the cost object(s) for your funding source(s). Visit Kuali Coeus or the Office of Sponsored Programs (OSP) for details.

Review the International Coordinating Committee (ICC) website

The MIT International Coordinating Committee (ICC) website features key resources and tips on health, safety, and security considerations for international travel. Don’t make any international travel plans until you review the ICC Travel Abroad pages for passport and visa requirements, embassy information, U.S. export controls, sanctions, travel restrictions, immunization information, and more.

Gather travel documents

Have your travel documents in order before making reservations. Depending on where you are headed, you may not be permitted to book travel without a valid passport or visa. MIT vendor A Briggs provides streamlined visa and passport processing for members of the MIT community traveling on Institute business. This also is a good time to obtain an International SOS (ISOS) membership card through the MIT/ISOS portal or by contacting MIT’s Office of Insurance.

Book air transportation and lodging

The Concur booking tool enables you to make plans quickly after viewing your travel options. You also can download travel apps to receive automatic itinerary alerts and view all your travel plans online.

If you want to work directly with the MIT preferred travel agency that is connected to MIT's Concur tool, call The Travel Collaborative (TTC) at 617-497-7400 for assistance. Call toll-free from North America, 1-844-445-3330; from all other locations, call 1-207-805-3340.

The Travel Collaborative can also assist with hotel bookings. You can take advantage of their preferred rates in hotels across the world.

As an alternative to The Travel Collaborative, if you are traveling to Asia, you may consider OT&T Travel Management for discount airfares.

Review general guidelines for booking air travel and lodging/accommodations on the VPF website.

Book ground transportation

Follow general guidelines for booking Ground Transportation on the VPF website. Note, if you rent a car for MIT travel in any international destination including, Canada, Mexico, Bermuda, Puerto Rico, and the Caribbean Islands, or in Alaska, you must purchase the insurance offered by the rental car agency. MIT does not extend any insurance coverage or indemnification to your business invitees.

Pay for your trip

Although you are not required to use the MIT Travel Card, it saves time on expense reporting because charges feed automatically into the reporting system. Apply online or download the application and allow five business days for processing. If you are planning to use a per diem allowance, be sure to review per diem basics and applicable State Department allowances.

Arrange remote computing

Visit MIT’s Information Systems and Technology website to set up your connection to the Institute’s virtual private network (VPN). The VPN will enable you to connect to MIT’s network remotely.

Did You Know?

Expenses not directly related to the business purpose of your travel—fitness club fees and movie rentals, for example—will not be reimbursed by MIT.
The MIT Travel Card streamlines your business travel and helps you keep track of expenses.
MIT offers mobile travel-related tools and applications, such as TripLink and the Concur mobile app in the App Center of Concur.
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