Is direct deposit be available for my reimbursements?

Direct Deposit is available if the traveler has direct deposit information on file with HR/Payroll and has created the expense report in his or her Concur profile and not a guest profile.

Do I need to attach receipts for airline tickets purchased with Concur?

Yes, some vendors provide e-receipts, but they may not contain sufficient detail so please attach the detailed receipt you receive from the travel agency.

I have already processed my travel expense report. What do I do if I have additional expenses?

You would submit a second expense report with the original report name and “Addendum” in the new report name. Any additional expenses pertaining to a previous trip should be added to the NEW expense report and submitted. For records purposes, please note the TR number (can be found in MIT detailed report) of the original report in the new report.

If I do not have an MIT credit card, can I still use the Concur system to process my expenses?

Yes. All expenses will be entered manually as “out of pocket” expenses and will be reimbursed after the completion of the trip.

When do meals need to be categorized as expense type business meals?

Whenever a meal involves a non-MIT party, it must be classified as a business meeting.

Is each Traveler/Submitter assigned his or her own approver?

No, Expense Report Approval in Concur is driven by Roles. Approvers are not assigned to individuals but are set up by accounts and fund centers (cost objects). When an account number is entered into the system via the report header, or when allocating individual expenses, the system recognizes the account number and knows to route the report to the designated approver(s) after the report is submitted.

Can I move card charges between profiles (i.e. from my Departmental Card’s Profile to another individual’s profile)?

No, MIT Travel Card charges feed into and are linked with only one profile and must be expensed under the profile name to which they have fed.

Do I have to allocate each individual travel expense in a report to a cost object/account number?

If every expense in your report can hit the cost object found in the Report Header you do not have to allocate each individual expense. Allocation is only necessary when splitting the report between cost objects or selecting particular expenses (like alcohol) to hit an account other than the one you entered in the Report Header (like a discretionary account) when the Concur Expense Report was created.

I have a departmental card whose name shows up when I click on “Profile” and “Act on behalf of another user” in my dropdown menu, but I have a non-institute guest who has all out-of-pocket expenses that I need to reimburse. Do I also need a guest account?

No, if you have a Departmental MIT Travel Card, you already have a guest account in the Concur system. You can select your Departmental Card’s name by clicking on “Profile” and “Act on behalf of another user” and typing in your email address. Click on your department travel card ID, and you are able to reimburse any traveler for out-of-pocket expenses. Please note that a guest account in Concur creates a paper check for out-of-pocket expenses. The check is mailed to the Guest mailing address the submitter enters in the Expense Report Header. If you do not have a Departmental MIT Travel Card and need to reimburse visitors or guests, please email travelsupport@mit.edu and request the creation of a guest profile.

I am a Backup Approver for someone, but when I log into Concur I don’t have an Approval Queue. Why is this?

Backup Approvers are basically set up as Expense Delegates for Primary Approvers. Due to this set-up, in order to approve reports that are routed to the Primary Approver by the system, Backup Approvers must proxy in under the Primary Approver’s name. This is done by selecting the approver's name in the “Profile,” “Act on behalf of another user” drop-down menu. Selecting the Primary Approver’s name gives the Backup Approver access to their Approval Queue.

How do I activate my MIT Travel Card?

Please call 1‐888‐571‐1000 to activate your card. This number will appear on an activation sticker on the front of the card issued to you. Activation code is your full employee ID number.

Can my Travel Card be used for expenses associated with meetings in and around campus?

Yes, when you are completing the expense report, select the Trip Purpose, Local Travel and Meetings. For all local business meeting expenses, MIT Travel requires itemized receipts regardless of the amount. Please ensure that receipts are attached to your expense report before submitting.

Can I fly business class or first class?

MIT travelers may fly business class (or first class if business class service is not offered) for all international travel (excluding Canada).

For travel in the U.S. and Canada, an MIT traveler may fly business class (or first class if business class service is not offered) if the trip meets any one of the conditions below.

  • The traveler’s scheduled in-air flying time of a one-way direct or non-stop flight exceeds six hours.
  • The traveler’s scheduled in-air flying time of a flight with multiple legs totals more than six hours from origin to destination.
  • For roundtrip travel, one of the above requirements must apply to at least one way of travel in order to fly business class in both directions.  For example, business class is allowed for a roundtrip Boston-Los Angeles flight even if only one way exceeds six hours.

Travelers may fly business class (or first class if business class service is not offered) for medical purposes by providing proper documentation of a medical condition and receiving approval from the MIT Office of Disability Services.   

See the full policy here.

News and Announcements

The VPF Financial Accounting and Reporting (FAR) team has updated the list of all