Who is responsible for signing hotel contracts?
VPF Contract Advisors are authorized agents to sign any supplier contract on behalf of MIT. DLC staff do not have the authorization to sign supplier contracts on behalf of MIT.
How is airline ticket fulfillment handled?
When you use the MIT Online Travel Booking and Expense Reporting System to reserve your flights, MIT’s preferred travel agency, The Travel Collaborative, will handle fulfillment/ticketing in the same manner as a phone reservation. Electronic tickets are issued unless otherwise requested.
How can I view the itinerary for flights I have already booked?
On the My Concur page, review the Upcoming Trips section. For more detailed information, click the appropriate trip name in the Trip Name/Description column and then click View Itinerary.
How do I change my reservation after it’s been booked?
To make changes to your seat assignment or add a hotel or car reservations to a trip, click the trip name in the Upcoming Trips area of the My Concur if you booked using Concur or The Travel Collaborative. To change your air itinerary contact your travel agency directly. Call the airline if you booked the air travel on an airline website or call the travel company if you booked the air travel on a third party travel website.
Note: When you contact your travel agency to cancel your reservation, the itinerary is not
automatically removed from the Upcoming Travel section on My Concur. To remove the canceled itinerary from the Upcoming Travel section:
1. In the Upcoming Travel section, select the appropriate itinerary
2. Click View Request and then click Withdraw Request.
Where do I view my itinerary?
The MIT Online Travel Booking and Expense Reporting System will send your itinerary to you immediately after you confirm the trip. Your agency will email your final itinerary when it is ticketed. In addition, you can view your itinerary in the Upcoming Trips section on the My Concur or Travel pages.
What are MIT’s preferred hotels? Can the agreements be used for personal travel?
MIT has many preferred hotels throughout the Cambridge/Boston area along with other cities out of state and internationally. All preferred hotels with MIT negotiated rates can be booked for personal travel by the MIT community.
Who are MIT’s preferred travel agencies?
MIT's preferred travel agency is The Travel Collaborative, who serves as the fulfillment agency for reservations made with Concur.
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.
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 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.