May I use my favorite travel agency?

Yes, Concur is an optional tool available to travelers and is easily used for simple trips. Travelers and departments are welcome to use any of MIT’s preferred agencies for longer trips. Itineraries for trips booked with Concur or with The Travel Collaborative (an MIT preferred travel agency) will automatically appear in the Upcoming Trips sections of the traveler’s profile. These can quickly be converted to expense reports.

Who should I call for travel-related questions?

For booking questions call:

Pam O’Neil 617-253-2756

 

For Concur expense reporting questions call:

Chrissy Mullin       617-324-7202

Paul Andersen        617-253-2753

Katie Diaz               617-258-0370

 

For credit card inquiries call:

Kathy McGrath   617-253-8366

Kim Harmon       617-253-8360

 

For accounting inquiries call:

Paul Andersen    617-253-2753

How long does it take to receive reimbursement?

If the traveler has direct deposit with MIT HR/Payroll they will receive a reimbursement several days after it is approved for payment. If a traveler is reimbursed though a guest expense report they will receive a check in seven to ten days.

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.

What do I do if I charge a personal expense to the Travel Card?

Personal expenses will be deducted from the amount due to the traveler if traveler for out-of-pocket expenses. If no money is due to traveler, the traveler must send a check payable to MIT along with a copy of the expense report to Travel NE49‐4037.
When processing a personal charge in a Concur expense report, please mark the “personal expense” check box within the transaction detail. Selecting this check box will ensure the expense is not applied to a cost object.

Do I need to submit travel receipts?

In any travel circumstance, each traveler must submit itemized receipts documenting all transportation expenses, including airfare, train and car rental expenses and detailed hotel receipts. For all other expenses, receipts are only required for any single expenditure in excess of $75 or for meals with alcohol and any local travel expenses regardless of any amount. A credit card statement is not sufficient. Receipts for business-related meetings (meetings/meals with non-MIT participants) should be included and the participants, their affiliations and topic of discussion should be included in the expense detail. Alcohol and airfare difference must be itemized. They should be charged to a discretionary account if the expense report is under a sponsored project.

Quickcard: ProCard and Travel Card Receipts

Quickcard: How Long to Retain Financial Records

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.

How long does it take to process a travel expense report?

If there are no problems with a travel expense report, it normally takes one to two business days from the time the Travel Office receives the report to be approved and submitted for payment. If there is a problem with the report, every effort will be made to resolve it over the phone or through email. If it requires further clarification, the report will be sent back to the submitter with an explanation of the issue and next steps.

News and Announcements

The MIT 2018 Report of the Treasurer is available on the
Earlier this month, VPF helped guide the MIT community through a transition to a new policy