2017 Travel Card Expense Reporting Policy Summary

See revisions to the MIT Travel Policy that address expense reporting responsibilities for MIT Travel Cardholders, effective January 3, 2017.

2018 - New! Traveling for MIT on a Federally Funded Award

This two-page guide addresses essential information you need to know before you take off, explains how to expense multipurpose trips and lists allowable expenses that can be charged to a sponsor, followed by a list of unallowable expenses that cannot be charged to a sponsor.

Cambridge/Boston Hotel Rates 2018🔒

VPF Strategic Sourcing has negotiated rates for a selection of hotels in Cambridge and Boston for 2018. A PDF of this page is available at the bottom of the page for easy reference.

These rates are known as "transient rates", which means short stays for one or a few rooms. Call the main phone number listed under the hotel name on the form and request the MIT rate. Rates are subject to availability and are updated every January.

For detailed information on each hotel, use VPF Supplier Search, and choose Hotels/Accommodations from the Commodities dropdown menu, or search for a specific hotel in the general search.  The hotel's page on Supplier Search includes links to the hotel and a map, specific rate information, and contact information.

These rates are not for booking blocks of rooms for events.  If you need to book or hold rooms for an event, call or email the account manager listed under "Contact for Booking Blocks for Events" on the form.


Updated: 2/5/18

Concur 2.0 Quick Guide

This tutorial has step-by-step instructions (with highlighted screen shots) on how to use Concur 2.0 for travel expense reporting, and how to set up delegates who can access travel profiles, and submit/view expense reports on behalf of someone else.

Concur Guide For Approvers

Follow step by step instructions for approving travel expenses via Concur.

Concur Guide for Submitters

Follow steps in this detailed guide for submitting expenses on Concur.

International Travel Risk Acknowledgment Form for Faculty and Staff

Download this form for all faculty and staff travel on MIT business to countries designated as high or extreme under the MIT International Travel Risk Policy.

Revised August 2018

International Travel Risk Acknowledgment Form for Students

Download this form for all undergraduate and graduate student travel abroad on MIT business.

Revised August 2018

Missing Receipt Affidavit🔒

This document should be used when a receipt for a legitimate MIT business expense is missing and it is not possible to obtain a duplicate receipt from the supplier.

Note: Some elements of this form may not display properly in your browser. Please download the form and open in Adobe Reader.

Payroll Deduction Authorization Form

Use this form to authorize HR/Payroll to deduct funds you owe MIT if you have personal expenses charged to your MIT Travel Card.

Per Diem Request Form (Domestic) (Mac)

Download this Excel document to request a domestic travel per diem.

Per Diem Request Form (Domestic) (Windows)

Download this Excel document to request a domestic travel per diem.

Travel Card Application - Department

Download this form to apply for a department Travel Card.

Travel Card Application - Individual

Download this form to apply for your MIT Travel Card.

Travel Card Expense Reporting Policy Change FAQ

The new (January 3, 2017) Travel Card Policy has very specific requirements for filing travel expense reports, and consequences—from warnings to card suspension to eventual card cancellation—for cardholders who use the card, but do not file travel expense reports on time.