See all MIT Travel Policies here.
Please review the New Travel Card Expense Reporting Policy FAQ for details on the new policy in effect on January 3, 2017.
2.00 MIT Travel Card
2.03 Cardholder reporting responsibility
The MIT Travel Card is the primary tool for paying MIT business travel expenses. It does not replace or change any of the normal guidelines for good travel practice, in accordance with MIT and sponsor policies and procedures. Accordingly:
- Personal items may not be purchased on the MIT Travel Card.
- All appropriate charges made will be paid by MIT and charged to the specified cost object(s) upon submission of a travel expense report.
- Travelers must retain and submit original itemized receipts for all expenses in excess of $75.
- Receipts are required for all expenses that include the purchase of alcohol, no matter what the cost.
- Travelers are required to submit a travel expense report via Concur, MIT's online expense reporting tool, within 30 days after the completion of a trip. Failure to submit a travel expense report more than 120 days following a trip will result in card suspension and if no travel expense report is filed at 150 days, the MIT Travel Card will be canceled. (See Section 5.03)
5.00 Post Trip: Expense Reporting
5.03 Payment of Charges on the MIT Travel Card/Submitting Travel Expense Reports
MIT pays the credit card service provider directly for charges incurred on the MIT Travel Card.
- If charges on the MIT Travel Card are deemed non-business related after MIT has paid the credit card service provider for such charges, the traveler is required to reimburse MIT with a personal check.
- Travelers are responsible for reconciling credit card transactions and submitting a travel expense report within 30 days after the transaction date or the completion of travel.
- Travelers who have not submitted a travel expense report within 60 days will receive a past-due notification. Such notification will be sent to the Administrative Officer (AO) in the traveler’s DLC and the Assistant Dean in the traveler’s School.
- Travelers who have not submitted a travel expense report within 90 days will receive a suspension warning notification. Such notification will be sent to the AO in the traveler’s DLC and the Assistant Dean in the traveler’s School.
- If a travel expense report has not been filed within 120 days, the MIT Travel Card will be suspended.
- If a travel expense report has not been filed within 150 days, the MIT Travel Card will be canceled, and notifications will be sent to the AO in the Traveler’s DLC or Assistant Dean in the traveler’s School. VPF Travel and Card Services will charge outstanding balances to the discretionary cost object that was linked to the MIT Travel Card at the time the traveler applied for the card.