Please note! A project team -- Professional Development:F22 & Beyond -- is currently working on revising the training and staff development guidelines. Project timeline (Mar 2021 - May 2021) and other information is here.
Covid-19 vaccination is required for MIT-related domestic and international travel.
Please register your trip with the MIT COVID Registry Tool. All MIT-related domestic and international travel must be registered per the current MIT travel policy. Effective June 1, 2021, Covid-19 vaccination is required for MIT-related domestic and international travel. This requirement applies to undergraduate and graduate students, staff, faculty, and postdocs. The requirement does not apply to local travel (within the six New England states of CT, MA, ME, NH, RI, VT) or to MIT travelers with an approved medical or religious exemption from the vaccination requirement. MIT employees who have been granted a remote work exemption from the vaccination requirement are not eligible for MIT-related travel.
MIT community members who travel outside of Massachusetts for more than 24 hours and who reside or work on campus should consult the travel reentry policy for more details on testing and quarantine requirements.
Know before you go!
IMPORTANT: Travelers using rental cars for domestic travel should NOT purchase the optional collision insurance coverage offered, because MIT will not pay the charge nor reimburse you for it. The cost of collision insurance is already included in MIT’s rates at preferred rental companies. Travelers may, however, purchase car insurance when traveling internationally.
MIT has two preferred car rental vendors--Budget and Avis.
These rental car companies can be used for official Institute business and also for personal travel (however, be sure to use the correct corporate ID numbers) Please do not use any other rental agency unless one of these two companies are not available in the area.
Avis Car Rentals For business rentals the MIT Corporate Account Number is A122600; for personal/leisure rentals the MIT Account Number can be found on the following AVIS link. More information can be found here: https://vpf.mit.edu/avis-car-rental
Budget Car Rentals For business rentals the MIT Corporate Account Number is T240202; for personal/leisure rentals the MIT Account Number can be found on the following Budget link. More information can be found here: https://vpf.mit.edu/budget-car-rental
*If a Traveler rents a car from an agency other than Avis or Budget, MIT's partner car rental agencies and is involved in an at-fault accident, an internal deductible of $1,000 will be placed on the insurance claim. See MIT Office of Insurance for details on this policy.
Now to better reflect meal costs in particular destinations we are now going by the per diem rates for the specific city/areas:
For domestic travel per diem rates can be found here: http://www.gsa.gov/portal/category/100120 (M&IE Rate)
For International travel per diem rates are here: https://aoprals.state.gov/web920/per_diem.asp (M&IE Rate)
As detailed in the MIT Travel Policy Section 2.02 Using the MIT Travel Card, the MIT Travel Card may be used to pay for local travel and dining expenses associated with a meeting, and such charges may be expensed in Concur, the MIT Online Expense Tool. The MIT Procurement Card may also be used for such expenses. The same requirements for reconciling these expenses (detailed below) apply when either card is used. *Local travel is travel within the six New England states of CT, MA, ME, NH, RI, VT.
All food and beverage expenses for business meetings must be charged to General Ledger Account 421000 (Meetings – Food and Beverages or business meeting/meal).
Expenses for meetings, retreats, seminars, symposia, workshops or events, including food and beverages, may be allowable costs on a federal award if the sponsor expressly states they are allowable. In order for the expense to be allowable, the meeting's primary purpose must be dissemination of technical information beyond MIT. The meeting must also be necessary and reasonable for successful performance of the federal award. Standard group meetings in which information is shared among laboratory members do not qualify as allowable costs.
To substantiate the business purpose of the meeting expenditures, Travelers must provide the following:
If no itemized receipt is available for a business meeting/meal (and an attempt has been made to obtain one), the expense type in the Concur reporting tool should be changed to "non-recoverable expense"’ and allocated to a non-sponsored cost object.
To charge a business meeting/meal with no itemized receipt to a sponsored cost object, approval must be obtained from the Office of Sponsored Programs (OSP) or the sponsor.
As with non-meeting-related meals, alcoholic beverages must be segregated and charged to a non-sponsored discretionary cost object.
The VPF Travel and Card Services team handles more than 160 expense reports per day, with the average total of $1,629. If you are traveling on MIT business and want to get your travel expenses processed and reimbursed as quickly as possible, check out the top five reasons that expense reports get sent back to the traveler and tips to avoid these common reporting mistakes and omissions.
Review MIT Travel Policies.