Please visit the MIT NOW Travel page for the most recent MIT policies on travel, including vaccination requirements and registering travel with MIT. Check the MIT NOW Travel page before booking any travel for an approved professional development opportunity.
For non-professional development travel, please click this link and provide your travel information to firstname.lastname@example.org for tracking purposes. Any questions may be sent to email@example.com.
For all professional development-related questions, please contact firstname.lastname@example.org.
Know before you go!
IMPORTANT: Travelers using rental cars for domestic business 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 $1,500 will be placed on the insurance claim. See MIT Office of Insurance for details on this policy.
Insurance is NOT included when using the Budget/Avis leisure discount codes. Any claim will be the responsibility of the driver.
Now to better reflect meal costs in particular destinations we are now going by the GSA meal allocation rates for the specific city/areas:
For domestic travel, the meal allocation rates per day can be found here: http://www.gsa.gov/portal/category/100120 (M&IE Rate)
For International travel, the meal allocation rates per day are here: https://aoprals.state.gov/web920/per_diem.asp (M&IE Rate)
PLEASE NOTE: when reporting meals per day in CONCUR (MIT's travel reporting system) You will want to use expense type meals. see below for an example of rates for a trip to Cambridge, MA. Note the first/last day of travel is different than a full (total) day in between.
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.