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Travel Procedures
Travel Expense Reports
Travel expense reports should be submitted electronically through the Concur Travel System. Vouchers should be submitted within 30 days after the completion of a trip. Please forward a copy of the voucher, including the original receipts to LNS Travel Office 26/516. Although MIT Travel accepts the scanned receipts for the electronic vouchers, the LNS Travel Office is required to keep the original receipts in the department for a year. Please remember to forward the original travel receipts. Travel vouchers will not be approved until they are received.
Travelers are encouraged to use the MIT online booking system BCD Travel or other MIT’s partner travel agencies – OTT Travel Management and The Travel Collaborative.
If you need funds to cover your travel expenses prior to travel, please contact the LNS Travel Office to request - Please request NO LATER THAN 5 business days prior to travel.
Car Rental and Insurance
MIT strongly encourages you to use MIT’s partner car rental agencies which provided volume based discounts and insurance on vehicles for MIT travelers. The use of these agencies will serve to mitigate MIT’s financial risk associated with automobile accidents and losses including theft of the vehicle.
When traveling domestically, Travelers should under no circumstances purchase insurance offered by car rental agencies when booking a rental car. When traveling internationally, including Canada, Mexico, Bermuda and the Caribbean Islands, travelers SHOULD purchase the insurance under all circumstances.
For further details regarding car rentals – see MIT Travel Policy 3.05c
Per Diem
- Per diem is the payment of a flat sum to cover food, lodging, and incidental expenses for each day in lieu of a statement of actual costs. Per-diem rates may not exceed the governmental standard (GSA) cost of living. When a per diem is used, the MIT Travel Credit Card may not be used as a form of payment.
- Travelers who want to use per diem to pay for expenses while on domestic travel must obtain prior approval from department heads, laboratory directors or project supervisors, and VPF Travel. It is not necessary to obtain prior approval in order to use per diem for international travel. See FORMS for per diem form.
The Institute strongly discourages travel by groups of more than two or three on the same airplane or on extended automobile trips on which accidental injury to the group would seriously impair the operation of an Institute activity. This restriction should be enforced by the supervisors according to the circumstances of the travel and the level of responsibility of the travelers. For those in key positions, it is expected that this restriction will be rigidly self-imposed.1
