Travel

The basic policy guiding MIT travel expense reimbursement is that the individual traveler should neither gain nor lose personal funds as a result of travel assignments and that these assignments be planned so that their cost will not exceed budgetary limitations. Each traveler is to be fully reimbursed for all necessary and reasonable expenses incurred in connection with travel on Institute business and should make efforts to keep all expenses at a sensible minimum.

Please note: The processing fees for the Travel Collaborative will be reduced effective Monday, June 23, 2008.
Domestic and International tickets from $43 to $36
Amtrak from $43 to $30

Important links:
MIT Travel
MIT preferred travel vendors
Airfare policy: US Carriers vs. Foreign
Policy on unused non-refundable tickets

Forms:
Travel Advance- Macintosh (Excel)
Travel Advance- Windows (Excel)
Travel Expense Voucher- Macintosh (Excel)
Travel Expense Voucher- Windows (Excel)

Travel Advance

If a traveler needs money to help cover costs of an upcoming trip, a lump sum amount can be requested from CSAIL fiscal. In order to receive the advance, the traveler must complete a Travel Advance form and turn it in to a staff member in G422. Due to MIT Travel regulations, a check can be cut no sooner than one week prior to the start of the trip. Please note: Travel will not reimburse for airfare prior to a trip.

If a traveler has already paid travel expenses for an upcoming trip, they can also be reimbursed by filling out a Travel Advance form and dropping it off to office G422. In order for the request to be processed, the traveler must provide copies of documentation that supports their request for payment in the form of receipts, confirmations, or proof of payment statements. The traveler should allow at least four business days for fiscal HQ and Travel to process the advance--this is the absolute minimum amount of time it takes to process the request. Please note Travel will not reimburse for airfare prior to a trip. If you have any questions, please talk to the staff in G422 or look at the MIT Travel website.

Travel Voucher

All travelers must turn in both the original Travel Voucher as well as a copy to CSAIL fiscal (G422) within 30 days of a trip's conclusion. Please make sure that the form is filled out completely and any original receipts are attached. Original receipts should be submitted for all expenditures for which receipts may normally be obtained. These include air and railway tickets, receipted hotel bills, excess baggage tickets, car rental receipts, copies of prepaid official telegrams, and conference or seminar registration fees. Please note that all expenses and receipt totals must be converted into US dollars. You can find a currency converter on the MIT Travel Resources website.