Travel

News and Information

Travel Modernization Project
Beginning January 1, 2011, all travel vouchers must be submitted using the new travel expense system, Concur. Paper vouchers will no longer be accepted. In addition, trips booked through the Travel Collaborative will no longer accept MIT account numbers for buying tickets or issuing advances. They will require either an MIT travel card or a personal credit card to book the trip.

Please note: To use the system, you or your PIs are not required to have an MIT Travel card. If you book travel out of pocket, (i.e., with a personal card) you will need to enter the expense details into Concur and scan in the backup. This means that everyone will need to learn the new system even if you and your PIs are not applying for cards. If you plan on requesting a card, you can submit an application through Justin Wade, Senior Fiscal Officer in CSAIL HQ (32-G432).

Application for MIT's Travel Card (PDF)

CSAIL implementation of the new travel system
Please forward your expenses in Concur to the financial assistant who handles your transactions. Instructions on how to forward a voucher in the system can be found by viewing the User-Added Approval to Workflow (PDF). Once you have forwarded the voucher electronically, you should bring down the original receipts to 32-G422. The financial assistant that you work with will review and pass the voucher along for approval. If any questions about your charges arise, they will contact you.

CSAIL Fiscal suggests that you initially sign up for email notifications when charges come in or when vouchers are approved/denied. This can be done in Concur by going to the "Profile" page and then "System Settings." Once you are familiar with the system, you can decide if the emails are helpful or if they are too frequent and should be turned off.

For more information, please read the VPF's guide to the Travel Modernization Program.

Travel news and updates archive

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Resources and forms

• MIT travel credit card
• Application for MIT Travel Card (PDF)
• Concur
  • Concur
  • Concur training and FAQ
  • User-Added Approval to Workflow (PDF)
• Travel Modernization Program

Important Links

• MIT Travel
• MIT Travel Policies and Procedures
• MIT Airfare Policy
• MIT Preferred Travel Vendors
• Unused non-refundable tickets or reservations - See section 3.10 of MIT Travel's Policies & Procedures