Frequently Asked Questions


Who should I call for travel related questions?

TBA - accounting inquiries - 617-253-2756
Valerie Alleyne - airline tickets, Diners Club - 617-253-2753
Jean Paul Manga - Travel Advances - 617-253-4655
Andrea Finnin - auditing of travel expense vouchers - 617-258-0370
Stacy Prince - payment of travel expense vouchers - 617-253-2754
Ellen Sico - other - 617-253-3547
Fax - 617-258-5949

Can I fly first class?

You may fly first class when business class is not offered on destinations outside North America (International excluding Canada, Mexico, the Continental U. S., Bermuda and the Caribbean Islands) and domestic flights when a flight has a scheduled in air flying time greater than 6 hours or any part of a round trip airfare that is in excess of 6 hours. When these trips are charged to a WBS element, the difference in cost between the lowest available coach and first class airfare must be charged to an appropriate departmental discretionary account.

Can I fly business class?

Business class travel will be approved to destinations outside North America (North America includes: Canada, Mexico, the Continental U. S., Bermuda and the Caribbean islands) and domestic flights when a flight has a scheduled in air flying time greater than 6 hours or any part of a round trip airfare that is in excess of 6 hours. When these trips are charged to a WBS element, the difference in cost between the lowest available coach and business class airfare must be charged to an appropriate departmental discretionary account.

What is the current mileage rate and what does that include?

Reimbursement is based on the prevailing IRS rate rounded down to the nearest whole penny. This mileage allowance is intended to cover all transportation and operating costs, including fuel.

What if the private automobile is used to points beyond 300 miles of the point of origin, primarily for the convenience of the traveler?

The reimbursement will not exceed the lesser of the cost of the appropriate round trip fare between the nearest commercial airport serving the origin and destination of cities or the prevailing IRS rate.

What are the MIT preferred car rental vendors? Can they be used for personal travel? Should I take out insurance?

MIT has two preferred car rental vendors. They are:
Budget corp id # T240202
Avis corp id # A491400

These rental car companies can only be used for official institute business. Travelers using rental cars for domestic travel should not purchase the optional collision insurance coverage offered. If so, the expense will be deducted from the travel expense report. The MIT preferred companies have included the cost of insurance in their rates, therefore, should a traveler get into an accident, MIT will be fully covered. The rental insurance should, however, be purchased for international rentals.

Will MIT pay for car repairs or parking tickets?

No. It is the responsibility of the traveler to pay for all car repairs on a POV and/or all types of fines and tickets including parking, speeding, or any type of moving violations.

What are MIT’s preferred travel agencies?

MIT has three preferred travel agencies. They are The Travel Collaborative, Carlson Wagonlit, and OT& T Travel.

What are MIT’s preferred hotels? Can the agreements be used for personal travel?

MIT has many preferred hotels throughout the Cambridge/Boston area along with other cities out of state. Please note that The Club Quarters chain can be used for personal travel.

What are MIT’s preferred air carriers? Can they be used for personal travel?

The discounted fares can only be booked through one of MIT’s approved travel agencies. The air carriers do not allow personal travel. Read more about air and train travel.

Can I claim a per diem for foreign travel and what are the maximum allowances?

Yes, travelers can claim a per diem for foreign travel. Refer to US State Department Foreign Per Diem Website for the maximum amounts allowed. A traveler does not have to take the maximum and may claim less. There should be no gain from business travel. Per Diem cannot be combined with actual costs.

Can I claim a per diem for domestic travel and what are the maximum allowances?

Reimbursement for domestic per diem may be established by department heads, laboratory directors or project supervisors with prior approval of the travel office. Reimbursement on a per diem basis is normally for periods of extended duration. The necessary form is on the website.

Can I claim a per diem for food and actual expenses for my hotel or vise versa?

No, you must claim a per diem for food and lodging or actual receipts for food and lodging.

Do I need to submit original receipts?

In any travel circumstance, each traveler must submit original receipts documenting all transportation expenses, including airfare, train and/or car rental expense and detailed hotel receipts. For all other expenses, receipts are only required for any single expenditure in excess of $75. A credit card statement is not appropriate. Receipts for business related meetings should be included indicating the participants, affiliation and topic of discussion. Alcohol must be segregated and charged to an appropriate departmental discretionary account and an unallowable G/L account.

How many personal phone calls are allowed?

MIT will reimburse necessary telephone calls for the traveler to stay in reasonable contact with their families.

Is spousal travel allowed?

Spousal travel can only be reimbursed if they have a formal role in an MIT related event. Request for reimbursement must be made in writing in advance of the trip to the Provost Office, and should include a clear explanation of how the spouses’ presence will be part of the formal MIT-related program.

What are the travel G/L accounts and what do they mean?

422065 - Travel advance
420050 - Domestic travel
420060 - No overhead (OSP approval needed)
420070 - Foreign travel
420071 - Codeshare definition
420080 - Unallowable travel
420081 - Personal development
421000 - Business meetings

Are moving expenses taxable?

The following expenses are taxable:

  • The cost of meals incurred while traveling to the new employment site;
  • Pre-move house hunting expenses (travel, lodging and meals);
  • Post-move temporary quarters (lodging and meals);
  • Real estate expenses;
  • Mileage in excess of the Prevailing IRS rate;
  • Storage costs.
 

Who needs to approve a travel advance or a travel expense voucher?

A person who is authorized on the cost object where the cost will be charted can approve travel advances and/or travel expense vouchers. This person needs to be set up in the Roles Database under “Travel Documents Approval”. Please refer to following website to see if the person approving the travel advance or travel expense voucher is listed in the roles database system and check on the “Travel documents approval” box.

As an approver, what are my responsibilities?

  • All original receipts (air, car and hotel expenses, as well as items over $75.00) should accompany the voucher
  • Voucher must be signed by the traveler and countersigned by the appropriate supervisor or designated individual
    • The primary responsibility of the approver is to ensure compliance with MIT’s travel policy.
    • Under no circumstances may an individual approve his or her own travel.
    • The authorized signer must verify that all original receipts are attached, that the travel expense meets applicable sponsor guidelines, the travel expense was incurred while conducting official MIT business and that documentation is attached for any unusual circumstances or missing original receipts.
    • The approver must have signature authority on the cost object being charged.
  • Voucher must be submitted to the Travel Office within 30 days after completion of each trip.
 

Those in travel status for prolonged periods should submit travel expense vouchers each month.

How long does it take for a travel advance request to be processed?

It takes four business days from the day the travel office receives the request. Travel advances will not be issued to travelers that have unreported advances or prepaid tickets more than 30 days old.

Can travel advances be mailed?

Yes, a travel advance can be mailed to an outside address, interdepartmental or picked up in the travel office, NE49-4037.

Are there any particular guidelines as to how much I can ask for a cash advance?

The guideline for domestic travel is $200 or the government per diem amount for foreign travel. Any additional expenses going over these amounts should be noted on the travel advance.

When can I pick up my advance?

Cash advances can be picked up no sooner than seven days prior to the departure date. Prepaid registrations and hotels can be picked up at any time.

Can I get a travel advance for an airline ticket?

No, MIT has three approved travel agencies that can directly bill the travel office.

Can I get a travel advance check in a foreign currency?

Yes, a foreign bank draft can be issued. This will take up to one week to process.

Can you please send me travel advance or travel expense voucher forms?

Our forms are available on-line.

How do I fill out a travel expense voucher?

Download the instructions from this site.

Do I need to fill out a travel voucher for prepaid airline tickets, registration fees or cash advances?

Yes, you need to expense them and deduct them as travel advances.

When must an employee fill out a travel expense voucher?

MIT policy – 30 days after the completion of the trip.
IRS regulation – 60 days following the completion of the trip, otherwise the travel expenses may be treated as salary.

How long does it take to receive reimbursement?

If there are no problems with the travel expense vouchers, it normally takes four business days from the time the travel office receives the travel expense voucher to issue a reimbursement to the traveler. If there is a problem(s) with the travel expense voucher, we make every effort to resolve the problem(s) over the phone or through e-mail. We always contact the approver. If we do not get a response, we will mail it back to the approver.

What types of travel expenses are considered unallowable?

  • Costs incurred by unreasonable failures to cancel transportation or hotel reservations
  • Fines for automobile violations
  • Personal auto repairs, insurance deductibles, and surcharges
  • Lost or stolen tickets, cash or property
  • Travel accident insurance premiums
  • Expenses not directly related to the performance of the travel assignment
  • Hotel movie rentals/airline headsets
  • Frequent flyer tickets
  • Toiletry items
  • Medication Non-Faculty dependent care
  • Health club fees
  • Magazine, newspapers and books unrelated to business
  • Additionally purchased car rental insurance for domestic travel
  • Corporate card delinquency fees or finance charges
  • Club fees to be paid in A/P
 

What types of problems could hold up reimbursement?

  • No cost object listed to charge expenses;
  • Person signing is not an authorized approver in the Roles Data Base system;
  • Authorized signature on travel expense voucher missing or illegible;
  • Purpose of trip is missing;
  • Missing original receipts over $75;
  • No original detailed hotel bill;
  • No original detailed car rental receipt;
  • No original passenger receipt or detailed website receipt for airline tickets;
  • No documentation on business related meetings that involve food/meals (list of participants, affiliation and topic of discussion);
  • No discretionary account for unallowable expenses;
  • Excessive costs;
  • No trip destination;
  • No trip dates;
  • No mailing address;
  • Required additional approval from Office of Sponsored Programs, Senior Officer or Provost;
  • Foreign bank draft reimbursement;
  • Use of a foreign-flag carrier on a WBS element.
 

Who does the travel office call with problems?

The travel office will call the authorized signer. If there is no response, the travel expense voucher will get mailed back to the authorized signer.