1. Office of the Vice President for Finance Massachusetts Institute of Technology Travel at MIT Travel Training

2. Office of the Vice President for Finance Massachusetts Institute of Technology MIT Travel Policy  Covers employees, students and appropriate visitors  Three principles  Individual traveler should neither gain nor lose funds from travel assignments  Travel cost should not exceed budgetary limitations  Policy does not preclude specific, more restrictive policies and procedures at the DLC level Principles Travel Training

3. Office of the Vice President for Finance Massachusetts Institute of Technology Group Travel  Travel by groups of more than three faculty or staff members on the same aircraft strongly discouraged  Restriction should be enforced by supervisors  Departments discouraged from booking travel arrangements for more than 20 students on the same flight vehicle/aircraft Groups Travel Training

4. Office of the Vice President for Finance Massachusetts Institute of Technology Travel Arrangements  Institute-level Guidelines  MIT discounts: Airlines, hotels, and car rental agencies  Make reservations directly with the Institute's travel agencies  Travel agencies require a cost object to direct bill tickets  MIT travel partners provide ticket documentation  Travelers who choose their own agency are responsible for documentation Travel Training Benefits of Partnership

5. Office of the Vice President for Finance Massachusetts Institute of Technology Travel Arrangements  Business-related Meetings  Domestic & International Airfare Travel Training Benefits of Partnership

6. Office of the Vice President for Finance Massachusetts Institute of Technology Cash Advances, Credit Cards  Cash advances available as follows  Amount needed to cover incidental and out-of-pocket expenses of a trip  Cash advances should not be used to  Purchase tickets  Fund travel for a person with unreported cash advances/tickets over 30 days Travel Training Funds

7. Office of the Vice President for Finance Massachusetts Institute of Technology Traveler’s Responsibilities  Arrange for timely cancellations  Arrange for appropriate refund/credit  Notify the VPF Travel of cancellation  Prepare travel expense report within 30 days of return Travel Training Expectations

9. Office of the Vice President for Finance Massachusetts Institute of Technology Please Contact Us NE49 600 Technology Square Travel Office of the Vice President for Finance Massachusetts Institute of Technology 600 Technology Square, NE49-3142 Phone: 617-253-3547 Fax: 617-258-5949 Email: travel@mit.edutravel@mit.edu http://vpf.mit.edu/travel Trainer Ellen Sico, 617-253-3547 esico@mit.edu Travel Training