Expense reporting is necessary to reconcile charges on the MIT Travel Card and reimbursement for out-of-pocket expenses. Concur, accessed through Atlas, is MIT’s web-based travel expense tool for expense reporting and reimbursement. The complete MIT travel policy is located on the VPF website with additional access directly through Concur.
MIT business travelers are required to submit expense reports through Concur within 30 days after the completion of a trip. VPF Travel Services is available to assist members of the community with all travel expense reporting questions.
Travel receipts - MIT travelers are required to retain original receipts associated with MIT business trips for the current fiscal year plus one additional year. Retaining receipts is necessary for audit purposes and is a requirement for sponsored research travel.
Lost/unavailable receipts - When a receipt is required and no itemized receipt is available for travel expenses (and an attempt has been made to obtain one), the expense type in the Concur reporting system should be changed to "non recoverable expense" and allocated to a non-sponsored cost object. A Missing Receipt Affidavit should be completed and attached to the expense report.
Travel card receipts - When using the MIT Travel Card for local travel and dining expenses ('local travel and meetings' trip purpose within Concur), itemized receipts must be retained and provided as part of the reconciliation, regardless of the amount.
Business meeting meals - Food and beverage expenses for business meetings must be charged to General Ledger Account 421000 (Meetings – Food and Beverages). Expenses categorized to G/L 421000 are not reimbursable unless allowed by the terms of sponsorship. To substantiate the business purpose of the meeting expenditures, travelers must provide additional information including the purpose, attendees, and itemized receipts. A business meeting constitutes any meal that includes non-MIT individuals.
Itemization - is required when a portion of an expense is unallowable but is reimbursable when applied to the appropriate unallowable travel general ledger account. For example, a meal with alcohol must be itemized. A business class airfare would be another expense that would require itemization to identify the cost of a coach ticket.
Allocation - occurs when an expense is designated to an account (cost object) other than the one specified in the Concur expense report header. For example, when expensing a meal, you must allocate alcoholic beverages to a non-sponsored discretionary cost object.
Assistance and training
- VPF Travel Services provides drop-in sessions every Wednesday, 10:00 a.m. - 11:00 a.m. in NE49-3100
- Online training: Concur Travel Expense Reporting
- VPF Travel Services will provide on-site training for Departments, Labs and Centers, upon request
Concur expense reporting quick cards
The quick card guides can be helpful for step-by-step instruction of expense reporting. These quickcards may also be accessed from the Concur homepage.