Travel Logistics

MIT is a truly global institution, and members of our community can be found traveling every continent. Such travel often requires complex arrangements that must be carefully planned. We have gathered some resources and tips to help you plan and organize your international trip.

Travel arrangements

  • MIT’s Travel Policy
  • Concur: MIT's online expense reporting and travel booking tool. For complex travel (multiple cities/multiple legs), it is recommended to use MIT's preferred travel vendor, The Travel Collaborative, 1-855-370-9290, to assist in arranging your travel. 
  • MIT Travel Card: for use while booking travel arrangements and while abroad.
  • International rental car use: Travelers are strongly discouraged from renting vehicles in most international destinations because of the significant safety and security risks. However, should need dictate the use of a rental vehicle, travelers should ensure they are familiar with local laws and regulations and insurance should be purchased for all international rentals (including visits to Canada, Mexico, Bermuda, Puerto Rico, and the Caribbean). Statutorily required rental insurance should be purchased. Insurance can be purchased using the MIT Travel Card or out-of-pocket and reimbursed.
  • Supplier Search: Use the drop-down menu under commodities to find MIT’s preferred travel companies: travel agencies, airlines, hotels and accommodations, auto rental agencies, and passport/visa services.

Travel documents

Embassy information

Computers and mobile devices

Export control and sanctions

US export controls and sanctions may limit where you can travel, what you can take with you, and what you can do when you get there. There are currently restrictions in place on travel to countries such as Cuba, Iran, North Korea, Sudan and Syria. As restrictions can be added/changed periodically, be sure to check for any sanctions.

If you have questions or would like to request a review, please contact Janet Johnston, Export Control Officer.

Traveling with cash

Travelers should avoid carrying cash beyond what is needed for immediate and ordinary personal expenses. When transporting large amounts of cash or equivalents, travelers may be required to declare funds to the Customs of the country. Noncompliance may result in confiscation.

The U.S. requires declaration to the U.S. Customs by travelers carrying more than $10,000 in currency or traveler’s checks when arriving in or leaving the U.S. Many other countries have similar restrictions. To obtain more information about a specific country’s declaration requirements, contact its embassy in the U.S. or review the International Air Transport Association (IATA) website for a general summary of customs and tax information.

Per diem

Departments, Laboratories, and Centers (DLCs) may have specific policies/procedures governing the use of MIT Travel Cards and/or use of per diem expense.  Please check with your individual DLC.

  • Before departure, decide whether you will be using the MIT Travel Card while away or claiming per diem expenses upon your return.
  • Per diem expenses may include lodging and/or meals and incidentals. If submitting per diem expenses, the MIT Travel Card should not be used during the trip; it can be used prior, for airfare or conference registration fees.
  • For foreign per diem rates check the U.S. Department of State website.

Currency conversion

  • Calculator for conversion of most world currencies.

Post-trip expense reporting

  • Submit expense reports via Concur, the MIT online expense reporting tool within 30 days of trip completion.