Student organization travel includes travel to an off-campus event, where MIT resources, financial or other, may be used to represent a recognized student organization, or the event would otherwise qualify as furthering the purpose of a recognized student organization.
Travel Policies
- Recognized student organizations traveling on behalf of MIT must follow all MIT policies, including those outlined in the Mind and Hand Book.
- Failure to register your trip with SOLE/MIT could result in loss of group privileges and/or reimbursements for group travel.
- For all domestic travel:
- Domestic travel is defined as any student organization travel that is more than 25 miles from the greater Cambridge/Boston area and/or inside of the Interstate 95 Corridor (within the Boston and surrounding area).
- Trips within 25 miles of the greater Cambridge/Boston area and/or inside of the Interstate 95 Corridor (within the Boston and surrounding area) do not need to be reported.
Car Travel
- Drivers must have a valid driver’s license and proof of comprehensive automobile insurance.
- Drivers must comply with all traffic and safety laws.
- In case of a car accident:
- Contact the Dean on Call and local authorities as needed.
- Review the MIT Office of Insurance coverage policies.
- For car rentals:
- Complete the Car Rental Form 5 working days prior to departure.
- Renting 12-passenger vans and/or moving trucks for student organization travel is prohibited.
Domestic Travel
Deadlines:
- Trip leader/s must submit the Domestic Travel Form at least 10 working days prior to departure.
Policies:
- Trip leader/s must have a list of all trip participants traveling with them, as well as all driver names, phone numbers, and any other car occupants.
- Trip leader/s must have a general trip itinerary while traveling.
- Trip leader/s must have contact information for the Dean on Call and MIT Police while traveling.
International Travel
Deadlines:
- Trip leader/s must submit an International Travel Form at least 2 months prior to the trip departure date.
- Trip leader/s must meet with SOLE at least 1 month prior to the trip departure date.
- Trip leader/s must ensure each trip participant registers via the MIT Travel Registry. SOLE will work with the trip leaders to determine an appropriate deadline.
- Trip leader/s must ensure all trip participants review the International Travel Risk Policy and Steps for Safe Travel prior to trip departure.
Policies:
- Trip leader/s must have a list of all trip participants while traveling.
- Trip leader/s must have a general trip itinerary while traveling.
- Trip leader/s must have contact information for the Dean on Call and MIT Police while traveling.
- Trip leader/s must have contact information for authorities local to the trip location while traveling.
- Trip leader/s must have access to the International Travel Risk Policy and Steps for Safe Travel while traveling.
Paying for Travel
- Payment for Hotels, Airfare, and Rental Cars: Student organizations are encouraged to use the SOLE travel card to book and pay for hotels, airfare, and rental cars. To gain access to this card, contact SOLE. Additionally, students may pay for travel and be reimbursed following the completion of the trip.
- Payment for Conference Registrations: To pay for Conference Registrations students should use the RFP payment system that can be found on the Atlas portal.
- Travel Reimbursement: To be reimbursed for costs related to student organization travels, submit a travel report in Concur. Travel report submissions must be completed by the individual being reimbursed. Upload all receipts, invoices, and boarding passes in your travel report. Ensure your travel report submissions are approved by the group’s financial signatory.
- For MIT Travelers: Complete the Travel Signatory Authorization Form and upload it in your travel report.
- For Non-MIT Travelers: Complete the Travel Voucher Form and upload it in your travel report.