Why Do I Save My Receipts?
You will need to keep your receipts to document your purchases and ensure those purchases are in alignment with MIT and sponsor requirements. You attach your receipts while building your travel expense report, which must be submitted within 60 days of the completion of your trip. Receipts need to be itemized to show exactly what was purchased and how much it cost. Departments, labs, or centers (DLCs) should be sure to validate that a complete and legible electronic image of the record has been uploaded to Concur. This is necessary for audit purposes and is critical for travel under sponsored research projects.
You can use the Concur mobile app to take pictures of your receipts while you're traveling so you can easily build your travel expense report when you return.
What Itemized Receipts Are Required?
- All airfare, hotel costs, and car rentals
- Any business expense of $75 or more
- Any business meeting or meal with alcohol, regardless of amount (the purpose of the meeting and a list of attendees will also be required)
What Items Can Be Reimbursed?
See VPF Travel and Expensing 5.05 policy for both sponsored and non-sponsored reimbursable items.
Lost Receipt or Do Not Have an Itemized Receipt?
If you cannot obtain an itemized receipt, the transaction must be expensed as non-recoverable and a Missing Receipt Affidavit must be attached. Non-recoverable expenses cannot be charged to a sponsored account without the sponsor's approval.
Policy
VPF Travel 5.00: Post Trip Expense Reporting
Travelers are required to submit an expense report in Concur, MIT's online travel expense reporting tool, within 60 days after the completion of a trip.