Must be submitted prior to making purchase to get approval for reimbursement
Before making any purchases for relocation, submit your offer letter and a completed reimbursement form to phys-finance@mit.edu for approval. You will receive a signed approval form and a cost object to include when submitting your report.
Relocation expenses include reasonable expenses of: moving household goods and personal effects from the former residence to the new residence; and traveling (including meals and lodging) from the former residence to the new place of residence
Moving/Relocation expenses submit as Travel Report in Concur Atlas.
- Submit itemized receipts, offer letter and signed form within 60 days of returning from your trip.
- Create travel report in Concur.
- Attach itemized receipts, your offer letter and signed form.
- If you don’t have permission to access Travel Report in Concur, email travelsupport@mit.edu to assist you.
To upload receipts for your Travel Report in Concur to the Available Receipts section:
- When logged into Concur, click Expense at the top of the screen.
- From the Manage Expense screen, scroll down to the Available Receipts section.
- Click on Upload Receipt Image.
- Browse for the desired receipt file.
- Select the image file.
- Click Open.
- Review Report, click submit.
Moving Expenses/Relocation • Airline Tickets • Ground transportation - Train Tickets, Car ride (e.g., Uber, Lyft), Bus ride • Gas Milage • Airbnb in route • Hotel in route • Ground shipment • Food while in transit (up to current Cambridge MA (per diem limits))
Not allowed:
• Furniture • Apartments • White glove services for moving, unnecessary/excessive expenditures • Business class tickets • Extra pickups or deliveries • Housecleaning or maid service at either the old or new home • Removal or installation of TV antennas or satellite dishes. • Removal or installation for wall-to-wall carpeting, draperies and/or rods, electrical fixtures, water softeners, or similar items. • Extra labor for dismantling/assembling/leveling any items, including play equipment, pool tables, game tables, exercise equipment, or any other oversized items, which can not be moved as is. (These types of items are usually part of the move but it is the employee's responsibility to have them ready to move and to reassemble them.) • Disassembly or reassemble of children's playhouses or swing sets, portable swimming pools, waterbeds, utility sheds, or items of a similar nature. • Transportation or boarding of household pets, horses or farm animals. • Tips to movers
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