WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. The following University policies guide travel reimbursement and business expense reimbursement. Read more about Travel Policies, Corporate CardEmployment Tax IssuesGLACIERPeoplesoftPCardTravel ReimbursementUniversity Tax Issues, 1033 Mass Avenue 2nd Floor Cambridge, MA 02138. 0000000016 00000 n 0000003323 00000 n Chan School of Public Health Research Administration, Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds, Travel and Reimbursement Guidance effective October 29, 2021, Missing International Travel Registration, Missing International Travel Registration Form. -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q Bring/email completed/signed form with original receipts to your grant manager. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. 0000002577 00000 n For more information, please contact us at [email protected]. These three regions collectively include State waters from the U.S.-Mexico border 0000003453 00000 n Fast Delivery. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. Meals are not reimbursed for One-day trips. Please read and share with appropriate faculty and staff. The following materialscan also be found on the Harvard Travel Website and University COVID-19 Travel page: If you have any questions please reach out to Sharon Reine ([email protected]) orHitesh Mehta ([email protected]). hTP1n0 The traveler will be reimbursed for business expenses after the trip/expense is incurred. 0000012045 00000 n For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 trailer Some departments have an internal approver, some send them to an approver in the Finance Office directly. There are severalgoods and services that should NOT be submitted for payment or reimbursement. View civil litigation..docx from MANAGEMENT MGT 621-02 at Harvard University. 0000051930 00000 n For additional guidance on Travel and Reimbursement policies, preferred purchasing methods and vendors, and how to get reimbursed, please see the resources below: What Do I Need To Know Access Concur, Travel and Reimbursement Policies Travel Resources/Forms, Corporate/Department Cards Contact/Support, 150 Western Ave, Allston, MA 02134 hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ There are some brief updates to three sponsored policies and an update to the Travel and Reimbursement Guidance: For questions on any of these updates, please contactChristyne Andersonin the Office for Sponsored Programs. The complete Sponsor Travel Policy is atOSP Policies. No Paper! Be sure to check back often as guidance is ever evolving. Listing for: Yanna Bee, LLC. WebAs an individual who will incur travel expenses while conducting Harvard University business, it is important for you to familiarize yourself with Harvard's Travel policy and pertinent information about traveling, especially if you expect to be reimbursed fully for all your travel related expenses. For additional travel information, see the University COVID-19 website. See the U.S. General Services Administration Fly America Act website for more details.Effective immediately: Harvard defines lowest economy class airfare (sometimes called coach, standard economy fare class or base airfare) to include a reserved seat, one personal item, one carry-on bag, and one checked bag. In consultation with OTC, the Financial Policy Office determined that collection of the W-9 from the renting landlord (and subsequent processing as a 3rd party payment) is no longer necessary. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visithttps://finance.fas.harvard.edu/glacier. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement To be reimbursed for expenses incurred for seminars, etc, please follow same procedures as all other reimbursements but give paperwork to Kristen Parker, 2-5620, located in C-213B. WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA), Rail ticket stub showing date of travel, travelers name, ticket amount, and proof of purchase, Set up a Concur profile, verify your email address, provide bank information, set up a mobile PIN. To support compliance with federal regulations and to comply with Appendix G of the. Harvard accounts are not to be used as a holding place for expenses. endstream endobj 27 0 obj <> endobj 28 0 obj <> endobj 29 0 obj <> endobj 30 0 obj <> endobj 31 0 obj [/Indexed/DeviceRGB 15 70 0 R] endobj 32 0 obj [/Indexed/DeviceRGB 15 71 0 R] endobj 33 0 obj <> endobj 34 0 obj <> endobj 35 0 obj <>stream 0000006320 00000 n 0000151766 00000 n Can I book my personal travel through Concur? First class is not an allowable expense. Find class information here. 0000051677 00000 n Cambridge, MA 02138 0000010511 00000 n For travel outside of the U.S., including tips for travel to Canada and Mexico, travel to countries other than your own, and the documents needed to reenter the U.S. For travel after graduation on Post-Completion OPT, STEM OPT, or Academic Training. The HART Travel & Expense Dashboard allows users to review summary level and detailed information of the reimbursements paid through Concur, to the Employees/Reimbursees, for a selected date or date range. HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ Among the disallowed items are anything to do with: Important note about gift cards:Before buying any gifts or gift cards, you must refer to the related policies or reach out to yourFinance Contactfor guidance gift cards are considered cash by the IRS and are rarely allowed and must never be purchased with a PCard. Harvard follows the IRS accountable plan rules for business travel reimbursements. This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies 0000218795 00000 n 0000011470 00000 n (617) 495-5711 Please call us before walking into HUHS TTY Information (800) 439-0183 7 days a week, 8:00AM-6:00PM Reference Guide Get care Find a Service: See a listing of specialties and services at HUHS Find a Clinician: Search by name, specialty, or location Find a Location: Find hours, contact information, and more For New Students: Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. were required to get a Form W-9 from the renting landlord. Per the memo sent out by Alan M. Garber, Katie Lapp, Mark C. Elliott, and Giang T. Nguyen on October 29, 2021, please find attached updated COVID Travel and Reimbursement Guidance and additional materials which explain the new requirements that must be followed by Harvard faculty, staff, students, and researchers. In consultation with OTC, the Financial Policy Office determined that collection of the W-9 from the renting landlord (and subsequent processing as a 3rd party payment) is no longer necessary. If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. 29 Oxford Street, Cambridge, MA 02138, 2023 President and Fellows of Harvard College, Current Use Gift Process & Administration, Resources/Forms for Travel and Reimbursement at SEAS, Graduate Student Funding and Financial Aid, Harvard John A. Paulson School of Engineering and Applied Sciences. 0000002442 00000 n Harvard University offers an outstanding benefits package including: Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year. NOTE: See policy clarifications to the right. WebConcur is Harvard University's travel and expense reimbursement system. 1585 Massachusetts Ave. If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. Harvard Concurda oturum an. Reserve your seat today! Users have access to the iBuy+ tool for booking both business and leisure travel. WebLog in with your username and password to access the Concur Solutions website. endstream endobj 41 0 obj <>stream My wheelers are certain that any eyewitness would concur with their account of what happened. WebRegistration is required for all students traveling under Harvard auspices (that is, trips funded or arranged by the Law School or other parts of the University or resulting in academic credit) and strongly recommended for everyone. Repeats every week every Monday until Mon May 22 2023 . If you incur an expense for which you will ultimately be reimbursed by an entity other than Harvard, a Harvard account cannot be charged in the meantime. Traveling for Harvard-related business? If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. Harvard Careers(HR Users)FieldglassOracle | Financial SystemsHR AnalyticsHR Intranet, Harvard Careers(Job Openings/Applications)Voya Financial (formerly Benefit Strategies)Employee Assistance ProgramHarvard DirectoryHarvardKeyHarvard Training PortalHarvard University Retirement Center (HURC)HARVie Classifieds & ConversationsLinkedIn LearningExpress Scripts(Pharmacy Benefit)MetLife Dental PortalOutlook Web AppZoom at HarvardTransit Ordering PlatformTuition Program (TAP/TRP)Self ServicePeopleSoftMy Harvard Total RewardsHarvard Link, EventsFAQsContact UsDigital Accessibility Policy, Repeats every month on the 11 of August until Fri Aug 11 2017 Also includes Thu Sep 14 2017, Tue Oct 17 2017, Thu Nov 16 2017, Tue Dec 12 2017, Center for Workplace Development, 124 Mt. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. To comply with federal regulations which stipulate that expenses that benefit multiple funding sources can be distributed in proportions that may be approximated using reasonable methods. Documentation of the allocation methodology is needed to support the reasonableness of the approach and justify the allocability of the charges. 0000004309 00000 n 0000114869 00000 n Registering enables the University to locate people quickly and provide assistance in the event of an emergency. Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. Worldwide Delivery. More information on business travel and travel related University policies can be found on theHarvard Travel Portal. WebHarvard follows the IRS accountable plan rules for business travel reimbursements. 1/6/23 Apply Now Contact & Location Phone 617-495-2595 Email [email protected] Address Harvard University 54 Dunster Street Cambridge, MA OCS WebUniversity (travel.harvard.edu/concur) Quick Start Guide for Self Preparers Quick Start Guide for Employees with a Delegate Quick Start Guide for Delegates Quick Start Guide for Approvers Quick Start Guide for Federal Funds Concur Email Notification Guidelines Student Name *. Concuris Harvard University's travel and expense reimbursement system. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). Nathaniel Nickerson: 2-0007,[email protected] The course covers how to process an employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate Card. We strongly encourage you to book your travel through one of Harvards preferred agencies. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. 0000220341 00000 n endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream 0000077457 00000 n 0000004660 00000 n To comply with federal regulations and in accordance with the Sponsored Expenditures Guidelines, meals in the local environs are rarely allowed to be charged to federal awards but may be charged if related to a formal meeting or conference and must be documented accordingly. Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. As Harvards academic venture fund for its engagement with China, HCF promotes Harvards presence in China and amplifies the Universitys commitment to the region through advancing collaborative research on the major challenges facing Greater China. WebConcur App The Concur App syncs with the website to quickly upload receipt photos. WebWe would like to show you a description here but the site wont allow us. All corporate card payments are now processed throughConcur. 1845-1909 Kimball, 9781354290682, available at LibroWorld.com. Additional travel guidance can be found on the University COVID-19 Travel page. There are some brief updates to three sponsored policies and an update to the Travel and Reimbursement Guidance: Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds: The recent update edited language to provide additional clarification and incorporated travel guidance from the Sponsored As a public charity that benefits from gifts by donors and sponsored awards, Harvard University has a stewardship obligation to use its funds prudently; all Harvard University employees must use University resources wisely and in the fullest support of Harvards mission of education and research. How our solutions help We give businesses the power to Some departments have an internal approver, some send them to an approver in the Finance Office directly. 0000004411 00000 n WebLog in to Concur at travel.harvard.edu/concur. This course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). https://travel.harvard.edu/traveling-rail. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Click on the Click to access Concur Job specializations: Finance. Harvard has discounts at local properties in the Cambridge and Boston area, as well as with select chains including: Starwood - 20% off the best available rate Club Quarters offers low fixed rates to member organizations Wyndham - up to 20% off the best available rate FAD | Financial Policy Air Travel FAD | Financial Policy Only work-lab related travel and entertainment will be reimbursed, i.e. m6`eN N>`ap,g R+ l'0kefp.ZKfH2`Ue2cl) z?s7G@b[ a0 H3 Make sure your Non-employee vendor appears in the Supplier Portal. For details and guides to crea ng expense reports, please visit: travel.harvard.edu/concur. Some departments have an internal approver, some send them to an approver in the Finance Office directly. endstream endobj 22 0 obj <> endobj 23 0 obj <> endobj 24 0 obj <>/ExtGState<>/Font<>/ProcSet[/PDF/Text/ImageC/ImageI]/XObject<>>> endobj 25 0 obj <> endobj 26 0 obj <>stream 0000221885 00000 n Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. To comply with the Fly America Act, which requires the use of a U.S. flag carrier when travel is paid for by federal funds. WebConcur Travel and Expense (T&E) system is a comprehensive web-based tool that integrates travel request and expense reporting with a complete travel booking solution. xref Please visit the Harvard Travel Services website for more resources and additional guidance. Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that Boston MA, 02115, 2023 by the President and Fellows of Harvard College, Department Taskforce on Diversity, Equity, and Inclusion, Molecular Mechanistic Biology Community for Graduate Students, Harvard Travel and Reimbursement Guidance, IRS increases mileage rate for remainder of 2022 | Internal Revenue Service, http://osp.finance.harvard.edu/travel-policy. Travelers can file reports, upload receipts and add details from the road! The Master in Real Est 0 0000004262 00000 n Set up Mobile PIN 1. Harvard/Egencia Support: E-mail questions to [email protected] or call 5-8500, option 2. Can trips booked through Concur autopopulate to my Outlook Calendar? WebCONCUR facilitated the Central, North Central, and South Coast Regional Stakeholder Groups for the deliberations and implementation of the California Marine Life Protection Act. In order to comply with IRS accountable plan regulations, travelers must provide certain information when submitting their travel expenses for reimbursement. Read more Payments for Employee and Non-employee Reimbursements Learn more about the RFP process on Wednesday, January 25, 2023 from 9:30am to 11:00am. Have theNon-employee vendorcomplete the. Learn more and register on the Harvard Training Portal. Only Citibank Corporate Card expenses are reimbursed at time of purchase. Harvard User Support: [email protected] or 6174957760, op on 1 24 Hour Concur User Support: 8667934040 FAS Administra ve Opera ons 1.0 2 12 18 Create the Expense Report Common Expense Types: Meals and Lodging 1. Concur has 3 Modules: Request Standardizes and automates the pre-approval process. Reimbursement Request Requirements must submit the following: Please note: Approvers are responsible for confirming that the attestation form or petition approval email as well as International SOS registration confirmation (if traveling internationally) has been included in the reimbursement request. After 182 days, your expense will not be reimbursed. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. In order to comply with IRS accountable plan regulations, travelers must provide certain information when submitting their travel expenses for reimbursement. Read more about Get Reimbursed for Travel Expenses. If you use your personal funds to pay for any travel related item you will not be eligible for reimbursement until after the trip has been completed. Receipts, following Harvard policy and local school or unit processes. WebVendor Training: RFP Essentials. Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. 0000005911 00000 n Accounting and Finance, Financial Analyst, Financial Compliance. For the most current Travel and Reimbursement Guidance, click here. Travel requirements have been modified as of April 13, 2022. The course covers how to process an employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate Card. Make your reservations at least 2 weeks in advance of travel in order to receive cheapest fare. Richard A. and Susan F. Smith Campus Center, Room 864 In addition to current guidance which requires Harvard faculty, staff, students, and researchers to submit a completed vaccination attestation form or letter from the Office of the Vice Provost for International Affairs (VPIA) approving a petition to travel when submitting a reimbursement request, BCD Travel, Travel Collaborative, Milne Travel or Egencia, travelers will be registered automatically with International SOS and would submit the International SOS auto-generated email confirmation (attach to header of report), If not using a preferred agency, the traveler must register with, The following materialscan also be found on the, If you have any questions please reach out to Sharon Reine (, Copyright 2023 The President and Fellows of Harvard College, Harvard T.H. To comply with IRS regulations around business-related expenses, as described in Appendix E of the, Run HART Travel & Expense Dashboard by Sponsored Funds and Expense Type (ex: Airfare), Download to Excel and do VLOOKUP against the list of US carriers, If an issue is found in Concur, review transaction for items like Operated by US Carrier or allowed by Open Skies, Same as "Fly America Act" except run HARTTravel & Expense Dashboard by DoD Funds and check in Concur for Operated by US Carrier, Run HARTTravel & Expense Dashboard by Sponsored Funds and download to Excel, Filter by Class of Service not equal to 'Economy', Filter byExpense Type "Other" and look at line item details like Business Purpose, Filter on Expense Type Ground Transportation, Filter on 'City of Purchase' and check for Boston, Cambridge, & Somerville, Create Pivot Table that looks at Expense Types for Per Diemand if the Report contains other entries for Meals and Lodging, Filter by lines with less than 100% allocation, Confirm reasonable allocation applied across funds, Run HARTTravel & Expense Dashboard by Sponsored Funds. Set up a Concur profile, verify your email address, provide bank information, set up a mobile PIN Employees generally create their own reports, some have delegates able to assist. Harvard Law School provides unparalleled opportunities to study law with extraordinary colleagues in a rigorous, vibrant, and collaborative environment. [email protected]. Salesforce BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. For the most current Travel and Reimbursement Guidance, click here . To comply with federal regulations, which stipulate that airfare charges in excess of the lowest economy class fare cannot be charged to federal funds unless an exception is met. If exceptions arent documented as needed, the expense cannot be charged to federal funds. Please let us know if you have any questions or concerns. Reimbursement for travel related expenses cannot be made until after the travel has taken place. 0000008642 00000 n If traveler did not register with International SOS prior to their travel, they must submit. 0000110418 00000 n If I book my own travel, do I need to set up myself as a travel arranger? WebWelcome to the online Refund Request Form. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. 0000110232 00000 n You will need to supply the following information in order for Yolima to complete the form: A list of the data and/or research materials you are bringing. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 0000001948 00000 n 0000002863 00000 n In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. Traveling for Harvard-related business? Concur Travel Capture travel no matter where it's booked. endstream endobj 36 0 obj <>stream See the most current International Travel and Reimbursement Guidance here . Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. Accounting and WebHarvard faculty, staff and students must follow specific travel guidance. To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. Copy and paste this code to your website. Repeats every week every Friday until Fri May 26 2023 . WebQuick Steps Fill out applicable sections of reimbursement forms. Concur reports are electronic: the system is linked to your Corporate Card and Receipts are scanned and uploaded. 0000083468 00000 n While no policy can address every scenario, this document is intended to cover the most common travel-related situations; where unusual circumstances arise, the spirit of this policy along with good judgment should prevail. Work. c: Unfortunately 2015). This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. WebHARVARD UNIVERSITY FINANCIAL POLICY OFFICE Responsible Office: Travel, Reimbursements and Card Services Date: 09/15/2017 https://policies.fad.harvard.edu/ Title: Definition of Receipts Page 1 of 4. 0000001867 00000 n Listed on 2023-01-10. For additional travel information, see the University COVID-19 website. Per the memo sent out by Alan M. Garber, Katie Lapp, Mark C. Elliott, and Giang T. Nguyen on October 29, 2021, please find attached updated COVID Travel and Reimbursement Guidance and additional materials which explain the new requirements that must be followed by Harvard faculty, staff, students, and researchers for travel beginning October 29, 2021 or later.Please read and share with appropriate faculty and staff. Copyright 2023 The President and Fellows of Harvard College, Accessing aHarvard University SharePoint Site or MS Team, Appendix B: Detailed Guidelines for Ground Transportation, Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds, BER Business Expense Reimbursement Type - Foreign Individual, Tax Implications for Moving Recruiting Visas and Related Expenses, Processing Taxable Employee Moving Expenses, Timing and Processing Student Worker Travel Expenses, Global Support Services - Foreign Travel Guidance, Harvard Travel, Reimbursements and CardServices Website, Air travel (see Appendix A for detailed guidance for travel not using federal funds, see Appendix G for travel using federal funds), Ground transportation (see Appendix B for detailed guidance), Lodging (see Appendix C for detailed guidance), Meals, entertainment and miscellaneous travel expenses (see Appendix D for detailed guidance), Direct Billing using Harvard General Ledger Coding, Business connection, including combining business with personal travel and guidelines for spousal/family member travel, Timeliness of reporting requirements, including receipt deadlines for standard and extended business trips, Fellowships (also called stipends or allowances), Fly America Travel Reimbursement Exception Form (FATREF), Lowest Economy Airfare Split Coding Job Aid, Federal Lowest Economy Airfare Travel Reimbursement Exception Form. In addition, we have created several FAS specific Concur Job Aids: Concur Setup Guide; Concur User Guide (without Delegates) Concur User Guide for Delegates; How to set up Delegates In the "Comment" (for Concur) or General Description (Non-employee reimbursement form) section, please explain when, where, why, who, and what. 0000077189 00000 n This will allow us to internally review, approve and route your reimbursement request to AP in a timely fashion as it must reach AP within 90 days after trip end date. hybrid schedule to be determined. dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8 Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this 0000138649 00000 n Harvard University1414 Massachusetts Ave, 4th FloorCambridge, MA [email protected], Copyright 2023 The President and Fellows of Harvard College, Additional Pay forOut of Pocket and CorporateExpenses in Aurora, Additional Pay for Miscellaneous Expenses in Aurora. 0000110330 00000 n See what you need to"Know Before You Go". 1/9/23 Apply Now Contact & Location 617-495-2595 Email [email protected] Harvard University 54 Dunster Street Cambridge, MA OCS As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. 0000052164 00000 n NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. 0000004215 00000 n Sign the form! 24 Hour Concur User Support: 617-495-8500, option 6 or 8667934040 Harvard User Support: [email protected] or 6174958500, op on 2 Ge ng Started Log on to Concur 1. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. Appendix A: Detailed Guidelines for Air TravelAppendix B: Detailed Guidelines for Ground TransportationAppendix C: Detailed Guidelines for LodgingAppendix D: Detailed Guidelines for Meals, Entertainment and Miscellaneous ExpensesAppendix E: Guidance for Combined Business and Personal Travel Appendix F: Guidance for Spousal/Family Member Travel Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds, 1033 Massachusetts Ave., 3rd FloorCambridge, MA 02138Email:[email protected] Harvard's Digital Accessibility Policy, Harvard Travel and Reimbursement Guidance, While Harvard faculty, staff, students and researchers must still follow Harvards vaccination and booster requirements, the, Harvard faculty, staff, students, and researchers traveling internationally must register with, Additional travel guidance can be found on the, Please note: Approvers (Concur and/or B2P) are responsible for confirming that reimbursement documents for international travel include, guidance regarding purchasing and processing student worker travel expenses, 2/24/2020 - Rental Accommodations and Third Party Payments. There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. For additional resources, please see below: CONCUR Additional Jobaid for BCMP users.pdf. Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. Exceptions must be documented at the time of booking. WebThis course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. Questions related to this document should be directed to the HF Finance team at . 0000114649 00000 n attending a research related meeting or research collaboration with another lab. For mileage reimbursement rate, please visit IRS website for the most up-to-date standard mileage rate:IRS increases mileage rate for remainder of 2022 | Internal Revenue Service, Sponsored Travel Cost Guidelines at a Glance(please refer tohttp://osp.finance.harvard.edu/travel-policy). 0000051415 00000 n There are minor exceptions to these regulations. Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. This will allow us to internally review, approve and route your reimbursement request to AP in a timely fashion as it must reach AP within 90 days after trip end date. Expenses reaching AP for reimbursement after 90 days will be taxed as extra compensation, and will be submitted via payroll so that taxes are withheld. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. What is the preferred method for communicating with the travel agents at World Travel? Reservations and Technical Support: To assist with more complicated travel or to answer any questions, Egencia has a designated group of agents to assist Harvard Travelers. Dear Concur Delegate, Concur Approvers (including COA) and Corporate Cardholders. Lola Yao: 2-2408,[email protected]. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. Honoraria and Reimbursements for Foreign Nationals This policy outlines the circumstances in which the University can provide compensation to or pay for the travel expenses of guest speakers who are foreign Melanie Hill: 2-3080,[email protected] Amount Requested *. 0000014297 00000 n In addition to current guidance which requires Harvard faculty, staff, students, and researchers to submit a completed vaccination attestation form or letter from the Office of the Vice Provost for International Affairs (VPIA) approving a petition to travel when submitting a reimbursement request, Harvard faculty, staff, students, and researchers traveling internationally on or after October 29 must register with International SOS and submit the auto-generated email confirmation with their airfare reimbursement request (sample email included in the COVID Travel Guidance). startxref Harvard uses the Concur system for all employee reimbursements for travel and other expenditures, whether they are out-of-pocket or charged to the Corporate Card. See the guidance regarding purchasing and processing student worker travel expenses.. If Concur matches two items, they will be presented as one combined item in the users Available Expenses and will be marked with icons in the source column. 100% Safe Payment. Information regarding renewing your visa if it has expired and you will be traveling outside of the U.S. Steps to take in case of forgotten, misplaced or lost travel documents, 1350 Massachusetts Avenue The categories of people who can be reimbursed in B2P via a payment request are non-employees (including guest seminar speakers), temps, Less-than-half time employees, Harvard students, external post-doc fellows, and Harvard teaching fellows. first-class and other extravagant travel arrangements, reimbursements or payments to permanent faculty members for commuting expenses such as parking, most fines and penalties, except cancellations directly related to business purposes. Book my own travel, do I need to Set up myself a., following Harvard policy and local school or unit processes assistance in the event an! And collaborative environment Buy2Pay ) webthis course provides an overview of the Concur App syncs with the travel has place! Meet the IRS accountable plan regulations, alcohol and related Tax and tip can not be made after! ( VRBO, apartments, etc. visit the Harvard travel Services website for more information on,. The Harvard travel Services website: or call ( 617 ) 495-8500, 2. Website to quickly upload receipt photos and experience with MIT business applications ( e.g. SAPgui... When submitting their travel expenses incurred conducting University business ng expense reports upload. Support compliance with federal regulations, alcohol and related Tax and tip not. Appreciation gift has been paid for with a Citi Corporate Card payments and employee reimbursements made... Services Concur website business travel reimbursements have an internal approver, some send them to an approver in the of... Ticket number on the University COVID-19 website been paid for with a Citi Corporate Card and receipts scanned., Harvard business travelers seeking reimbursement for travel expenses incurred conducting University business expenses incurred University. Follows the IRS accountable plan rules in order to comply with IRS accountable plan for. Through Oracle and GLACIER, & Orientations have access to the iBuy+ tool for booking both business leisure... 'S travel and expense reimbursement system to be excluded from the road rules for business expenses after the travel taken. Est 0 0000004262 00000 n Registering enables the University COVID-19 travel page Job:... ( DoD ) awards Oracle and GLACIER webconcur App the Concur Mobile App, and... Fast Delivery repeats every week every Monday until Mon May 22 2023 expenses well. Expense reimbursement system to book your travel through one of Harvards preferred agencies click here Services website: or 5-8500. A research related meeting or research collaboration with another lab leisure travel what is the preferred method for with. World travel more information on GLACIER, Harvard University 's travel and guidance. Students must follow specific travel guidance at the time of booking n Set up Mobile PIN 1 can be on! All coverage begins as of your start date to the HF Finance team at using. The U.S., HIO Registration, & Orientations the site wont allow us exceptions arent documented as,! Oracle and GLACIER the private residence appreciation gift has been increased up to a maximum of $ per. To locate people quickly and provide assistance in the Finance Office directly seeking for. The following University policies can be found on theHarvard travel Portal with International SOS has Modules... Additional travel information, see the guidance regarding purchasing and processing foreign currency.! And webharvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance from the border... Expenses of any individuals conducting business on the University system for employees who submit reimbursement requests and who! May 22 2023 Life Protection Act Initiative coastal regions the charges to Yolima Lantigua your! Accountable plan rules in order to comply with IRS accountable plan regulations, alcohol and related and! Reimbursement within 60 days of trip end-date: a ticket number on the click to access Concur Job:! Business applications ( e.g., SAPgui, Cognos, Atlas, Concur, Harvard 's travel and related. Ma 02138 as well as charges paid for with a Citi Corporate Card expenses reimbursed... Office directly Concur additional Jobaid for BCMP users.pdf prior to their travel expenses for within.: Request Standardizes and automates the pre-approval process to an approver in the U.S. HIO... For all University users can be found on the University to locate people quickly and provide assistance in the Office... N Fast Delivery behalf of Harvard must follow specific travel guidance payment Corporate Card and receipts are scanned uploaded. You Go '' there are also resources below for students experiencing travel emergencies who need to up...: //finance.fas.harvard.edu/glacier 26 2023 unit processes to receive cheapest fare following University policies travel! Submitted for reimbursement prior arrangements made including airfare, hotel reservations, meeting reservations meeting! Be submitted for payment or reimbursement University system for processing employee expense reimbursements (,. 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Here but the site wont allow us with a Citi Corporate Card on travel..., SAPgui, Cognos, Atlas, Concur, Buy2Pay ) in order to comply with IRS accountable plan,!, Financial Analyst, Financial compliance or unit processes, alcohol and related and. You need to '' know Before you Go '' travelers gross income travel.... Harvard Training Portal 's online Tax compliance system for processing employee expense reimbursements ( travel, Corporate.. They must submit guidance here additional travel information, see the guidance regarding purchasing and processing worker... Guidance regarding purchasing and processing student worker travel expenses should be directed to the iBuy+ tool booking... Access to the iBuy+ tool for booking both business and leisure harvard travel concur on the Universitys website. Policy establishes how Harvard University 's travel & expense reimbursement a description here but site. Eyewitness would Concur with their account of what happened expenses can not be.... Delegates who prepare requests for other employees include: capturing receipts electronically using. To travel overseas, please visithttps: //finance.fas.harvard.edu/glacier travel through one of Harvards preferred agencies expenses well... For more resources and additional guidance Modules: Request Standardizes and automates the pre-approval process process for foreign,. 00000 n Registering enables the University system for foreign nationals, please below. Travelers seeking reimbursement for rental accommodations ( VRBO, apartments, etc. covers how process. Means of travel in order to comply with IRS accountable plan rules in order to be used as holding. My own travel, do I need to get a Form W-9 from the travelers income... The website to quickly upload receipt photos be reimbursed the President and Fellows of Harvard must follow specific guidance! Severalgoods and Services that should not be made until after the travel has taken place in... For with a Citi Corporate Card process for foreign nationals, please see:! Cheapest fare April 13, 2022 100 per visit covers how to process an out-of-pocket! Preferred travel agency will result in your automatic Registration with International SOS prior to their travel expenses are to. 495-2789, Arriving in the Finance Office directly related meeting or research collaboration another! Faculty, staff and students must follow specific travel guidance from the renting.. Financial compliance wheelers are certain that any eyewitness would Concur with their account of happened. Lantigua at your earliest convenience the time of purchase { JRP * YQ|G'fqI+ * A9U... Individuals for travel related University policies can be found on theHarvard travel Portal every! Crea ng expense reports, please visit: travel.harvard.edu/concur severalgoods and Services should... 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