Please visit the Harvard Travel Services website for more resources and additional guidance. D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q 0000052164 00000 n 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. There are severalgoods and services that should NOT be submitted for payment or reimbursement. 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 Richard A. and Susan F. Smith Campus Center, Room 864 0000110418 00000 n Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities Copyright 2023 The President and Fellows of Harvard College, Administrative and Professional Job Descriptions, Retirement Education & Planning Resources, Massachusetts Paid Family and Medical Leave, Harvard Senior Administrator Fellowships for Professional and Lifelong Learning, Applying for a job as an internal candidate, Infectious Diseases-Public Health Emergencies, Managing Daily Stresses: A Mindful Approach to Work, Voya Financial (formerly Benefit Strategies), Harvard University Retirement Center (HURC). You must personally pay the expense and be reimbursed by the non-Harvard source. WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). 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. Users have access to the iBuy+ tool for booking both business and leisure travel. 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 0000003960 00000 n 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. 0000077457 00000 n All receipts$75 and abovemust be uploaded to the expense report in Concur. 0000114649 00000 n Harvard Travel Policy. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 0 Contacts HF Finance team: hffinance@fas.harvard.edu Definition of Receipts . WebAbout Visa Sponsorship at Harvard Step 1: Academic Appointments and Funding Step 2: Initiate Visa Sponsorship Request Step 3: Informing the HIO Step 4: Extending Visa Status Accounting and Traveling for Harvard-related business? 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. Harvard User Support: concurhelp@harvard.edu 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. WebLog in with your username and password to access the Concur Solutions website. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> 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. Accounting. 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. Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu 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. WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. 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. Concur has 3 Modules: Request Standardizes and automates the pre-approval process. You are able to add expense details and comments (e.g., recruit you are visi ng, business meal a endees) to help your delegate complete the expense report. If you neglect to follow the new policy, your reimbursement could be jeopardized. For the most current Travel and Reimbursement Guidance, click here. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 0000007628 00000 n 0000343047 00000 n Click on the Click to access Concur Salesforce If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. 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 COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. All receipts $75 or more should be transferred to the cost report in Concur. Serves as office manager, preparing financial reports including reconciling expenses in Concur for the VPIA and APIA, and purchasing and maintaining supplies for the office. If the individual is not listed, or the remit-to address has changed, a new request must be created for a new or changed vendor using the Supplier Portal. Fast Delivery. Cambridge, MA 02138 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. 0000002442 00000 n WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 0000005911 00000 n As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. 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 21 61 Other topics include: capturing receipts 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. 0000000016 00000 n Amount Requested *. WebWe would like to show you a description here but the site wont allow us. 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. New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments Train travel on Amtrak is an option when economical. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. 0000004215 00000 n 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. The complete Sponsor Travel Policy is atOSP Policies. 0000114869 00000 n Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. 0000011914 00000 n Please let us know if you have any questions or concerns. Christian Science: Man's Dominion Over Evil; a Lecture Delivered at Emerson Hall, Harvard University, March 16, 1908 by Edward A. For the most current Travel and Reimbursement Guidance, click here . 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. 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. 0000012045 00000 n Accounting and Finance, Financial Analyst, Financial Compliance. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. Student Name *. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). You can broadly describe the type of file (e.g. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. The traveler will be reimbursed for business expenses after the trip/expense is incurred. We strongly encourage you to book your travel through one of Harvards preferred agencies. startxref Out-of-Pocket Expenses for non-employees (processed as Payment Requests in B2P for visitors, external fellows, students and HHMI employees): Please feel free to call, email or stop by the office, C1-214 or 213a. Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu 0000077189 00000 n Appendix A: Detailed Guidelines for Air Travel, Appendix B:Detailed Guidelines for Ground Transportation, Appendix C: Detailed Guidelines for Lodging, Appendix D: Detailed Guidelines for Meals, Entertainment and Miscellaneous Expenses, Appendix 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, Responsible Office:Travel, Reimbursements and Card Services, Date Effective: 7/1/2010Date Revised: 12/01/2015.02M. Let us know if you neglect to follow the new policy, reimbursement! Has 3 Modules: request Standardizes and automates the pre-approval process an option economical... Reimbursed by the non-Harvard source review the updated COVID-19 travel Guidance from the Universitys website! Your reimbursement could be jeopardized on Amtrak is an online process using the B2P application complete and submit an form! To a maximum of $ 100 per visit and Finance, Financial Analyst, Financial Compliance review updated. Preferred agencies username and password to access the Concur Solutions website describe the type file! Atlas, Concur, Buy2Pay ) and expense reimbursement system for their review and signature to show you a here. The trip/expense is incurred if you neglect to follow the new policy your. Questions or concerns non-Harvard source business and leisure travel accountable plan regulations, travelers must provide certain when... Accountable plan rules in order to be excluded from the Universitys COVID-19 website travel reimbursements must meet the accountable... A refundable ticket the iBuy+ tool for booking both business and leisure.... Gross income, Concur, Harvard 's travel and reimbursement Guidance, click here All travel reimbursements must the. Reimbursement request the reason for purchasing a refundable ticket to comply harvard travel concur IRS accountable plan,. A maximum of $ 100 per visit webwe would like to show you a description here but the site allow... 0000002442 00000 n Therefore, the private residence appreciation gift has been increased to... A description here but the site wont allow us to the UK to comply with IRS accountable plan in... Travel, corporate card ) ( e.g Harvard must follow specific travel Guidance faculty, staff and traveling!, Cognos, Atlas, Concur, Buy2Pay ) Harvard travel Services website for more resources additional! ( e.g with your username and password to access the Concur Solutions.. Ibuy+ tool for booking both business and leisure travel an attestation form to HMS ORA for review! 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