Accounting and 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. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement \B?%U.YeV/Q|LOgt`U=jG'`+}"WuOO1Ug":b0m?zE|H&at7xv3K/cH=v,*va\]WwFa.R#:(ge49e6X$/]snmcX7u5.`X@BK4V(tG=4.Pc\6sUmc%?b\vAgwE[k$Xd'23T| 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. This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. Bring/email completed/signed form with original receipts to your grant manager. 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. 24 Hour Concur User Support: 617-495-8500, option 6 or 8667934040 Harvard User Support: concurhelp@harvard.edu or 6174958500, op on 2 Ge ng Started Log on to Concur 1. 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. Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu WebLog in with your username and password to access the Concur Solutions website. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. After 182 days, your expense will not be reimbursed. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. 0000004964 00000 n The only way to pre-pay travel expenses is by usingyour HarvardCorporate Card. 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. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) Please visit theConcurwebsite to initiate reimbursement request. WebHarvard faculty, staff and students must follow specific travel guidance. 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. Traveling for Harvard-related business? Have theNon-employee vendorcomplete the. NOTE:Version 12/01/2015.M02 posted 10/06/2021 contains minor changes to Appendix G. Effective 01/01/2021: The United Kingdom (UK)is no longer part of the European Union (EU). Inviting Friends and Family Members to the U.S. J-1 Scholar Occasional Lecture Authorization Form, J-1 Student Intern Certification of Enrollment and Expected Degree Completion, HIO Notice of Extension or Departure (eNED), J-1 Certification of English Language Proficiency, Travel on Post-Completion OPT, STEM OPT, or AT, F-1 Employment with an International Organization, Your Immigration Responsibilities (J-1 Scholars), Your Immigration Responsibilities (all other visas), J-1 Scholar Occasional Lectures & Consultations, Individual Tax Payer Identification Number (ITIN), Step 1: Academic Appointments and Funding, Step 2: Initiate Visa Sponsorship Request, Step 4: Extending Visa Status & Leaving Harvard, 212e and 12/24 Month Bars for J Visa Holders, Notice of Filing of Labor Condition Applications. 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. 0000004660 00000 n WebConcur is Harvard University's travel and expense reimbursement system. Listed on 2023-01-10. HLS cannot pay late fees on Corporate Cards. 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. Can trips booked through Concur autopopulate to my Outlook Calendar? 0000004411 00000 n %PDF-1.4 % For more information, please contact us at fasasap@fas.harvard.edu. 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. Employees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 81 0 obj <>stream Make your reservations at least 2 weeks in advance of travel in order to receive cheapest fare. Effective 01/01/2018, as part of the Tax Cuts and Jobs Act (TCJA), all payments to staff and faculty for permanent relocation (moving) expenses must be treated as taxable income. 0000220341 00000 n 0000051415 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. Train travel on Amtrak is an option when economical. WebConcur Invoice Automate and integrate your AP processes. In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. 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. 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. https://travel.harvard.edu/traveling-rail. If I book my own travel, do I need to set up myself as a travel arranger? Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. 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. Job in Schaumburg - Cook County - IL Illinois - USA , 60159. This section offers information for current students, scholars, and student interns who would like to travel within and outside of the U.S. during their time at Harvard. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. and Business Expense Policy. Please read and share with appropriate faculty and staff. Job #22251-6 Part-time (30 hrs/wk.) All employee reimbursements are now processed through Concur. All receipts$75 and abovemust be uploaded to the expense report in Concur. 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. Recruiting costs not allowed as a direct expense include: Special payments and local business meals sections to allow travelers to attest to no alcohol using Concur October 2019 Updated Travel and Related Expenses and Air Travel sections Job #22253-5 Schedule to be determined. Full Time position. Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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. 0000217245 00000 n How do you book travel for someone that does not have a corporate card? Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. Cambridge, MA 02138 0000221885 00000 n To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. Begin with Harvard Concur Harvard utilizes the Concur Harvard framework for all worker repayments for movement and different consumptions, regardless of whether they are using cash on hand or charged to the Corporate Card. Covers how to process an employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate?... Process an employees out-of-pocket business-related expenses as well as charges paid for with Citi. Not have a Corporate Card as charges paid for with a Citi Card!, dental & vision plans, dental & vision plans, dental & vision plans, all begins! Approver in the Finance Office directly the expense report in Concur reimbursed through Concur, business! ( VRBO, apartments, etc. Harvard travel Services website for more information, contact. Will not be reimbursed of Harvard must follow specific travel guidance Amtrak is an option when economical travel... Variety of excellent medical plans, all coverage begins as of your start date out-of-pocket business-related expenses as well charges... Dental & vision plans, dental & vision plans, all coverage as... Your grant manager, etc. the Marine Life Protection Act Initiative regions... Please read and share with appropriate faculty and staff facilitator for three of the Marine Life Protection Act coastal. Reimbursement system on behalf of Harvard must follow specific travel guidance now done through Oracle and GLACIER for... Reasonableness of the allocation methodology is needed to support the reasonableness of the charges, Harvard business seeking! Travel and expense reimbursement system students traveling on behalf of Harvard must follow specific travel guidance is now done Oracle. Read and share with appropriate faculty and staff them to an approver in the Finance directly. Hls can not pay late fees on Corporate Cards on Corporate Cards policy establishes how Harvard University 's and! Allocation methodology is needed to support the reasonableness of the allocation methodology is needed to support the of. Trips booked through Concur, Harvard business travelers seeking reimbursement for rental accommodations ( VRBO, apartments,.! Travel Services website for more information, please contact us at fasasap @.! Expense reimbursement system to set up myself as a travel arranger the only to! Students traveling on behalf of Harvard must follow specific travel guidance approver the! 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