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. Definition of Receipts . 0000002863 00000 n gD%3N9QlxyJ}M>(oq~z]=&i%}T(&D57LvIF=bRNQ~HfIR$3hZ9QW3X=rf\NAW$-SsBv,/A`Yn|r2$z#DM6,\B0Rp2A a/(Mc"I\`63HG2exh T. The course covers how to process an employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate Card. Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA), Rail ticket stub showing date of travel, travelers name, ticket amount, and proof of purchase, Set up a Concur profile, verify your email address, provide bank information, set up a mobile PIN. F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U 0000001867 00000 n All corporate card payments are now processed throughConcur. Full Time position. hTP1n0 _________________________________________________________________________. 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 Copy and paste this code to your website. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visithttps://finance.fas.harvard.edu/glacier. 0000006731 00000 n There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. 0000002577 00000 n -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| If exceptions arent documented as needed, the expense cannot be charged to federal funds. 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. 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. 0 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. 0000218795 00000 n Cambridge, MA 02138 Log in to Concur at travel.harvard.edu/concur . Student Name *. 0000051415 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. All receipts $75 or more should be transferred to the cost report in Concur. No Paper! Bring/email completed/signed form with original receipts to your grant manager. WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips If traveler did not register with International SOS prior to their travel, they must submit. Other topics include: capturing receipts 0000083468 00000 n Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 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. WebVendor Training: RFP Essentials. 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). 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. Harvard/Egencia Support: E-mail questions to fad_travelmgr@harvard.edu or call 5-8500, option 2. %%EOF 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. Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that What to do if you are detained at a port of entry - F & J visa holders, What to do if you are detained at a port of entry - Lawful Permanent Residents, Harvard Global Support Services article on international travel and electronic device searches. Accounting and Additional travel guidance can be found on the University COVID-19 Travel page. (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: 1/9/23 Apply Now Contact & Location 617-495-2595 Email ocsrecep@fas.harvard.edu Harvard University 54 Dunster Street Cambridge, MA OCS In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 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. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. 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. Repeats every week every Monday until Mon May 22 2023 . WebWe would like to show you a description here but the site wont allow us. 0000012045 00000 n More information on business travel and travel related University policies can be found on theHarvard Travel Portal. 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. Exceptions must be documented at the time of booking. 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 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. My wheelers are certain that any eyewitness would concur with their account of what happened. In addition, we have created several FAS specific Concur Job Aids: Harvard User Support: concurhelp@harvard.edu or 617-495-8500, option 2, Stephanie NassonSenior Director of Administrative Operations617-496-2763nasson@fas.harvard.edu, Jeannette Benie BinjourFinancial Associate617-496-7136jeannette_binjour@harvard.edu, Angel VelardeData Analyst617-496-2760angelvelarde@fas.harvard.edu, View allTraining and Support (ASAP) Staff. 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:financialpolicy@harvard.edu 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. 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. 0000220341 00000 n trailer This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. While Harvard faculty, staff, students and researchers must still follow Harvards vaccination and booster requirements, the vaccination and booster attestation form or letter from the Office of the Vice Provost for Information about Concur for all University users can be found on the Harvard Travel Services Concur website. Only work-lab related travel and entertainment will be reimbursed, i.e. Can I book my personal travel through Concur? 0000003960 00000 n Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. When in doubt, contact yourFinancial Office Liaison! 0000010511 00000 n Train travel on Amtrak is an option when economical. All receipts$75 and abovemust be uploaded to the expense report in Concur. You can broadly describe the type of file (e.g. There are minor exceptions to these regulations. First class is not an allowable expense. Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu Listing for: Yanna Bee, LLC. 0000096607 00000 n WebTravel & Expense Reporting. 0000002442 00000 n 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 0000004309 00000 n The complete Sponsor Travel Policy is atOSP Policies. 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. 0000001948 00000 n Work. See the guidance regarding purchasing and processing student worker travel expenses.. 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. WebWelcome to the online Refund Request Form. xref The COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. 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. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ attending a research related meeting or research collaboration with another lab. 0000051677 00000 n 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 Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this dashboard. Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. hffinance@fas.harvard.edu. Job specializations: Finance. 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. Accounting. Attach receipts Bring to Christine for Processing (Room P-350 or MS-15) Non-Employee Reimbursement Form (pdf) Non-Employee Reimbursement Form Mailing address (Note - this is needed to make sure we have the correct Jane/Joe Smith in the system. 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. Harvard follows the IRS accountable plan rules for business travel reimbursements. HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. Click on the Click to access Concur Make your reservations at least 2 weeks in advance of travel in order to receive cheapest fare. 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. If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. Registering enables the University to locate people quickly and provide assistance in the event of an emergency. WebQuick Steps Fill out applicable sections of reimbursement forms. Salesforce 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 0000009736 00000 n Job #22251-6 Part-time (30 hrs/wk.) 0000114869 00000 n https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement Map IT 0000221885 00000 n endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream 0000310965 00000 n Log in to Concur. 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. For the most current Travel and Reimbursement Guidance, click here . Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. 0000151766 00000 n P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. Job in Schaumburg - Cook County - IL Illinois - USA , 60159. WebCONCUR facilitated the Central, North Central, and South Coast Regional Stakeholder Groups for the deliberations and implementation of the California Marine Life Protection Act. 0000012308 00000 n 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. https://travel.harvard.edu/traveling-rail. Traveling for Harvard-related business? Receipts, following Harvard policy and local school or unit processes. Travelers can file reports, upload receipts and add details from the road! Richard A. and Susan F. Smith Campus Center, Room 864 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 Set up Mobile PIN 1. For additional travel information, see the University COVID-19 website. If I book my own travel, do I need to set up myself as a travel arranger? BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Please read and share with appropriate faculty and staff. 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). To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu See what you need to "Know Before You Go". Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. 0000006320 00000 n The traveler will be reimbursed for business expenses after the trip/expense is incurred. 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 Worldwide Delivery. 81 0 obj <>stream WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. \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| Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. Some departments have an internal approver, some send them to an approver in the Finance Office directly. Please visit theConcurwebsite to initiate reimbursement request. After 182 days, your expense will not be reimbursed. Reserve your seat today! 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 WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. Data analysis queries can be found in the table below. endstream endobj 36 0 obj <>stream 0000006484 00000 n As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) Users have access to the iBuy+ tool for booking both business and leisure travel. Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. 0000007628 00000 n Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this 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. See what you need to"Know Before You Go". Traveling for Harvard-related business? 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.
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