If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. WebQuick Steps Fill out applicable sections of reimbursement forms. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. 0000007628 00000 n
Job in Schaumburg - Cook County - IL Illinois - USA , 60159. 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. Find class information here. 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 0000051677 00000 n
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Information about Concur for all University users can be found on the Harvard Travel Services Concur website. The Guidance refers to the new University Booster requirement which has resulted in an updated Vaccination and Booster Attestation form.Reimbursements for travel January 5, 2022 and later must include the 0000009736 00000 n
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 0000138649 00000 n
Contacts HF Finance team: hffinance@fas.harvard.edu Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 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. 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. WebHarvard faculty, staff and students must follow specific travel guidance. The complete Sponsor Travel Policy is atOSP Policies. 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. 0
Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. Traveling for Harvard-related business? Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu WebLog in to Concur at travel.harvard.edu/concur. 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. hb``e``e`c`cb@ ! hixB6ujYerm+V g4NK Additional travel guidance can be found on the University COVID-19 Travel page. 0000004411 00000 n
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Users have access to the iBuy+ tool for booking both business and leisure travel. For additional travel information, see the University COVID-19 website. 21 61
If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. 0000036656 00000 n
Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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. 0000114869 00000 n
Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 1/9/23 Apply Now Contact & Location 617-495-2595 Email ocsrecep@fas.harvard.edu Harvard University 54 Dunster Street Cambridge, MA OCS Information about Concur for all University users can be found on the Harvard Travel Services Concur website. Click on the Click to access Concur For additional travel information, see the University COVID-19 website. 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. 0000051930 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. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 0000036762 00000 n
%%EOF
Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. If I book my own travel, do I need to set up myself as a travel arranger? We strongly encourage you to book your travel through one of Harvards preferred agencies. 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. Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. 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. Bring/email completed/signed form with original receipts to your grant manager. Copy and paste this code to your website. 0000006320 00000 n
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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. Job #22251-6 Part-time (30 hrs/wk.) 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. 0000220341 00000 n
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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. endstream
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Have theNon-employee vendorcomplete the. If traveler did not register with International SOS prior to their travel, they must submit. There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visithttps://finance.fas.harvard.edu/glacier. Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. Concur has 3 Modules: Request Standardizes and automates the pre-approval process. For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips For additional resources, please see below: CONCUR Additional Jobaid for BCMP users.pdf. WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. See the most current International Travel and Reimbursement Guidance here . Please read and share with appropriate faculty and staff. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). 100% Safe Payment. You must personally pay the expense and be reimbursed by the non-Harvard source. Auburn Street, Cambridge. 0000051415 00000 n
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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. Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. 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. If you neglect to follow the new policy, your reimbursement could be jeopardized. How our solutions help We give businesses the power to dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8
Data analysis queries can be found in the table below. 0000003960 00000 n
Reimbursement for travel related expenses cannot be made until after the travel has taken place. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this dashboard. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_.
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Reserve your seat today! Student Name *. 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. 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. 0000012615 00000 n
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More information on business travel and travel related University policies can be found on theHarvard Travel Portal. Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. Listing for: Yanna Bee, LLC. Cryo-EM/structural data, sequencing data, etc), Where you are traveling to and the dates of travel, including major stays and not just the point of initial arrival. trailer
WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). _________________________________________________________________________. 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) There are minor exceptions to these regulations. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this 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. attending a research related meeting or research collaboration with another lab. Harvard Travel Services website. 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 Job specializations: Finance. WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. 0000002577 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. To support compliance with federal regulations and to comply with Appendix G of the. 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). For U.S. travel outside of themetropolitan area of Boston. 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. hTP1n0 0000013456 00000 n
Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. %PDF-1.4
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Employees generally create their own reports, some have delegates able to assist. To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. Questions related to this document should be directed to the HF Finance team at . View civil litigation..docx from MANAGEMENT MGT 621-02 at Harvard University. 0000077189 00000 n
Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. 81 0 obj
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Log in to Concur. Learn more and register on the Harvard Training Portal. HLS cannot pay late fees on Corporate Cards. 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). Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu Cambridge, MA 02138, 2022 The President and Fellows of Harvard College, Employee Reimbursements for Travel and Other Expenses Through Concur, International Legal Studies & Opportunities, Syllabi, Exam and Course Evaluation Archive, Sign Up for the Harvard Law Today Newsletter, Consumer Information (ABA Required Disclosures). Accounting and 0000001867 00000 n
Nathaniel Nickerson: 2-0007,Nathaniel_Nickerson@hms.harvard.edu Exceptions must be documented at the time of booking. WebTravel & Expense Reporting. 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. Repeats every week every Monday until Mon May 22 2023 . WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu For more information, please contact us at fasasap@fas.harvard.edu. 0000217245 00000 n
The Open Skies agreements cannot be used as an exception when the travel is paid for by DoD funds. 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 Full Time position. WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 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. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. Receipts, following Harvard policy and local school or unit processes. You can broadly describe the type of file (e.g. For the most current Travel and Reimbursement Guidance, click here . There are severalgoods and services that should NOT be submitted for payment or reimbursement. Please visit theConcurwebsite to initiate reimbursement request. Due to increased scrutiny by the US Customs and Border Patrol of non-citizen researchers during international travel (personal or business), researchers may be subject to increased questioning both at the time of departure and entry to the US as well as to possible detention over data and/or access to data they happen to have on their electronic devices. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L
6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q Train travel on Amtrak is an option when economical. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. m6`eN
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hybrid schedule to be determined. 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. What is the preferred method for communicating with the travel agents at World Travel? After 182 days, your expense will not be reimbursed. WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. 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. This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. 0000012045 00000 n
To reduce the risk of error and fraud in the form of duplicate payments which could occur when an individual is reimbursed multiple times for the same expense. Can trips booked through Concur autopopulate to my Outlook Calendar? 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. Salesforce 0000138747 00000 n
See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally.
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