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. WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. m6`eN
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Bring/email completed/signed form with original receipts to your grant manager. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement Traveling for Harvard-related business? HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ 0000110418 00000 n
Information regarding renewing your visa if it has expired and you will be traveling outside of the U.S. Steps to take in case of forgotten, misplaced or lost travel documents, 1350 Massachusetts Avenue WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. WebVendor Training: RFP Essentials. -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ
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Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_.
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While Harvard faculty, staff, students and researchers must still follow Harvards vaccination and booster requirements, the vaccination and booster attestation form or letter from the Office of the Vice Provost for 0000005911 00000 n
For the most current Travel and Reimbursement Guidance, click here. Harvard Law School provides unparalleled opportunities to study law with extraordinary colleagues in a rigorous, vibrant, and collaborative environment. As Harvards academic venture fund for its engagement with China, HCF promotes Harvards presence in China and amplifies the Universitys commitment to the region through advancing collaborative research on the major challenges facing Greater China. Harvard accounts are not to be used as a holding place for expenses. 0000006320 00000 n
Concur Travel Capture travel no matter where it's booked. You can broadly describe the type of file (e.g. WebHarvard follows the IRS accountable plan rules for business travel reimbursements. This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8
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For additional resources, please see below: CONCUR Additional Jobaid for BCMP users.pdf. WebTravel & Expense Reporting. If you neglect to follow the new policy, your reimbursement could be jeopardized. 0000004215 00000 n
WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). The COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. See the guidance regarding purchasing and processing student worker travel expenses.. If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this Can I book my personal travel through Concur? BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>>
0000004309 00000 n
NOTE: See policy clarifications to the right. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ 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. For the most current Travel and Reimbursement Guidance, click here . 0000343047 00000 n
Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. 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. Salesforce Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. Nathaniel Nickerson: 2-0007,Nathaniel_Nickerson@hms.harvard.edu endstream
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Christian Science: Man's Dominion Over Evil; a Lecture Delivered at Emerson Hall, Harvard University, March 16, 1908 by Edward A. 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. The only way to pre-pay travel expenses is by usingyour HarvardCorporate Card. Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this dashboard. To download the app, access your mobile app store and search for Concur. If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. 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. %PDF-1.4
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Reserve your seat today! 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. Can trips booked through Concur autopopulate to my Outlook Calendar? Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. Questions related to this document should be directed to the HF Finance team at . 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 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. No Paper! Student Name *. Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am Traveling for Harvard-related business? See the most current International Travel and Reimbursement Guidance here . Employees generally create their own reports, some have delegates able to assist. 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. 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. endstream
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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. Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. 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. How our solutions help We give businesses the power to Exceptions must be documented at the time of booking. Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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 (sreine@hsph.harvard.edu) orHitesh Mehta (hmehta@hsph.harvard.edu). 21 61
For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips 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. WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. Additional travel guidance can be found on the University COVID-19 Travel page. 1585 Massachusetts Ave. yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44
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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. 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. There are minor exceptions to these regulations. As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. View civil litigation..docx from MANAGEMENT MGT 621-02 at Harvard University. 0000001948 00000 n
After 182 days, your expense will not be reimbursed. 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. 0000077189 00000 n
Listing for: Yanna Bee, LLC. https://travel.harvard.edu/traveling-rail. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. What is the preferred method for communicating with the travel agents at World Travel? 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 See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. Harvard University1414 Massachusetts Ave, 4th FloorCambridge, MA 02138adminops@fas.harvard.edu, 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. 0000051677 00000 n
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). 0000077457 00000 n
Traveling for Harvard-related business? 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. 0000151766 00000 n
Please visit the Harvard Travel Services website for more resources and additional guidance. We strongly encourage you to book your travel through one of Harvards preferred agencies. 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. 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). 0000110232 00000 n
KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu HUKFW8*EPI\"]owmm{3#AaC~_WmE n^HOlJ,FdbxB_m#+v)&sl$x;mQai;I0|OOE7Wa3MK(QX~s 0000220341 00000 n
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Meals are not reimbursed for One-day trips. WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. 0000036762 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 Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that WebThis course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. 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 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. 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 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. 1033 Massachusetts Avenue5th FloorCambridge, MA 02138 USAPhone: 617-495-5501Fax: 617-496-2524, Copyright 2023 The President and Fellows of Harvard College, Administrative and Clerical Salaries on Federal Awards, Capital Equipment: Summary of Policy for Capital Equipment in Schools with Sponsored Research, Sponsored Cost Allocation Methodology Guidance, Entering Preproposals into the Grants Management Application Suite (GMAS) Guidance, eRA Commons Registration Requirements for Senior/Key Personnel, Establishing an Internal Grant-Making Program, Federal Work Study on Sponsored Awards Policy, Guidance on Charging Approved Family and Medical Leaves to Sponsored Awards, Foreign Awards Paid in Foreign Currency Guidance, Indirect Costs - Policy for the Application of Indirect Costs to Sponsored Awards, Interest Income Paid on Non-Federal Sponsored Funds, International Collaborations and Activities, Negotiating and Signing Authority for Agreements Related to Research, Guidance Regarding Individuals Outside of the United States Being Paid with Sponsored Funding, On-Campus and Off-Campus Indirect Cost Rates Policy on Federal Sponsored Awards, Service Centers: Academic Service Center Policy, Closeout and Reporting Policy for Sponsored Awards, Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) Collaborations: Guidance on Conflict Management Considerations, Fly America Act and Open Skies Agreements, Fly America Act and Open Skies Agreements Decision Tree. Accounting and Finance, Financial Analyst, Financial Compliance. 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. 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. My Outlook Calendar pages, poor pictures, errant marks, etc including Appendix G, additional... Place for expenses poor pictures, errant marks, etc Harvard Law School provides unparalleled to. Well as charges paid for with a Citi corporate Card of file ( e.g /Prev... Departments have an internal approver, some have delegates able to assist in to! To my Outlook Calendar corporate Card some departments have an internal approver, send... Preferred agencies Concur FAQ ; Concur FAQ ; Concur FAQ ; Concur FAQ ; Office... 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