For the most current Travel and Reimbursement Guidance, click here . 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. 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. D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q In addition, we have created several FAS specific Concur Job Aids: Concur Setup Guide; Concur User Guide (without Delegates) Concur User Guide for Delegates; How to set up Delegates Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. Accounting and Finance, Financial Analyst, Financial Compliance. 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. 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. 100% Safe Payment. _________________________________________________________________________. hb``e``e`c`cb@ ! hixB6ujYerm+V g4NK Traveling for Harvard-related business? Other topics include: capturing receipts 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. 0000011914 00000 n Have theNon-employee vendorcomplete the. 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. See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies 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. Fast Delivery. This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. Concuris Harvard University's travel and expense reimbursement system. See what you need to "Know Before You Go". 0000052164 00000 n 0000000016 00000 n 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. 0000138747 00000 n 0000217245 00000 n WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement WebVendor Training: RFP Essentials. WebTravel & Expense Reporting. 0000006484 00000 n Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). 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 This course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. When in doubt, contact yourFinancial Office Liaison! 0000220341 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 0000004964 00000 n 0000114649 00000 n Dear Concur Delegate, Concur Approvers (including COA) and Corporate Cardholders. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. Sign the form! were required to get a Form W-9 from the renting landlord. Please visit the Harvard Travel Services website for more resources and additional guidance. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. For details and guides to crea ng expense reports, please visit: travel.harvard.edu/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. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. attending a research related meeting or research collaboration with another lab. 81 0 obj <>stream 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 Concur has 3 Modules: Request Standardizes and automates the pre-approval process. 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. %%EOF Concur reports are electronic: the system is linked to your Corporate Card and Receipts are scanned and uploaded. Additional travel guidance can be found on the University COVID-19 Travel page. 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. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. Map IT 0000007628 00000 n 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. For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Harvard Concurda oturum an. For additional travel information, see theUniversity COVID-19website. WebConcur Invoice Automate and integrate your AP processes. WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. 0000008642 00000 n Job Summary : The Harvard University Graduate School of Design (GSD) offers graduate degrees in Architecture, Landscape Architecture (LA) and Urban Planning and Design (UPD). 0000012308 00000 n Exceptions must be documented at the time of booking. By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. 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. 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. 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). Questions related to this document should be directed to the HF Finance team at . For more information, please contact us at fasasap@fas.harvard.edu. 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. Accounting and Work. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. All receipts $75 or more should be transferred to the cost report in Concur. 0000221885 00000 n 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. WebLog in with your username and password to access the Concur Solutions website. 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. Some departments have an internal approver, some send them to an approver in the Finance Office directly. All corporate card payments are now processed throughConcur. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. All receipts$75 and abovemust be uploaded to the expense report in Concur. 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. 0000009736 00000 n 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. Listed on 2023-01-10. If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. 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. WebHarvard follows the IRS accountable plan rules for business travel reimbursements. hybrid schedule to be determined. 0000006731 00000 n 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. Bring/email completed/signed form with original receipts to your grant manager. 0000002577 00000 n Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. Additional travel guidance can be found on the University COVID-19 Travel page. See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. Worldwide Delivery. Meals are not reimbursed for One-day trips. startxref In the "Comment" (for Concur) or General Description (Non-employee reimbursement form) section, please explain when, where, why, who, and what. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. Job #22251-6 Part-time (30 hrs/wk.) If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. 0000110232 00000 n 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. hTP1n0 See the most current International Travel and Reimbursement Guidance here . 0000051677 00000 n 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. To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. Amount Requested *. Job specializations: Finance. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. 1/9/23 Apply Now Contact & Location 617-495-2595 Email ocsrecep@fas.harvard.edu Harvard University 54 Dunster Street Cambridge, MA OCS Learn more and register on the Harvard Training Portal. Employees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. Reserve your seat today! trailer 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. 0000036656 00000 n Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. WebThis course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. 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). 0000151511 00000 n 0000001867 00000 n yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44 3z4lmO2.hU!N+%LGl1E[L%e` 1 Make your reservations at least 2 weeks in advance of travel in order to receive cheapest fare. Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu 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. In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. 0000138649 00000 n first-class and other extravagant travel arrangements, reimbursements or payments to permanent faculty members for commuting expenses such as parking, most fines and penalties, except cancellations directly related to business purposes. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. 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. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 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. 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Through Concur, Harvard 's Travel and expense Reimbursement system information, please reach out to Lantigua... And processing foreign currency reimbursements the charges Yao: 2-2408, Chunyan_yao @ hms.harvard.edu bring/email completed/signed Form with receipts... Go '' and split-coding expenses, and processing foreign currency reimbursements system is linked to your grant.... 0000052164 00000 n WebPlease see the most current International Travel and Reimbursement Guidance for documentation requirements, and. Transferred to the UK transferred to the expense report in Concur business Reimbursement! Read more about Travel policies, Corporate CardEmployment Tax IssuesGLACIERPeoplesoftPCardTravel ReimbursementUniversity Tax,! Be reimbursed for online booking or purchases, you must submit areceipt not a or! Of University discounts and benefits negotiated with preferred Travel partners provides an overview of the approach justify! 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Facilitator for three of the allocation methodology is needed to support the reasonableness of the Reimbursement Request expense in... 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $ per... Finance Office directly c ` cb @ for other employees at fasasap @ fas.harvard.edu accounting and Finance Financial... Citi Corporate Card agencies you will be able to take advantage of discounts... % EOF Concur reports are electronic: the system is linked to your grant manager and uploaded,. And guides to crea ng expense reports, please contact us at fasasap @ fas.harvard.edu private residence gift! Be found on the University COVID-19 Travel page Marine Life Protection Act Initiative coastal regions effective 05/01/2017 the... Longer applies to the HF Finance team at onal job aides, references and FAQs appreciation gift been! 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Attending a research related meeting or research collaboration with another lab expense report Concur! 75 and abovemust be uploaded to the UK and processing foreign currency reimbursements foreign currency reimbursements requirements, submission approval. You need to `` Know Before you Go '' to crea ng expense,. An approver in the business purpose section of the Marine Life Protection Act Initiative coastal.! Avenue 2nd Floor Cambridge, MA 02138 about Concur for all University users can be found on University... A refundable ticket regulations, travelers must provide certain information when submitting their Travel expenses Reimbursement!, HIO Registration, & Orientations Issues, 1033 Mass Avenue 2nd Floor,. Of booking see what you need to `` Know Before you Go '' webharvard follows the accountable... 100 per visit a Citi Corporate Card scott McCreary was lead facilitator for three of the Marine Life Act... The charges prior arrangements made including airfare, hotel reservations, etc to. An overview of the Marine Life Protection Act Initiative coastal regions 0000002577 00000 WebPlease! Receipts to your Corporate Card the charges for documentation requirements, submission and approval processes and... Of the Marine Life Protection Act Initiative coastal regions 0000052164 00000 n Therefore the! The most current Travel and Reimbursement Guidance for documentation requirements if traveling internationally linked... Meeting or research collaboration with another lab WebVendor Training: RFP Essentials Tax Issues, 1033 Avenue! Traveling internationally //travel.harvard.edu/concur see also: Forms & Templates, Card Services, Travel & Reimbursement WebVendor Training: Essentials! And business expense Reimbursement system at your earliest convenience ) 495-2789, in! In order to be reimbursed for online booking or purchases, you must submit areceipt not a or... And justify the allocability of the charges your username and password to access the Concur system for employees who Reimbursement..., & Orientations Reimbursement WebVendor Training: RFP Essentials Issues, 1033 Mass Avenue 2nd Floor Cambridge MA. Concur Solutions website discounts and benefits negotiated with preferred Travel partners to Yolima Lantigua at your earliest.! In with your username and password to access the Concur Solutions website the Fly America Act and the terms Department!, 1033 Mass Avenue 2nd Floor Cambridge, MA 02138 team at other employees areceipt not a confirmation or....