WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. Richard A. and Susan F. Smith Campus Center, Room 864 By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. 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. 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. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Auburn Street, Cambridge. Travel requirements have been modified as of April 13, 2022. 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. 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. These three regions collectively include State waters from the U.S.-Mexico border 0000009736 00000 n As a public charity that benefits from gifts by donors and sponsored awards, Harvard University has a stewardship obligation to use its funds prudently; all Harvard University employees must use University resources wisely and in the fullest support of Harvards mission of education and research. If exceptions arent documented as needed, the expense cannot be charged to federal funds. Harvard follows the IRS accountable plan rules for business travel reimbursements. WebWe would like to show you a description here but the site wont allow us. 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. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ 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. 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. Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. The only way to pre-pay travel expenses is by usingyour HarvardCorporate Card. 0000138551 00000 n attending a research related meeting or research collaboration with another lab. Dear Concur Delegate, Concur Approvers (including COA) and Corporate Cardholders. The traveler will be reimbursed for business expenses after the trip/expense is incurred. 0000051677 00000 n To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. Traveling for Harvard-related business? WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. 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. If I book my own travel, do I need to set up myself as a travel arranger? 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 \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| See what you need to"Know Before You Go". Registering enables the University to locate people quickly and provide assistance in the event of an emergency. 0000012045 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. WebThis course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. 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. 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. Listed on 2023-01-10. 0000077457 00000 n hb``e``e`c`cb@ ! hixB6ujYerm+V g4NK Listing for: Yanna Bee, LLC. 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. 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). 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. Reserve your seat today! 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. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement 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. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. 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. Travel Policy. 0000343047 00000 n 0000006320 00000 n Users have access to the iBuy+ tool for booking both business and leisure travel. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 0000011914 00000 n 0000110330 00000 n 0000052164 00000 n 0000138649 00000 n In order to comply with IRS accountable plan regulations, travelers must provide certain information when submitting their travel expenses for reimbursement. Read more Payments for Employee and Non-employee Reimbursements 81 0 obj <>stream How our solutions help We give businesses the power to Full Time position. 1845-1909 Kimball, 9781354290682, available at LibroWorld.com. Employees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. Amount Requested *. 0000002863 00000 n Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. 0000004262 00000 n 0000218795 00000 n Travelers can file reports, upload receipts and add details from the road! P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. Expenses reaching AP for reimbursement after 90 days will be taxed as extra compensation, and will be submitted via payroll so that taxes are withheld. Harvard accounts are not to be used as a holding place for expenses. 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 WebConcur Invoice Automate and integrate your AP processes. Log in to Concur. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities 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 F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U 0000110418 00000 n Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu More information on business travel and travel related University policies can be found on theHarvard Travel Portal. If traveler did not register with International SOS prior to their travel, they must submit. 0000051930 00000 n 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. To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. Please read and share with appropriate faculty and staff. All corporate card payments are now processed throughConcur. Concur Travel Capture travel no matter where it's booked. All receipts$75 and abovemust be uploaded to the expense report in Concur. were required to get a Form W-9 from the renting landlord. WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Worldwide Delivery. For details and guides to crea ng expense reports, please visit: travel.harvard.edu/concur. 0000114649 00000 n WebQuick Steps Fill out applicable sections of reimbursement forms. 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. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. hTP1n0 0000004215 00000 n Other topics include: capturing receipts For additional travel information, see the University COVID-19 website. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. Questions related to this document should be directed to the HF Finance team at . %%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. All employee reimbursements are now processed through Concur. 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. Only work-lab related travel and entertainment will be reimbursed, i.e. For U.S. travel outside of themetropolitan area of Boston. Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu 0000001516 00000 n Some staff may have delegates set up to create their expense reports. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. Accounting. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visithttps://finance.fas.harvard.edu/glacier. See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. 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). Concur has 3 Modules: Request Standardizes and automates the pre-approval process. The Master in Real Est 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. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. Bring/email completed/signed form with original receipts to your grant manager. 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 Copy and paste this code to your website. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. See what you need to "Know Before You Go". 0000012308 00000 n 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. You can broadly describe the type of file (e.g. Salesforce Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. 100% Safe Payment. Can trips booked through Concur autopopulate to my Outlook Calendar? m6`eN N>`ap,g R+ l'0kefp.ZKfH2`Ue2cl) z?s7G@b[ a0 H3 0000001867 00000 n <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) WebHarvard faculty, staff and students must follow specific travel guidance. 0000008642 00000 n WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ 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). WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. Traveling for Harvard-related business? 0000151511 00000 n 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. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 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. 0000014297 00000 n Harvard Concurda oturum an. 0000310965 00000 n There are minor exceptions to these regulations. 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. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. If you neglect to follow the new policy, your reimbursement could be jeopardized. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). Concur reports are electronic: the system is linked to your Corporate Card and Receipts are scanned and uploaded. When in doubt, contact yourFinancial Office Liaison! 0000005911 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). 0000051415 00000 n Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. 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 Please visit. The Open Skies agreements cannot be used as an exception when the travel is paid for by DoD funds. 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. 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 Additional travel guidance can be found on the University COVID-19 Travel page. and Business Expense Policy. Set up Mobile PIN 1. WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. 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. WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. were required to get a Form W-9 from the renting landlord. For the most current Travel and Reimbursement Guidance, click here . Please visit theConcurwebsite to initiate reimbursement request. WebVendor Training: RFP Essentials. 0000008483 00000 n 0000003323 00000 n 0000083468 00000 n endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. In the "Comment" (for Concur) or General Description (Non-employee reimbursement form) section, please explain when, where, why, who, and what. 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. 0000010511 00000 n 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). Accounting and Some departments have an internal approver, some send them to an approver in the Finance Office directly. Map IT Make sure your Non-employee vendor appears in the Supplier Portal. WebHarvard follows the IRS accountable plan rules for business travel reimbursements. %PDF-1.4 % 0000220341 00000 n For additional travel information, see the University COVID-19 website. All receipts $75 or more should be transferred to the cost report in Concur. Foreign Travel Guidance for International Researchers. 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. You must personally pay the expense and be reimbursed by the non-Harvard source. startxref For the most current Travel and Reimbursement Guidance, click here.
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