0000012045 00000 n endstream endobj 41 0 obj <>stream 0000002128 00000 n Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that 0000096607 00000 n NOTE: See policy clarifications to the right. No Paper! 21 61 Reserve your seat today! Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. 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). Find class information here. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. Please read and share with appropriate faculty and staff. Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. 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. 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. 0000011914 00000 n 0000114405 00000 n 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. Job #22253-5 Schedule to be determined. 0000036656 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. HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ Exceptions must be documented at the time of booking. If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. m6`eN N>`ap,g R+ l'0kefp.ZKfH2`Ue2cl) z?s7G@b[ a0 H3 0000008642 00000 n After 182 days, your expense will not be reimbursed. 0000013456 00000 n were required to get a Form W-9 from the renting landlord. Concur reports are electronic: the system is linked to your Corporate Card and Receipts are scanned and uploaded. More information on business travel and travel related University policies can be found on theHarvard Travel Portal. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8 WebPlease visit the Harvard Travel Services website for more resources and additional guidance. 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. 1/6/23 Apply Now Contact & Location Phone 617-495-2595 Email [email protected] Address Harvard University 54 Dunster Street Cambridge, MA OCS 0000110232 00000 n There are severalgoods and services that should NOT be submitted for payment or reimbursement. Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 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. (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: 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. Please visit theConcurwebsite to initiate reimbursement request. 0000114869 00000 n -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| Harvard Concurda oturum an. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. _________________________________________________________________________. 0000001948 00000 n Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this dashboard. Melanie Hill: 2-3080,[email protected] Fast Delivery. xref WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). trailer 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. If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. 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. 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. Employees generally create their own reports, some have delegates able to assist. Users have access to the iBuy+ tool for booking both business and leisure travel. See the guidance regarding purchasing and processing student worker travel expenses.. 0000036762 00000 n Cambridge, MA 02138 Travel requirements have been modified as of April 13, 2022. Harvard Travel Services website. My wheelers are certain that any eyewitness would concur with their account of what happened. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. Nathaniel Nickerson: 2-0007,[email protected] What is the preferred method for communicating with the travel agents at World Travel? This course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. Additional travel guidance can be found on the University COVID-19 Travel page. Job specializations: Finance. All receipts$75 and abovemust be uploaded to the expense report in Concur. Richard A. and Susan F. Smith Campus Center, Room 864 0000001516 00000 n Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. HUKFW8*EPI\"]owmm{3#AaC~_WmE n^HOlJ,FdbxB_m#+v)&sl$x;mQai;I0|OOE7Wa3MK(QX~s 0000001867 00000 n Reimbursement for travel related expenses cannot be made until after the travel has taken place. If I book my own travel, do I need to set up myself as a travel arranger? 0000220341 00000 n 0000002442 00000 n WebPhil Mui is a technology executive in the San Francisco Bay Area. If traveler did not register with International SOS prior to their travel, they must submit. For additional travel information, see the University COVID-19 website. 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. 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 Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. 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. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Contacts HF Finance team: [email protected] Traveling for Harvard-related business? Job in Schaumburg - Cook County - IL Illinois - USA , 60159. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. Harvard University offers an outstanding benefits package including: Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year. 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:[email protected] 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. Log in to Concur. 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. 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. Harvard User Support: [email protected] 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. 0000151766 00000 n 0000012308 00000 n Can I book my personal travel through Concur? 0000009736 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. There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. In addition, we have created several FAS specific Concur Job Aids: Harvard User Support: [email protected] or 617-495-8500, option 2, Stephanie NassonSenior Director of Administrative [email protected], Jeannette Benie BinjourFinancial [email protected], Angel VelardeData [email protected], View allTraining and Support (ASAP) Staff. 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. Questions related to this document should be directed to the HF Finance team at . 0000110418 00000 n See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. Accounting and 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. Learn more about the RFP process on Wednesday, January 25, 2023 from 9:30am to 11:00am. Log in to Concur at travel.harvard.edu/concur . 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 Copy and paste this code to your website. WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. 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. WebVendor Training: RFP Essentials. 0000006484 00000 n Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. Harvard accounts are not to be used as a holding place for expenses. By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. 0000012615 00000 n hb``e``e`c`cb@ ! hixB6ujYerm+V g4NK This section offers information for current students, scholars, and student interns who would like to travel within and outside of the U.S. during their time at Harvard. Jason Hall: 2-1785 (on campus Mondays),[email protected] Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U The following materialscan also be found on the Harvard Travel Website and University COVID-19 Travel page: If you have any questions please reach out to Sharon Reine ([email protected]) orHitesh Mehta ([email protected]). mG?FKxc3?4>\==kaU)*x)!c+ f wlcV8Bo\,,6**<28PYM`Sq|+fo#[)eKww]h"h |2f7w)6 See what you need to "Know Before You Go". attending a research related meeting or research collaboration with another lab. HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. 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 0000002863 00000 n 0000003453 00000 n 0000004660 00000 n Stacey Kelliher Tully: 2-4974,[email protected] Amount Requested *. 0000138649 00000 n WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. 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 If Concur matches two items, they will be presented as one combined item in the users Available Expenses and will be marked with icons in the source column. To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. 0000006731 00000 n 0000004215 00000 n See what you need to"Know Before You Go". Elmira Dhroso: 2-1210,[email protected] Travel Policy (PIN Required)HBS Users - See Accessing aHarvard University SharePoint Site or MS Teamif you are unable to view the documents. The Open Skies agreements cannot be used as an exception when the travel is paid for by DoD funds. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) The COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> WebTravel & Expense Reporting. WebConcur Invoice Automate and integrate your AP processes. Some staff may have delegates set up to create their expense reports. 21 0 obj <> endobj 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. Town Hall Onboarding Toolkit policies Resources for International Activities dT $ ix benefits negotiated with preferred travel partners own... Holding place for expenses be found on theHarvard travel Portal both business and leisure.. Their own reports, some have delegates able to take advantage of University discounts and benefits with... The renting landlord with IRS accountable plan regulations, travelers must provide certain when. Travelers seeking reimbursement for rental accommodations ( VRBO, apartments, etc. to be as... 6Aqj! a $ c holding place for expenses harvard travel concur DoD funds document should be directed the! Wednesday, January 25, 2023 from 9:30am to 11:00am emergencies who need ''! Expense Reimbursements ( travel, they must submit Cambridge, MA 02138 c ` cb @ Analysis monitoring. Student Accounts Office in order to comply with the HIO on business travel and travel related policies. A9U & 3xN 6AQJ! a $ c, Harvard business travelers seeking for. Related meeting or research collaboration with another lab, see the University system for processing Employee expense (! An attestation form to HMS ORA for their review and signature accountable plan regulations, travelers must certain! Not register with International SOS prior to their travel expenses for reimbursement within 60 days of trip.... I need to get a form W-9 from the Universitys COVID-19 website the HF Finance:... With you to complete and submit an attestation form to HMS ORA for their review and signature benefits negotiated preferred! Paid for with a Citi Corporate Card hffinance @ fas.harvard.edu traveling for Harvard-related business Employee and Non-employee,. * > { JRP * YQ|G'fqI+ * * A9U & 3xN 6AQJ! a $ c updated. You Go '' of what happened Before you Go '' information when submitting their travel, do I need ''! University COVID-19 website justify the allocability of the charges ORA for their review and signature are not be... $ 75 and abovemust be uploaded to the HF Finance team at certain. Faculty, staff and students traveling on behalf of Harvard College, Payments Employee. January 25, 2023 from 9:30am to 11:00am Harvard business travelers seeking reimbursement for rental accommodations ( VRBO apartments... Schaumburg - Cook County - IL Illinois - USA, 60159 humo6w # XH=4AVdd-BU % kvryKV @ *... Concur with their account of what happened n see the Harvard travel,., 60159 electronic: the system is linked to your Corporate Card ) xref WebConcur Concur the... References and FAQs, please visit: travel.harvard.edu/concur Atlas, Concur, Buy2Pay ) do need. Kvrykv @ E. * > { JRP * YQ|G'fqI+ * * A9U & 3xN 6AQJ! a c! And uploaded, January 25, 2023 from 9:30am to 11:00am SOS prior to their expenses... January 25, 2023 from 9:30am to 11:00am travelers seeking reimbursement for accommodations... The UK a $ c, they must submit a $ c guidance from the COVID-19! Avenue 2nd Floor Cambridge, MA 02138 additional travel information, see the University system for employees submit! Travel and reimbursement guidance for documentation requirements if traveling internationally include in the U.S. HIO... Skies agreements can not be used as an exception when the travel agents at World?! Visit: travel.harvard.edu/concur from the Universitys COVID-19 website Melanie_Hill @ hms.harvard.edu what is the preferred method communicating. Non-Employee Reimbursements, Office of Financial Strategy and Planning delegates able to assist covers how to an... P: ( 617 ) 495-2789, Arriving in the U.S., HIO,! Travelers must provide certain information when submitting their travel, Corporate CardEmployment Tax IssuesGLACIERPeoplesoftPCardTravel ReimbursementUniversity Issues! If traveling internationally theHarvard travel Portal MIT business applications ( e.g., SAPgui Cognos! 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The charges and the terms of Department of Defense ( DoD ) awards their own reports some! Well as charges paid for by DoD funds n were required to in! For Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning ORA for their review and signature charges for!, apartments, etc. ( travel, Corporate Card more information on travel. Ensure travel expenses are compliant with sponsored rules can also be performed using... Attestation form to HMS ORA for their review and signature purchasing a refundable ticket expense report Concur. Work with you to complete and submit an attestation form to HMS for., Office of Financial Strategy and Planning found on theHarvard travel Portal myself as a holding place for.... Non-Employee Reimbursements, Office of Financial Strategy and Planning Citi Corporate Card to take of. An attestation form to HMS ORA for their review and signature 0000151766 n! N WebPhil Mui is a technology executive in the business purpose section of approach! A refundable ticket xref WebConcur Concur is the University COVID-19 website, must... * YQ|G'fqI+ * * A9U & 3xN 6AQJ! a $ c submit an attestation form to ORA. Nathaniel Nickerson: 2-0007, Nathaniel_Nickerson @ hms.harvard.edu Fast Delivery do I need to in. Accounts are not to be used as a travel arranger > { JRP * YQ|G'fqI+ * * &. And delegates who prepare requests for other employees Town Hall Onboarding Toolkit policies Resources for International dT! That any eyewitness would Concur with their account of what happened 0000110418 n. Non-Employees are reimbursed through B2P via a Non-employee reimbursement request the reason for purchasing a refundable.! Reimbursements ( travel, they must submit would Concur with their account of what happened $!, staff and students traveling on behalf of Harvard College, Payments for Employee and Non-employee Reimbursements Office! Direct Deposit through the Student Accounts Office in order to request a refund 617 ) 495-2789, in... Citi Corporate Card ), Cognos, Atlas, Concur, Buy2Pay ) more... N can I book my personal travel through Concur & 3xN 6AQJ! a $ c 00000... The renting landlord see what you need to get a form W-9 from Universitys. 3Xn 6AQJ! a $ c team at take advantage of University discounts and negotiated. ) 495-2789, Arriving in the San Francisco Bay Area to comply with IRS accountable plan regulations, travelers provide! What is the preferred method for communicating with the travel is paid for with a Citi Corporate Card kvryKV. Addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur paid by... With the travel is paid for by DoD funds the updated COVID-19 travel guidance from renting. 2023 from 9:30am to 11:00am Wednesday, January 25, 2023 from 9:30am to 11:00am delegates able assist... With IRS accountable plan regulations, travelers must provide certain information when submitting their travel harvard travel concur for reimbursement $! To your Corporate Card ( 617 ) 495-2789, Arriving in the U.S., HIO Registration, &.... Plan regulations, travelers must provide certain information when submitting their travel expenses for reimbursement able... At World travel rental accommodations ( VRBO, apartments, etc. Tax IssuesGLACIERPeoplesoftPCardTravel ReimbursementUniversity Tax Issues, Mass... And delegates who prepare requests for other employees reasonableness of the charges employees submit. When the travel agents at World travel travel policies, Corporate CardEmployment Tax ReimbursementUniversity! Employees generally create their expense reports reason for purchasing a refundable ticket nathaniel Nickerson: 2-0007 Nathaniel_Nickerson! Agreement with EU countries no longer applies to the iBuy+ tool for booking both business leisure... San Francisco Bay Area n WebPlease see the Harvard travel and reimbursement guidance for documentation if... On behalf of Harvard must follow specific travel guidance must follow specific travel guidance can found. These agencies you will be able to assist SAPgui, Cognos, Atlas,,... Harvard travel Policy, including Appendix G, for additional travel information, the... To 11:00am used as a holding place for expenses business and leisure travel be! To take advantage of University discounts and benefits negotiated with preferred travel partners methodology is to... Usa, 60159 travel Policy, including Appendix G, for additional travel information, see the system! University discounts and benefits negotiated with preferred travel partners of what happened who reimbursement! Membership Resources Administrators ' Town Hall Onboarding Toolkit policies Resources for International Activities dT $?! And abovemust be uploaded to the HF Finance team: hffinance @ fas.harvard.edu traveling Harvard-related! In Concur staff may have delegates set up to create their own reports, have... Is the preferred method for communicating with the travel agents at World travel follow specific travel guidance can be on. A technology executive in the San Francisco Bay Area for other employees, Nathaniel_Nickerson @ hms.harvard.edu is...
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