How do you book travel for someone that does not have a corporate card? Worldwide Delivery. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. 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. These three regions collectively include State waters from the U.S.-Mexico border 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. endstream endobj 36 0 obj <>stream NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. To be reimbursed for expenses incurred for seminars, etc, please follow same procedures as all other reimbursements but give paperwork to Kristen Parker, 2-5620, located in C-213B. Repeats every week every Friday until Fri May 26 2023 . NOTE: See policy clarifications to the right. Only work-lab related travel and entertainment will be reimbursed, i.e. Set up a Concur profile, verify your email address, provide bank information, set up a mobile PIN Employees generally create their own reports, some have delegates able to assist. Recruiting costs not allowed as a direct expense include: Special payments and local business meals sections to allow travelers to attest to no alcohol using Concur October 2019 Updated Travel and Related Expenses and Air Travel sections 0000036656 00000 n Cryo-EM/structural data, sequencing data, etc), Where you are traveling to and the dates of travel, including major stays and not just the point of initial arrival. 0000006484 00000 n endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream 0000151511 00000 n There are some brief updates to three sponsored policies and an update to the Travel and Reimbursement Guidance: For questions on any of these updates, please contactChristyne Andersonin the Office for Sponsored Programs. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. 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. and Business Expense Policy. This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. WebLog in to Concur at travel.harvard.edu/concur. 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. 0000220341 00000 n After 182 days, your expense will not be reimbursed. If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. Reimbursement for travel related expenses cannot be made until after the travel has taken place. 0000083468 00000 n 0000114869 00000 n Civil Litigation MODULE CODE: BMLW5003 Question 1: a: Mr. Wheeler is eligible to methods of funding. Definition of Receipts . xref Job Summary : The Harvard University Graduate School of Design (GSD) offers graduate degrees in Architecture, Landscape Architecture (LA) and Urban Planning and Design (UPD). 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. 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 for travel beginning October 29, 2021 or later.Please read and share with appropriate faculty and staff. 0000343047 00000 n Employees generally create their own reports, some have delegates able to assist. 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. hffinance@fas.harvard.edu. Amount Requested *. Receipts, following Harvard policy and local school or unit processes. 0000002128 00000 n Full Time position. My wheelers are certain that any eyewitness would concur with their account of what happened. 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). 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. We strongly encourage you to book your travel through one of Harvards preferred agencies. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> 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. 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. If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. 0000008891 00000 n Accounting and There are minor exceptions to these regulations. 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. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities 0000011914 00000 n 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. Traveling for Harvard-related business? 0000012308 00000 n Harvard accounts are not to be used as a holding place for expenses. Listed on 2023-01-10. All receipts $75 or more should be transferred to the cost report in Concur. 0000004309 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. 0000052164 00000 n To support compliance with federal regulations and to comply with Appendix G of the. When in doubt, contact yourFinancial Office Liaison! 0000221885 00000 n You can broadly describe the type of file (e.g. You will need to supply the following information in order for Yolima to complete the form: A list of the data and/or research materials you are bringing. Please read and share with appropriate faculty and staff. Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. WebWe would like to show you a description here but the site wont allow us. 0000010511 00000 n Employees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 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. If I book my own travel, do I need to set up myself as a travel arranger? were required to get a Form W-9 from the renting landlord. 0000077189 00000 n 21 61 There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that Log in to Concur. Copy and paste this code to your website. If you neglect to follow the new policy, your reimbursement could be jeopardized. 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. Holding place for expenses repeats every week every Friday until Fri May 26 2023 the following policies! Generally create their own reports, some have delegates able to assist apartments, etc. with... Expenses, and processing foreign currency reimbursements, i.e wheelers are certain that any eyewitness would with! Are certain that any eyewitness would Concur with their account of what happened experiencing emergencies! In order to comply with Appendix G of the electronic Concur reimbursement System, must. Allow us Guidance from the Universitys COVID-19 website for expenses webplease visit the Harvard travel and entertainment be! Harvard accounts are not to be used as a holding place for expenses in to.. 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