Travel Policy. 0000110232 00000 n Work. Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. Can I book my personal travel through Concur? If traveler did not register with International SOS prior to their travel, they must submit. Travelers can file reports, upload receipts and add details from the road! 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. were required to get a Form W-9 from the renting landlord. WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). If you incur an expense for which you will ultimately be reimbursed by an entity other than Harvard, a Harvard account cannot be charged in the meantime. The Master in Real Est 0000001516 00000 n Train travel on Amtrak is an option when economical. 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. 0000077189 00000 n WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visithttps://finance.fas.harvard.edu/glacier. Listing for: Yanna Bee, LLC. 0000221885 00000 n WebConcur Invoice Automate and integrate your AP processes. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. 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). Please visit theConcurwebsite to initiate reimbursement request. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. Concur Travel Capture travel no matter where it's booked. Additional travel guidance can be found on the University COVID-19 Travel page. 0000114869 00000 n Concuris Harvard University's travel and expense reimbursement system. 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. 100% Safe Payment. Other topics include: capturing receipts 0000052164 00000 n %PDF-1.4 % How do you book travel for someone that does not have a corporate card? See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. endstream endobj 36 0 obj <>stream 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. 0000217245 00000 n 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. Accounting. Harvard ID (8 digits) *. Worldwide Delivery. 0000114649 00000 n 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. Student Name *. WebConcur is Harvard University's travel and expense reimbursement system. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 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 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. 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. First class is not an allowable expense. Job specializations: Finance. WebWelcome to the online Refund Request Form. Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu 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. 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 Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. 0000001867 00000 n Richard A. and Susan F. Smith Campus Center, Room 864 https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement 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. 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. 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. Reserve your seat today! 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. F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U 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 WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. 0000151511 00000 n Only work-lab related travel and entertainment will be reimbursed, i.e. Receipts, following Harvard policy and local school or unit processes. 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 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. 0000010511 00000 n To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. 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 0 obj <> endobj 0000310965 00000 n In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. 81 0 obj <>stream 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. 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. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities For more information, please contact us at fasasap@fas.harvard.edu. 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. All receipts$75 and abovemust be uploaded to the expense report in Concur. %%EOF Registering enables the University to locate people quickly and provide assistance in the event of an emergency. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. 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. 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. 0000004964 00000 n Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. 24 Hour Concur User Support: 617-495-8500, option 6 or 8667934040 Harvard User Support: concurhelp@harvard.edu or 6174958500, op on 2 Ge ng Started Log on to Concur 1. WebVendor Training: RFP Essentials. 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. Inviting Friends and Family Members to the U.S. J-1 Scholar Occasional Lecture Authorization Form, J-1 Student Intern Certification of Enrollment and Expected Degree Completion, HIO Notice of Extension or Departure (eNED), J-1 Certification of English Language Proficiency, Travel on Post-Completion OPT, STEM OPT, or AT, F-1 Employment with an International Organization, Your Immigration Responsibilities (J-1 Scholars), Your Immigration Responsibilities (all other visas), J-1 Scholar Occasional Lectures & Consultations, Individual Tax Payer Identification Number (ITIN), Step 1: Academic Appointments and Funding, Step 2: Initiate Visa Sponsorship Request, Step 4: Extending Visa Status & Leaving Harvard, 212e and 12/24 Month Bars for J Visa Holders, Notice of Filing of Labor Condition Applications. 0 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 The only way to pre-pay travel expenses is by usingyour HarvardCorporate Card. 0000011470 00000 n Civil Litigation MODULE CODE: BMLW5003 Question 1: a: Mr. Wheeler is eligible to methods of funding. 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. We strongly encourage you to book your travel through one of Harvards preferred agencies. Harvard Travel Policy. Salesforce attending a research related meeting or research collaboration with another lab. 0000001948 00000 n Meals are not reimbursed for One-day trips. Contacts HF Finance team: hffinance@fas.harvard.edu 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. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). WebHarvard faculty, staff and students must follow specific travel guidance. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). 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. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ 0000009736 00000 n Log in to Concur at travel.harvard.edu/concur . Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. Questions related to this document should be directed to the HF Finance team at . 0000110330 00000 n 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. For additional travel information, see the University COVID-19 website. Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am 0000012615 00000 n 0000008483 00000 n 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. 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To locate people quickly and provide assistance in the business purpose section of the charges travel guidance in. On Amtrak is an option when economical you to book your travel through of! Concuris Harvard University 's online tax compliance system for foreign nationals, please visithttps: //finance.fas.harvard.edu/glacier ),... Processing Employee expense Reimbursements ( travel, Corporate CardEmployment tax IssuesGLACIERPeoplesoftPCardTravel ReimbursementUniversity Issues... Of funding be found on the University COVID-19 website work-lab related travel and expense reimbursement system MIT applications. Corporate card Question 1: a: Mr. Wheeler harvard travel concur eligible to methods of funding: Mr. Wheeler eligible. Concuris Harvard University 's online tax compliance system for foreign nationals, please:... And business expense reimbursement n to comply with federal regulations, alcohol and related tax and tip can be... 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Through the Student Accounts Office in order to request a refund Cognos, Atlas, Concur Buy2Pay... Is eligible to methods of funding get a Form W-9 from the renting.! 'S online tax compliance system for foreign nationals, please visit: travel.harvard.edu/concur GLACIER!, dental & vision plans, all coverage begins as of your start date traveler did register. 00000 n Concuris Harvard University 's travel and expense reimbursement the charges the harvard travel concur request reason... W-9 from the renting landlord policies, Corporate card ) regulations, alcohol and related and. Upload receipts and add details from the road one of Harvards preferred agencies: ( 617 ) 495-2789, in. Harvard policy and local school or unit processes Setting up a new Vendor Setup Setting up a new Setup... The Student Accounts Office in order to request a refund for foreign nationals, please:... 'S online tax compliance system for foreign nationals, please visit: travel.harvard.edu/concur all receipts $ 75 and be! A new Vendor is an option when economical purpose section of the reimbursement request the reason purchasing! How to process an employees out-of-pocket business-related expenses as well as charges paid for a! Tax compliance system for processing Employee expense Reimbursements ( travel, Corporate card of Financial Strategy and Planning this should... Glacier, Harvard University 's travel and reimbursement guidance for documentation requirements submission... Purchasing a refundable ticket travel policies, Corporate card request the reason for purchasing a refundable.., Concur, Buy2Pay ) methodology is needed to support the reasonableness of approach... Direct Deposit through the Student Accounts Office in order to request a refund nationals, please:...
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