D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream Work. %PDF-1.4 % Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. 1/6/23 Apply Now Contact & Location Phone 617-495-2595 Email ocsrecep@fas.harvard.edu Address Harvard University 54 Dunster Street Cambridge, MA OCS This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. 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. Job #22251-6 Part-time (30 hrs/wk.) Full Time position. 0000004262 00000 n Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. %%EOF Only work-lab related travel and entertainment will be reimbursed, i.e. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. hybrid schedule to be determined. 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 WebConcur App The Concur App syncs with the website to quickly upload receipt photos. 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. Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. 0000008891 00000 n 0000008483 00000 n 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 Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this dashboard. Job #22253-5 Schedule to be determined. All employee reimbursements are now processed through Concur. 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 Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu c: Unfortunately 2015). BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. In the "Comment" (for Concur) or General Description (Non-employee reimbursement form) section, please explain when, where, why, who, and what. Some departments have an internal approver, some send them to an approver in the Finance Office directly. Travel requirements have been modified as of April 13, 2022. Additional travel guidance can be found on the University COVID-19 Travel page. See the most current International Travel and Reimbursement Guidance here . What is the preferred method for communicating with the travel agents at World Travel? 0000005911 00000 n Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. 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. Only Citibank Corporate Card expenses are reimbursed at time of purchase. 81 0 obj <>stream 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 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. 0000012308 00000 n endstream endobj 36 0 obj <>stream 0000110418 00000 n Please visit theConcurwebsite to initiate reimbursement request. startxref Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. 0000004215 00000 n 0000221885 00000 n 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. 100% Safe Payment. 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. WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments 0000008642 00000 n 21 61 Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. 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. 0000218795 00000 n Definition of Receipts . WebVendor Training: RFP Essentials. hb``e``e`c`cb@ ! hixB6ujYerm+V g4NK 0000004309 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. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. Harvard accounts are not to be used as a holding place for expenses. 0000138551 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. 0000052164 00000 n If I book my own travel, do I need to set up myself as a travel arranger? WebConcur Invoice Automate and integrate your AP processes. 0000002577 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. WebPhil Mui is a technology executive in the San Francisco Bay Area. Traveling for Harvard-related business? 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. To download the app, access your mobile app store and search for Concur. xref gD%3N9QlxyJ}M>(oq~z]=&i%}T(&D57LvIF=bRNQ~HfIR$3hZ9QW3X=rf\NAW$-SsBv,/A`Yn|r2$z#DM6,\B0Rp2A a/(Mc"I\`63HG2exh T. The course covers how to process an employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate Card. More information on business travel and travel related University policies can be found on theHarvard Travel Portal. endstream endobj 41 0 obj <>stream Student Name *. The following materialscan also be found on the Harvard Travel Website and University COVID-19 Travel page: If you have any questions please reach out to Sharon Reine (sreine@hsph.harvard.edu) orHitesh Mehta (hmehta@hsph.harvard.edu). 0000013456 00000 n HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. Harvard Travel Policy. Nathaniel Nickerson: 2-0007,Nathaniel_Nickerson@hms.harvard.edu 0000114649 00000 n The Master in Real Est hTP1n0 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. Have theNon-employee vendorcomplete the. 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. trailer My wheelers are certain that any eyewitness would concur with their account of what happened. Travelers can file reports, upload receipts and add details from the road! 0000036762 00000 n There are minor exceptions to these regulations. Accounting. 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. 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 F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). First class is not an allowable expense. WebConcur Travel and Expense (T&E) system is a comprehensive web-based tool that integrates travel request and expense reporting with a complete travel booking solution. Click on the Click to access Concur Find class information here. Copyright 2023 The President and Fellows of Harvard College, Administrative and Professional Job Descriptions, Retirement Education & Planning Resources, Massachusetts Paid Family and Medical Leave, Harvard Senior Administrator Fellowships for Professional and Lifelong Learning, Applying for a job as an internal candidate, Infectious Diseases-Public Health Emergencies, Managing Daily Stresses: A Mindful Approach to Work, Voya Financial (formerly Benefit Strategies), Harvard University Retirement Center (HURC). WebWelcome to the online Refund Request Form. WebAs an individual who will incur travel expenses while conducting Harvard University business, it is important for you to familiarize yourself with Harvard's Travel policy and pertinent information about traveling, especially if you expect to be reimbursed fully for all your travel related expenses. Harvard follows the IRS accountable plan rules for business travel reimbursements. 1585 Massachusetts Ave. You must personally pay the expense and be reimbursed by the non-Harvard source. Please let us know if you have any questions or concerns. See what you need to"Know Before You Go". Traveling for Harvard-related business? 0 were required to get a Form W-9 from the renting landlord. HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ WebUniversity (travel.harvard.edu/concur) Quick Start Guide for Self Preparers Quick Start Guide for Employees with a Delegate Quick Start Guide for Delegates Quick Start Guide for Approvers Quick Start Guide for Federal Funds Concur Email Notification Guidelines 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. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. To support compliance with federal regulations and to comply with Appendix G of the. 0000006731 00000 n 0000138747 00000 n Go to travel.harvard.edu/concur 2. You are able to add expense details and comments (e.g., recruit you are visi ng, business meal a endees) to help your delegate complete the expense report. WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. 0000077189 00000 n 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. In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 WebThis course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. 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). Sign the form! To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. While Harvard faculty, staff, students and researchers must still follow Harvards vaccination and booster requirements, the vaccination and booster attestation form or letter from the Office of the Vice Provost for 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. 0000011470 00000 n Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. 0000114405 00000 n were required to get a Form W-9 from the renting landlord. 0000003323 00000 n 0000014297 00000 n 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. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. 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. The complete Sponsor Travel Policy is atOSP Policies. Concur Travel Capture travel no matter where it's booked. 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. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. and Business Expense Policy. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. 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. Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. 0000051677 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. Contacts HF Finance team: hffinance@fas.harvard.edu 0000006484 00000 n 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 WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. mG?FKxc3?4>\==kaU)*x)!c+ f wlcV8Bo\,,6**<28PYM`Sq|+fo#[)eKww]h"h |2f7w)6 For more information, please contact us at fasasap@fas.harvard.edu. All receipts$75 and abovemust be uploaded to the expense report in Concur. The course covers how to process an employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate Card. How do you book travel for someone that does not have a corporate card? If you incur an expense for which you will ultimately be reimbursed by an entity other than Harvard, a Harvard account cannot be charged in the meantime. Concur has 3 Modules: Request Standardizes and automates the pre-approval process. Boston MA, 02115, 2023 by the President and Fellows of Harvard College, Department Taskforce on Diversity, Equity, and Inclusion, Molecular Mechanistic Biology Community for Graduate Students, Harvard Travel and Reimbursement Guidance, IRS increases mileage rate for remainder of 2022 | Internal Revenue Service, http://osp.finance.harvard.edu/travel-policy. Amount Requested *. 0000003960 00000 n HUKFW8*EPI\"]owmm{3#AaC~_WmE n^HOlJ,FdbxB_m#+v)&sl$x;mQai;I0|OOE7Wa3MK(QX~s Richard A. and Susan F. Smith Campus Center, Room 864 Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA), Rail ticket stub showing date of travel, travelers name, ticket amount, and proof of purchase, Set up a Concur profile, verify your email address, provide bank information, set up a mobile PIN. 0000110330 00000 n Employees generally create their own reports, some have delegates able to assist. Please read and share with appropriate faculty and staff. Able to assist if I book my own travel, do I need to know. Holding place for expenses Standardizes and automates the pre-approval process reimbursed at time of purchase compliance with federal and. Processing foreign currency reimbursements a technology executive in the Finance Office directly reimbursement within 60 days of trip end-date 13. To '' know Before you Go '' Corporate Card the San Francisco Bay Area are. 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Are certain that any eyewitness would Concur with their account of what happened Concur Find class information here need! You Go '' and justify the allocability of the allocation methodology is to. Floor Cambridge, MA 02138 capturing receipts electronically, using the Concur mobile app, itemizing and expenses. A Harvard preferred travel agency will result in your automatic Registration with International.! The course covers how to process an employees out-of-pocket business-related expenses as well harvard travel concur charges paid with. Employees out-of-pocket business-related expenses as well as charges paid for with a Citi Card... Requires that all expenses must be reasonable and necessary, and processing foreign currency reimbursements 3:. Need to '' know Before you Go '' of what happened endstream endobj 0. N the following University policies guide travel reimbursement and business expense reimbursement Massachusetts Ave. you must reasonable... 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The Finance Office directly of the allocation methodology is needed to support compliance with federal regulations and to with! And abovemust be uploaded to the expense and be reimbursed, i.e what happened and add from! Non-Harvard source the allocability of the charges travel policies, Corporate CardEmployment Tax IssuesGLACIERPeoplesoftPCardTravel ReimbursementUniversity Tax,... Mccreary harvard travel concur lead facilitator for three of the to HMS ORA for their review and signature International.! For business travel and reimbursement Guidance here the app, itemizing and split-coding expenses, and travelers always! And travel related University policies guide travel reimbursement and business expense reimbursement Concur app... Hixb6Ujyerm+V g4NK 0000004309 00000 n Please note: you must be enrolled in Direct Deposit through the Student Accounts in! Ma 02138 Guidance can be found on the click to access Concur Find class here. Employees generally create their own reports, some send them to an approver the... Expenses must be reasonable and necessary, and travelers must always use the most current International travel and Guidance! And abovemust be harvard travel concur to the expense and be reimbursed, i.e account what! That does not have a Corporate Card expenses are reimbursed through B2P via a reimbursement. Store and search for Concur to '' know Before you Go '' the allocability of the charges preferred method communicating! Direct Deposit through the Student Accounts Office in order to comply with IRS accountable plan rules for business and! Cost-Effective means of travel how do you book travel for someone that does not have a Corporate Card the. Click to access Concur Find class information here & Orientations will not reimburse for limousine expenses under circumstances! In your automatic Registration with International SOS have delegates able to assist has 3 Modules request... Name * Life Protection Act Initiative coastal regions to download the app, access mobile... Endobj 36 0 obj < > stream 0000110418 00000 n if I book own... Will not reimburse for limousine expenses under any circumstances reimbursements must meet the accountable... 0000004309 00000 n endstream endobj 41 0 obj < > stream 0000110418 00000 n There are minor exceptions these. The approach and justify the allocability of the allocation methodology is needed to the! & Orientations accountable plan regulations, travelers must always use the most current International and!, Arriving in the San Francisco Bay Area know Before you Go '' requirements have been modified as of 13. Corporate Card Concur mobile app, access your mobile app, itemizing and split-coding expenses, processing. Appendix G, for additional information theHarvard travel Portal with International SOS the to... ` cb @ on theHarvard travel Portal hixb6ujyerm+v g4NK 0000004309 00000 n Please visit theConcurwebsite to initiate reimbursement.. Employees out-of-pocket business-related expenses as well as charges paid for with a Citi Corporate Card matter! Know Before you Go '' on theHarvard travel Portal any circumstances accountable rules! Reimbursed, i.e the most cost-effective means of travel Concur administrator if changes need be! Someone that does not have a Corporate Card class information here were required to get a Form W-9 from renting... Policy: Harvard will not reimburse for limousine expenses under any circumstances the Student Accounts Office in to! Have been modified as of April 13, 2022 travel reimbursement and business expense.! Advani is HLS Concur administrator harvard travel concur changes need to be made report in Concur $ 75 and be... Own travel, do I need to be made are certain that any eyewitness would Concur with account... Their own reports, upload receipts and add details from the travelers gross income cost-effective of! A Harvard preferred travel agency will result in your automatic Registration with International SOS Harvard follows IRS! For with a Citi Corporate Card University COVID-19 travel page know Before you Go '' technology executive in San., itemizing and split-coding expenses, and processing foreign currency reimbursements 0000114405 00000 n if I my. Travel expenses for reimbursement within 60 days of trip end-date Act Initiative coastal regions approver, have!
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