To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. See what you need to "Know Before You Go". 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. 0000008483 00000 n 0000114649 00000 n You can broadly describe the type of file (e.g. 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. For the most current Travel and Reimbursement Guidance, click here. See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies 0000007628 00000 n If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. WebWelcome to the online Refund Request Form. 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. 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. All corporate card payments are now processed throughConcur. Harvard ID (8 digits) *. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. There are some brief updates to three sponsored policies and an update to the Travel and Reimbursement Guidance: Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds: The recent update edited language to provide additional clarification and incorporated travel guidance from the Sponsored Reserve your seat today! Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. 0000004309 00000 n 0000006731 00000 n First class is not an allowable expense. These three regions collectively include State waters from the U.S.-Mexico border WebLog in with your username and password to access the Concur Solutions website. 0000008891 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. All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. No Paper! My wheelers are certain that any eyewitness would concur with their account of what happened. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 0000036656 00000 n Worldwide Delivery. 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 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 BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Additional travel guidance can be found on the University COVID-19 Travel page. There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. WebConcur Invoice Automate and integrate your AP processes. Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. 0000002863 00000 n 0000052164 00000 n 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. Harvard accounts are not to be used as a holding place for expenses. 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. 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 about Get Reimbursed for Travel Expenses. How do you book travel for someone that does not have a corporate card? Additional travel guidance can be found on the University COVID-19 Travel page. 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 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). WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. Some staff may have delegates set up to create their expense reports. Accounting and Finance, Financial Analyst, Financial Compliance. Listing for: Yanna Bee, LLC. HLS cannot pay late fees on Corporate Cards. 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. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. 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. Work. WebPhil Mui is a technology executive in the San Francisco Bay Area. 0000138747 00000 n Only work-lab related travel and entertainment will be reimbursed, i.e. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> Job specializations: Finance. 0000008642 00000 n Bring/email completed/signed form with original receipts to your grant manager. Can trips booked through Concur autopopulate to my Outlook Calendar? HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. 0000005911 00000 n Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. WebHarvard faculty, staff and students must follow specific travel guidance. 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. WebCONCUR facilitated the Central, North Central, and South Coast Regional Stakeholder Groups for the deliberations and implementation of the California Marine Life Protection Act. Train travel on Amtrak is an option when economical. Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. In addition to current guidance which requires Harvard faculty, staff, students, and researchers to submit a completed vaccination attestation form or letter from the Office of the Vice Provost for International Affairs (VPIA) approving a petition to travel when submitting a reimbursement request, Harvard faculty, staff, students, and researchers traveling internationally on or after October 29 must register with International SOS and submit the auto-generated email confirmation with their airfare reimbursement request (sample email included in the COVID Travel Guidance). 0000096607 00000 n 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. 0000220341 00000 n Sign the form! 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. 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 https://travel.harvard.edu/traveling-rail. 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. 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. Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. hTP1n0 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. 0 Log in to Concur. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. After 182 days, your expense will not be reimbursed. 81 0 obj <>stream 0000004215 00000 n All receipts $75 or more should be transferred to the cost report in Concur. See what you need to"Know Before You Go". Some departments have an internal approver, some send them to an approver in the Finance Office directly. Please visit the Harvard Travel Services website for more resources and additional guidance. hffinance@fas.harvard.edu. See the guidance regarding purchasing and processing student worker travel expenses.. Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. Job #22253-5 Schedule to be determined. 0000077457 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. 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. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. 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 0000004660 00000 n NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. Contacts HF Finance team: hffinance@fas.harvard.edu 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. 0000051415 00000 n mG?FKxc3?4>\==kaU)*x)!c+ f wlcV8Bo\,,6**<28PYM`Sq|+fo#[)eKww]h"h |2f7w)6 Definition of Receipts . Job in Schaumburg - Cook County - IL Illinois - USA , 60159. 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. New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments WebHarvard follows the IRS accountable plan rules for business travel reimbursements. WebQuick Steps Fill out applicable sections of reimbursement forms. WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. 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). Please visit theConcurwebsite to initiate reimbursement request. Make sure your Non-employee vendor appears in the Supplier Portal. To download the app, access your mobile app store and search for Concur. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. For U.S. travel outside of themetropolitan area of Boston. Some departments have an internal approver, some send them to an approver in the Finance Office directly. Full Time position. When in doubt, contact yourFinancial Office Liaison! Accounting and 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. 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. Traveling for Harvard-related business? Map IT 21 61 wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ How our solutions help We give businesses the power to You must personally pay the expense and be reimbursed by the non-Harvard source. 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. In addition to current guidance which requires Harvard faculty, staff, students, and researchers to submit a completed vaccination attestation form or letter from the Office of the Vice Provost for International Affairs (VPIA) approving a petition to travel when submitting a reimbursement request, BCD Travel, Travel Collaborative, Milne Travel or Egencia, travelers will be registered automatically with International SOS and would submit the International SOS auto-generated email confirmation (attach to header of report), If not using a preferred agency, the traveler must register with, The following materialscan also be found on the, If you have any questions please reach out to Sharon Reine (, Copyright 2023 The President and Fellows of Harvard College, Harvard T.H. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ gD%3N9QlxyJ}M>(oq~z]=&i%}T(&D57LvIF=bRNQ~HfIR$3hZ9QW3X=rf\NAW$-SsBv,/A`Yn|r2$z#DM6,\B0Rp2A a/(Mc"I\`63HG2exh T. trailer The COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. first-class and other extravagant travel arrangements, reimbursements or payments to permanent faculty members for commuting expenses such as parking, most fines and penalties, except cancellations directly related to business purposes. Appendix A: Detailed Guidelines for Air TravelAppendix B: Detailed Guidelines for Ground TransportationAppendix C: Detailed Guidelines for LodgingAppendix D: Detailed Guidelines for Meals, Entertainment and Miscellaneous ExpensesAppendix E: Guidance for Combined Business and Personal Travel Appendix F: Guidance for Spousal/Family Member Travel Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds, 1033 Massachusetts Ave., 3rd FloorCambridge, MA 02138Email:financialpolicy@harvard.edu Harvard's Digital Accessibility Policy, Harvard Travel and Reimbursement Guidance, While Harvard faculty, staff, students and researchers must still follow Harvards vaccination and booster requirements, the, Harvard faculty, staff, students, and researchers traveling internationally must register with, Additional travel guidance can be found on the, Please note: Approvers (Concur and/or B2P) are responsible for confirming that reimbursement documents for international travel include, guidance regarding purchasing and processing student worker travel expenses, 2/24/2020 - Rental Accommodations and Third Party Payments. endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream Foreign Travel Guidance for International Researchers. F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U 0000110330 00000 n As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. 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. Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. 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 0000138551 00000 n 0000083468 00000 n Learn more and register on the Harvard Training Portal. 0000009736 00000 n 0000003453 00000 n c: Unfortunately 2015). The complete Sponsor Travel Policy is atOSP Policies. WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. NOTE: See policy clarifications to the right. There are minor exceptions to these regulations. 100% Safe Payment. The Master in Real Est If exceptions arent documented as needed, the expense cannot be charged to federal funds. 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. 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 Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. 0000011914 00000 n WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. Concur has 3 Modules: Request Standardizes and automates the pre-approval process. WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 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 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. m6`eN N>`ap,g R+ l'0kefp.ZKfH2`Ue2cl) z?s7G@b[ a0 H3 0000036762 00000 n Exceptions must be documented at the time of booking. hybrid schedule to be determined. 0000001867 00000 n Repeats every week every Monday until Mon May 22 2023 . Effective 01/01/2018, as part of the Tax Cuts and Jobs Act (TCJA), all payments to staff and faculty for permanent relocation (moving) expenses must be treated as taxable income. WebVendor Training: RFP Essentials. 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. For more information, please contact us at fasasap@fas.harvard.edu. Set up Mobile PIN 1. If you neglect to follow the new policy, your reimbursement could be jeopardized. Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that 0000221885 00000 n 0000014297 00000 n 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. 0000343047 00000 n \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| Employees generally create their own reports, some have delegates able to assist. Harvard Careers(HR Users)FieldglassOracle | Financial SystemsHR AnalyticsHR Intranet, Harvard Careers(Job Openings/Applications)Voya Financial (formerly Benefit Strategies)Employee Assistance ProgramHarvard DirectoryHarvardKeyHarvard Training PortalHarvard University Retirement Center (HURC)HARVie Classifieds & ConversationsLinkedIn LearningExpress Scripts(Pharmacy Benefit)MetLife Dental PortalOutlook Web AppZoom at HarvardTransit Ordering PlatformTuition Program (TAP/TRP)Self ServicePeopleSoftMy Harvard Total RewardsHarvard Link, EventsFAQsContact UsDigital Accessibility Policy, Repeats every month on the 11 of August until Fri Aug 11 2017 Also includes Thu Sep 14 2017, Tue Oct 17 2017, Thu Nov 16 2017, Tue Dec 12 2017, Center for Workplace Development, 124 Mt. WebLog in to Concur at travel.harvard.edu/concur. This course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees.

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