harvard travel concur

WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). 0000002128 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 Payments for Employee and Non-employee Reimbursements 0000007628 00000 n Other topics include: capturing receipts Concur has 3 Modules: Request Standardizes and automates the pre-approval process. Exceptions must be documented at the time of booking. Travel Policy. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. Set up Mobile PIN 1. 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. 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 0000002863 00000 n 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). _________________________________________________________________________. hybrid schedule to be determined. Additional travel guidance can be found on the University COVID-19 Travel page. Lola Yao: 2-2408,Chunyan_yao@hms.harvard.edu. %%EOF 0000138649 00000 n We strongly encourage you to book your travel through one of Harvards preferred agencies. To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. 0000343047 00000 n See the U.S. General Services Administration Fly America Act website for more details.Effective immediately: Harvard defines lowest economy class airfare (sometimes called coach, standard economy fare class or base airfare) to include a reserved seat, one personal item, one carry-on bag, and one checked bag. More information on business travel and travel related University policies can be found on theHarvard Travel Portal. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Data analysis queries can be found in the table below. For details and guides to crea ng expense reports, please visit: travel.harvard.edu/concur. Please visit theConcurwebsite to initiate reimbursement request. Job specializations: Finance. Amount Requested *. xref 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. Log in to Concur at travel.harvard.edu/concur . 0000217245 00000 n -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. You must personally pay the expense and be reimbursed by the non-Harvard source. For more information, please contact us at fasasap@fas.harvard.edu. In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 0000052164 00000 n 0000138747 00000 n 0000036762 00000 n 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 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. Accounting and Finance, Financial Analyst, Financial Compliance. Employees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 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. 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. 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. 0000220341 00000 n Meals are not reimbursed for One-day trips. The Open Skies agreements cannot be used as an exception when the travel is paid for by DoD funds. Learn more and register on the Harvard Training Portal. 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. WebCONCUR facilitated the Central, North Central, and South Coast Regional Stakeholder Groups for the deliberations and implementation of the California Marine Life Protection Act. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. 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. The COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. 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. endstream endobj 41 0 obj <>stream 0000114649 00000 n Salesforce 0000077457 00000 n Worldwide Delivery. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. Harvard ID (8 digits) *. WebTravel & Expense Reporting. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 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. 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 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. 0000004660 00000 n 0000012615 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. 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. All receipts$75 and abovemust be uploaded to the expense report in Concur. Civil Litigation MODULE CODE: BMLW5003 Question 1: a: Mr. Wheeler is eligible to methods of funding. Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. Traveling for Harvard-related business? 0000012308 00000 n Nathaniel Nickerson: 2-0007,Nathaniel_Nickerson@hms.harvard.edu Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. Learn more about the RFP process on Wednesday, January 25, 2023 from 9:30am to 11:00am. endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream You can broadly describe the type of file (e.g. WebQuick Steps Fill out applicable sections of reimbursement forms. Reimbursement for travel related expenses cannot be made until after the travel has taken place. 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 D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q 0000002577 00000 n To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. 0000011470 00000 n Go to travel.harvard.edu/concur 2. 0000006731 00000 n 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 and Business Expense Policy. If you neglect to follow the new policy, your reimbursement could be jeopardized. Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. 0000003453 00000 n WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. 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. 0000036656 00000 n PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). 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. Please read and share with appropriate faculty and staff. 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. 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. Richard A. and Susan F. Smith Campus Center, Room 864 0000011914 00000 n WebHarvard follows the IRS accountable plan rules for business travel reimbursements. Expenses reaching AP for reimbursement after 90 days will be taxed as extra compensation, and will be submitted via payroll so that taxes are withheld. The complete Sponsor Travel Policy is atOSP Policies. 0000012045 00000 n WebConcur Invoice Automate and integrate your AP processes. These three regions collectively include State waters from the U.S.-Mexico border 0000008483 00000 n Accounting and Concur Travel Capture travel no matter where it's booked. WebVendor Training: RFP Essentials. 1845-1909 Kimball, 9781354290682, available at LibroWorld.com. 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. https://travel.harvard.edu/traveling-rail. First class is not an allowable expense. Log in to Concur. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. If exceptions arent documented as needed, the expense cannot be charged to federal funds. WebThe HarvardKey system, and the systems, data, and other resources that require HarvardKey authentication for access, are only for legitimate Harvard University users. 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. c: Unfortunately 2015). Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 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 0000151511 00000 n 0000003323 00000 n 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. m6`eN N>`ap,g R+ l'0kefp.ZKfH2`Ue2cl) z?s7G@b[ a0 H3 HUKFW8*EPI\"]owmm{3#AaC~_WmE n^HOlJ,FdbxB_m#+v)&sl$x;mQai;I0|OOE7Wa3MK(QX~s 0000008891 00000 n If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. Work. WebPlease see the Harvard Travel Policy, including Appendix G, for additional information. 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. Sign the form! 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. HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ 0000138551 00000 n To comply with the Fly America Act and the terms of Department of Defense (DoD) awards. 0000010511 00000 n Dear Concur Delegate, Concur Approvers (including COA) and Corporate Cardholders. No Paper! 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. This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. 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. How do you book travel for someone that does not have a corporate card? Full Time position. yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44 3z4lmO2.hU!N+%LGl1E[L%e` 1 \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| Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu 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 There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. 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. 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. 0000004215 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. Receipts, following Harvard policy and local school or unit processes. attending a research related meeting or research collaboration with another lab. Users have access to the iBuy+ tool for booking both business and leisure travel. 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 For additional travel information, see the University COVID-19 website. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this 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. 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. 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. Reserve your seat today! 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. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. 0000083468 00000 n Harvard Travel Policy. 1/9/23 Apply Now Contact & Location 617-495-2595 Email ocsrecep@fas.harvard.edu Harvard University 54 Dunster Street Cambridge, MA OCS 0000006484 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. 0000004262 00000 n The Master in Real Est Some departments have an internal approver, some send them to an approver in the Finance Office directly. Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 0000051930 00000 n 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 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 Accounting. Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am See the most current International Travel and Reimbursement Guidance here . 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). 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). 0000009736 00000 n See what you need to "Know Before You Go". For the most current Travel and Reimbursement Guidance, click here. HLS cannot pay late fees on Corporate Cards. 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. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. 0000005911 00000 n See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. 0000310965 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. 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. 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. 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. 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. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. 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 let us know if you have any questions or concerns. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. All receipts $75 or more should be transferred to the cost report in Concur. 0 0000008642 00000 n If traveler did not register with International SOS prior to their travel, they must submit. 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. Be sure to check back often as guidance is ever evolving. Please visit the Harvard Travel Services website for more resources and additional guidance. 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. 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). https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement 0000096607 00000 n Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities Harvard/Egencia Support: E-mail questions to fad_travelmgr@harvard.edu or call 5-8500, option 2. Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. WebWe would like to show you a description here but the site wont allow us. Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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. 81 0 obj <>stream Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. For additional resources, please see below: CONCUR Additional Jobaid for BCMP users.pdf. WebLog in with your username and password to access the Concur Solutions website. If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. 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 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. 0000001948 00000 n In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 0000001867 00000 n dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8 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 %PDF-1.4 % Harvard Concurda oturum an. 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. Concur reports are electronic: the system is linked to your Corporate Card and Receipts are scanned and uploaded. Contacts HF Finance team: hffinance@fas.harvard.edu hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ 0000000016 00000 n Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. Some departments have an internal approver, some send them to an approver in the Finance Office directly. 100% Safe Payment. 0000003960 00000 n 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. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. 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. 1585 Massachusetts Ave. 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. Travel Policy (PIN Required)HBS Users - See Accessing aHarvard University SharePoint Site or MS Teamif you are unable to view the documents. Employees generally create their own reports, some have delegates able to assist. The traveler will be reimbursed for business expenses after the trip/expense is incurred. 0000221885 00000 n When in doubt, contact yourFinancial Office Liaison! To download the app, access your mobile app store and search for Concur. Definition of Receipts . hffinance@fas.harvard.edu. 0000077189 00000 n 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). Job Summary : The Harvard University Graduate School of Design (GSD) offers graduate degrees in Architecture, Landscape Architecture (LA) and Urban Planning and Design (UPD). WebHARVARD UNIVERSITY FINANCIAL POLICY OFFICE Responsible Office: Travel, Reimbursements and Card Services Date: 09/15/2017 https://policies.fad.harvard.edu/ Title: Definition of Receipts Page 1 of 4. If I book my own travel, do I need to set up myself as a travel arranger? Job #22253-5 Schedule to be determined. 0000004411 00000 n Harvard Travel Services website. WebLog in to Concur at travel.harvard.edu/concur. 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. Copy and paste this code to your website. Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. Please visit. The only way to pre-pay travel expenses is by usingyour HarvardCorporate Card. WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 0000151766 00000 n See the guidance regarding purchasing and processing student worker travel expenses.. WebWelcome to the online Refund Request Form. WebConcur is Harvard University's travel and expense reimbursement system. 0000006320 00000 n Foreign Travel Guidance for International Researchers. 0000114405 00000 n Travelers can file reports, upload receipts and add details from the road! BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. 0000014297 00000 n This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. Repeats every week every Monday until Mon May 22 2023 . 0000218795 00000 n WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu Train travel on Amtrak is an option when economical. Find class information here. Have theNon-employee vendorcomplete the. Student Name *. Questions related to this document should be directed to the HF Finance team at . Make sure your Non-employee vendor appears in the Supplier Portal. 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. WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. There are minor exceptions to these regulations. 21 0 obj <> endobj Job #22251-6 Part-time (30 hrs/wk.) <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> Some staff may have delegates set up to create their expense reports. Traveling for Harvard-related business? 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 Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. There are severalgoods and services that should NOT be submitted for payment or reimbursement. 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. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) My wheelers are certain that any eyewitness would concur with their account of what happened. 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. Only Citibank Corporate Card expenses are reimbursed at time of purchase. Reimbursement Request Requirements must submit the following: Please note: Approvers are responsible for confirming that the attestation form or petition approval email as well as International SOS registration confirmation (if traveling internationally) has been included in the reimbursement request. By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies NOTE:Version 12/01/2015.M02 posted 10/06/2021 contains minor changes to Appendix G. Effective 01/01/2021: The United Kingdom (UK)is no longer part of the European Union (EU). HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. Click on the Click to access Concur Map IT 0000051415 00000 n Information about Concur for all University users can be found on the Harvard Travel Services Concur website. Fast Delivery. WebPhil Mui is a technology executive in the San Francisco Bay Area. After 182 days, your expense will not be reimbursed. (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: This course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. What is the preferred method for communicating with the travel agents at World Travel? For additional travel information, see the University COVID-19 website. 0000110232 00000 n 0000002442 00000 n 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. Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visithttps://finance.fas.harvard.edu/glacier. Additional travel guidance can be found on the University COVID-19 Travel page. WebThis course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. 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. Auburn Street, Cambridge. Listing for: Yanna Bee, LLC. 0000114869 00000 n To support compliance with federal regulations and to comply with Appendix G of the. 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. Repeats every week every Friday until Fri May 26 2023 . 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. 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. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. 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. Can I book my personal travel through Concur? 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. All corporate card payments are now processed throughConcur. 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. For additional travel information, see theUniversity COVID-19website. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U were required to get a Form W-9 from the renting landlord. Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ hTP1n0 Harvard follows the IRS accountable plan rules for business travel reimbursements. 0000001516 00000 n WebConcur App The Concur App syncs with the website to quickly upload receipt photos. Harvard accounts are not to be used as a holding place for expenses. Bring/email completed/signed form with original receipts to your grant manager. All employee reimbursements are now processed through 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. Travel requirements have been modified as of April 13, 2022. 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