0000003960 00000 n 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. 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. Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu (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: Log in to Concur. 21 61 All receipts $75 or more should be transferred to the cost report in Concur. 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. To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. Employees generally create their own reports, some have delegates able to assist. 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. 0000036762 00000 n 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. 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 Can trips booked through Concur autopopulate to my Outlook Calendar? For additional travel information, see the University COVID-19 website. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. Foreign Travel Guidance for International Researchers. Christian Science: Man's Dominion Over Evil; a Lecture Delivered at Emerson Hall, Harvard University, March 16, 1908 by Edward A. WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. trailer In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 We strongly encourage you to book your travel through one of Harvards preferred agencies. 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). First class is not an allowable expense. 0000003323 00000 n hTP1n0 See the most current International Travel and Reimbursement Guidance here . Definition of Receipts . These three regions collectively include State waters from the U.S.-Mexico border New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream 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 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. 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. 0000077189 00000 n Harvard Travel Services website. BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. 0000001948 00000 n c: Unfortunately 2015). startxref Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. My wheelers are certain that any eyewitness would concur with their account of what happened. 0000310965 00000 n dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8 Questions related to this document should be directed to the HF Finance team at . For the most current Travel and Reimbursement Guidance, click here. Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. 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 After 182 days, your expense will not be reimbursed. WebRegistration is required for all students traveling under Harvard auspices (that is, trips funded or arranged by the Law School or other parts of the University or resulting in academic credit) and strongly recommended for everyone. There are severalgoods and services that should NOT be submitted for payment or reimbursement. P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. 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. See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies 1845-1909 Kimball, 9781354290682, available at LibroWorld.com. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. 0000008483 00000 n Some departments have an internal approver, some send them to an approver in the Finance Office directly. Job specializations: Finance. 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. 0000114869 00000 n 0000005911 00000 n https://travel.harvard.edu/traveling-rail. All corporate card payments are now processed throughConcur. 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. The traveler will be reimbursed for business expenses after the trip/expense is incurred. Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. 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 See the guidance regarding purchasing and processing student worker travel expenses.. Exceptions must be documented at the time of booking. 0000002577 00000 n Only Citibank Corporate Card expenses are reimbursed at time of purchase. Nathaniel Nickerson: 2-0007,Nathaniel_Nickerson@hms.harvard.edu Can I book my personal travel through Concur? mG?FKxc3?4>\==kaU)*x)!c+ f wlcV8Bo\,,6**<28PYM`Sq|+fo#[)eKww]h"h |2f7w)6 %PDF-1.4 % 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. 0000217245 00000 n 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). 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. 0000036656 00000 n Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. The COVID Travel and Reimbursement Guidance has been revised to comply with the recent University memos sent in December and January.. 0000004262 00000 n 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. Stacey Kelliher Tully: 2-4974,Stacey_Tully@hms.harvard.edu As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. 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. 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. Repeats every week every Friday until Fri May 26 2023 . WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). Salesforce 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. WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) When in doubt, contact yourFinancial Office Liaison! Log in to Concur at travel.harvard.edu/concur . Job #22251-6 Part-time (30 hrs/wk.) 1585 Massachusetts Ave. Registering enables the University to locate people quickly and provide assistance in the event of an emergency. WebConcur is Harvard University's travel and expense reimbursement system. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). 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. Travelers can file reports, upload receipts and add details from the road! Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. 0000114405 00000 n 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. 0000051677 00000 n See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. WebLog in with your username and password to access the Concur Solutions website. No Paper! 0000110232 00000 n 0000000016 00000 n 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 For more information, please contact us at fasasap@fas.harvard.edu. Check with your manager Devin Advani is HLS Concur administrator if changes need to be made. Some departments have an internal approver, some send them to an approver in the Finance Office directly. WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. 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). Amount Requested *. 0000004660 00000 n 0000012308 00000 n Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu Concur has 3 Modules: Request Standardizes and automates the pre-approval process. As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. Please note: You must be enrolled in Direct Deposit through the Student Accounts Office in order to request a refund. WebTravel & Expense Reporting. Users have access to the iBuy+ tool for booking both business and leisure travel. Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. Please let us know if you have any questions or concerns. 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. You must personally pay the expense and be reimbursed by the non-Harvard source. 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. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Train travel on Amtrak is an option when economical. Find class information here. Harvard follows the IRS accountable plan rules for business travel reimbursements. Sign the form! Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. 0000343047 00000 n 81 0 obj <>stream 0000008642 00000 n Job #22253-5 Schedule to be determined. 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. WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. 0000006484 00000 n You can broadly describe the type of file (e.g. 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. 0000002128 00000 n WebWelcome to the online Refund Request Form. 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. For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips WebWe would like to show you a description here but the site wont allow us. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. 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. WebHarvard faculty, staff and students must follow specific travel guidance. 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. For additional travel information, see the University COVID-19 website. 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). HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ 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. 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