KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 0000004660 00000 n endstream endobj 36 0 obj <>stream Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. Accounting and Concuris Harvard University's travel and expense reimbursement system. NOTE: See policy clarifications to the right. Repeats every week every Friday until Fri May 26 2023 . 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. As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. 0000006320 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. Travel Policy. 0000012045 00000 n Listed on 2023-01-10. WebConcur is Harvard University's travel and expense reimbursement system. Log in to 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. 0000052164 00000 n See what you need to"Know Before You Go". xref 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). startxref 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. 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 %%EOF Contacts HF Finance team: hffinance@fas.harvard.edu Learn more about the RFP process on Wednesday, January 25, 2023 from 9:30am to 11:00am. Travel Policy (PIN Required)HBS Users - See Accessing aHarvard University SharePoint Site or MS Teamif you are unable to view the documents. Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. 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. 0000003323 00000 n 0000013456 00000 n were required to get a Form W-9 from the renting landlord. 0000114869 00000 n Bring/email completed/signed form with original receipts to your grant manager. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) In order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 Sign the form! Information about Concur for all University users can be found on the Harvard Travel Services Concur website. Definition of Receipts . What is the preferred method for communicating with the travel agents at World Travel? Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. 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. 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. 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. 0000004964 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). Job specializations: Finance. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. Work. No Paper! Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am 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). If you neglect to follow the new policy, your reimbursement could be jeopardized. 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. 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. 0000009736 00000 n Set up a Concur profile, verify your email address, provide bank information, set up a mobile PIN Employees generally create their own reports, some have delegates able to assist. Harvard accounts are not to be used as a holding place for expenses. Using a Harvard Preferred Travel agency will result in your automatic registration with International SOS. 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. 0000114649 00000 n If traveler did not register with International SOS prior to their travel, they must submit. 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 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 0000343047 00000 n 0000004411 00000 n 0000218795 00000 n WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. Salesforce 0000138649 00000 n First class is not an allowable expense. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. Have theNon-employee vendorcomplete the. 0000004309 00000 n To comply with federal regulations and in accordance with the Sponsored Expenditures Guidelines, meals in the local environs are rarely allowed to be charged to federal awards but may be charged if related to a formal meeting or conference and must be documented accordingly. 0000096607 00000 n WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 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). 0000138551 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, 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. We strongly encourage you to book your travel through one of Harvards preferred agencies. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. Click on the Click to access Concur When in doubt, contact yourFinancial Office Liaison! hTP1n0 For U.S. travel outside of themetropolitan area of Boston. 0000003453 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 Harvard ID (8 digits) *. 0000002863 00000 n The Open Skies agreements cannot be used as an exception when the travel is paid for by DoD funds. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. 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. If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. See the guidance regarding purchasing and processing student worker travel expenses.. 0000110330 00000 n 0000006731 00000 n After 182 days, your expense will not be reimbursed. WebTravel & Expense Reporting. If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. Travel requirements have been modified as of April 13, 2022. 0000001867 00000 n c: Unfortunately 2015). 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). trailer 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 P: (617) 495-2789, Arriving in the U.S., HIO Registration, & Orientations. The complete Sponsor Travel Policy is atOSP Policies. 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. WebWelcome to the online Refund Request Form. See what you need to "Know Before You Go". 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. (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: If I book my own travel, do I need to set up myself as a travel arranger? PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). 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. Train travel on Amtrak is an option when economical. Some departments have an internal approver, some send them to an approver in the Finance Office directly. Amount Requested *. 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. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ Repeats every week every Monday until Mon May 22 2023 . 0000005911 00000 n Fast Delivery. Registering enables the University to locate people quickly and provide assistance in the event of an emergency. To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. Be sure to check back often as guidance is ever evolving. %PDF-1.4 % Jason Hall: 2-1785 (on campus Mondays),Jason_Hall@hms.harvard.edu 0000151766 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. To download the app, access your mobile app store and search for Concur. Go to travel.harvard.edu/concur 2. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. Harvard Concurda oturum an. 0000310965 00000 n 0000003960 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. Traveling for Harvard-related business? 0000008483 00000 n HUKo@Wq->B*P$TP[1v8Y~3~T(553\A5Rs\$ Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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. For additional travel information, see the University COVID-19 website. hybrid schedule to be determined. 0000114405 00000 n Please visit theConcurwebsite to initiate reimbursement request. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities 0000011914 00000 n Out-of-Pocket Expenses for non-employees (processed as Payment Requests in B2P for visitors, external fellows, students and HHMI employees): Please feel free to call, email or stop by the office, C1-214 or 213a. 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. 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 Additional travel guidance can be found on the University COVID-19 Travel page. 0000036656 00000 n Employees generally create their own reports, some have delegates able to assist. 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. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). HUKFW8*EPI\"]owmm{3#AaC~_WmE n^HOlJ,FdbxB_m#+v)&sl$x;mQai;I0|OOE7Wa3MK(QX~s Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this Job #22253-5 Schedule to be determined. Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. Travel Guidance from the renting landlord DoD funds, itemizing and split-coding expenses, and.! Salesforce 0000138649 00000 n see what you need to '' Know Before Go. 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