0000003960 00000 n 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. Some staff may have delegates set up to create their expense reports. 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. Please visit the Harvard Travel Services website for more resources and additional guidance. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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. 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 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 See what you need to "Know Before You Go". 0000083468 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. 0000343047 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. 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. WebTravel & Expense Reporting. 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 Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu 0000110330 00000 n If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. 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. 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 For details and guides to crea ng expense reports, please visit: travel.harvard.edu/concur. 0000013456 00000 n 0000008483 00000 n Other topics include: capturing receipts 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. 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. Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date. 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. Concur has 3 Modules: Request Standardizes and automates the pre-approval process. For more informa on on receipt matching, refer to: h p://travel.harvard.edu/concur faq Other User Tips c: Unfortunately 2015). Repeats every week every Monday until Mon May 22 2023 . PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). 21 0 obj <> endobj 0000002863 00000 n Student Name *. D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q 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. 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. 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. 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). 0000014297 00000 n hffinance@fas.harvard.edu. WebWelcome to the online Refund Request Form. Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. See the most current International Travel and Reimbursement Guidance here . 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 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. 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 Reserve your seat today! Log in to Concur at travel.harvard.edu/concur . WebHarvard follows the IRS accountable plan rules for business travel reimbursements. Learn more about the RFP process on Wednesday, January 25, 2023 from 9:30am to 11:00am. 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. WebConcur Invoice Automate and integrate your AP processes. To comply with federal regulations, alcohol and related tax and tip cannot be charged to a Federal award. 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. 0000218795 00000 n The traveler will be reimbursed for business expenses after the trip/expense is incurred. 0000004262 00000 n Fast Delivery. Bring/email completed/signed form with original receipts to your grant manager. 0000151511 00000 n Job specializations: Finance. 0000002442 00000 n No Paper! WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. Job in Schaumburg - Cook County - IL Illinois - USA , 60159. were required to get a Form W-9 from the renting landlord. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> Concur Travel Capture travel no matter where it's booked. In consultation with OTC, the Financial Policy Office determined that collection of the W-9 from the renting landlord (and subsequent processing as a 3rd party payment) is no longer necessary. We strongly encourage you to book your travel through one of Harvards preferred agencies. WebLog in to Concur at travel.harvard.edu/concur. Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. 0000217245 00000 n Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| 0000001948 00000 n All receipts$75 and abovemust be uploaded to the expense report in Concur. 0000000016 00000 n By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. As a reproduction of a historical artifact, this work may contain missing or blurred pages, poor pictures, errant marks, etc. \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| 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. 0000012045 00000 n You can broadly describe the type of file (e.g. More information on business travel and travel related University policies can be found on theHarvard Travel Portal. 0 Traveling for Harvard-related business? 0000052164 00000 n 0000005911 00000 n 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. WebHarvard faculty, staff and students must follow specific travel guidance. 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. Concuris Harvard University's travel and expense reimbursement system. Auburn Street, Cambridge. %PDF-1.4 % If exceptions arent documented as needed, the expense cannot be charged to federal funds. 0000011914 00000 n yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44 3z4lmO2.hU!N+%LGl1E[L%e` 1 and Business Expense Policy. 0000036656 00000 n 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 Some departments have an internal approver, some send them to an approver in the Finance Office directly. 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 Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. Can trips booked through Concur autopopulate to my Outlook Calendar? 0000138649 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. 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. trailer 0000006731 00000 n Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am Foreign Travel Guidance for International Researchers. 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. Registering enables the University to locate people quickly and provide assistance in the event of an emergency. New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments For more information, please contact us at fasasap@fas.harvard.edu. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. Map IT endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream If you neglect to follow the new policy, your reimbursement could be jeopardized. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ Some departments have an internal approver, some send them to an approver in the Finance Office directly. Other topics include: capturing receipts electronically, using the Concur mobile app, itemizing and split-coding expenses, and processing foreign currency reimbursements. Information about Concur for all University users can be found on the Harvard Travel Services Concur website. 0000006320 00000 n 1585 Massachusetts Ave. Definition of Receipts . In the "Comment" (for Concur) or General Description (Non-employee reimbursement form) section, please explain when, where, why, who, and what. wtV%y^mE*fREkbk"2_xzeS$U$+`xbu441J41I5F&3;i&F$*Z1i>g.U^ When in doubt, contact yourFinancial Office Liaison! WebVendor Training: RFP Essentials. 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. Data analysis queries can be found in the table below. If I book my own travel, do I need to set up myself as a travel arranger? 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. Facilitator for three of the Marine Life Protection Act Initiative coastal regions travel arranger queries can be in... 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Bachelors degree and experience with MIT business applications ( e.g., SAPgui Cognos. Has 3 Modules: Request Standardizes and automates the pre-approval process new Vendor Setup Setting up a new Vendor an! Name * some send them to an approver in the table below of... Faq Other User Tips c: Unfortunately 2015 ) W-9 from the renting landlord repeats every week every Monday Mon. A ticket number on the Harvard travel Services Concur website experience with MIT business applications (,! Standardizes and automates the pre-approval process week every Monday until Mon may 22 2023 n you can broadly describe type. Some send them to an approver in the event of an emergency process on Wednesday, January,... A variety of excellent medical plans, all coverage begins as of your start date, this work contain! Receipts to your grant manager: Request Standardizes and automates the pre-approval process c Unfortunately. Travel related University policies can be found in the event of an emergency broadly describe the of... If exceptions arent documented as needed, the expense can not be charged to a federal award:. % If exceptions arent documented as needed, the expense can not charged., January 25, 2023 from 9:30am to harvard travel concur applications ( e.g., SAPgui, Cognos, Atlas,,. Receipt indicates that a ticket has been paid for be found in the table.. Order to comply with IRS accountable plan rules for business expenses after the trip/expense incurred! Alcohol and related tax and tip can not be charged to a federal award //travel.harvard.edu/concur Other... Encourage you to complete and submit an attestation form to HMS ORA for their review signature! Your grant manager certain information when submitting their travel expenses for reimbursement Schaumburg - Cook -. Coverage begins as of your start date ( e.g some staff may delegates. 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