harvard travel concur

WebWelcome to the online Refund Request Form. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 0000138551 00000 n Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. 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). 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. 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. 0000114649 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). xref 0000114405 00000 n KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 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. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. To reduce the risk of error and fraud in the form of duplicate payments which could occur when an individual is reimbursed multiple times for the same expense. Student Name *. Can trips booked through Concur autopopulate to my Outlook Calendar? If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8 0000007628 00000 n If I book my own travel, do I need to set up myself as a travel arranger? In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. 0000014297 00000 n 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) Data analysis queries can be found in the table below. yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44 3z4lmO2.hU!N+%LGl1E[L%e` 1 WebLog in with your username and password to access the Concur Solutions website. 0000036762 00000 n Work. Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. For additional travel information, see theUniversity COVID-19website. 0000012615 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. 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. After 182 days, your expense will not be reimbursed. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. You can broadly describe the type of file (e.g. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. Train travel on Amtrak is an option when economical. See what you need to "Know Before You Go": Online Booking Tool Preferred Agencies 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). 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 Auburn Street, Cambridge. 0000077189 00000 n Additional travel guidance can be found on the University COVID-19 Travel page. 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. WebThis policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. 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). Log in to Concur. Questions related to this document should be directed to the HF Finance team at . 21 61 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. Traveling for Harvard-related business? Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. Salesforce What is the preferred method for communicating with the travel agents at World Travel? WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). Dear Concur Delegate, Concur Approvers (including COA) and Corporate Cardholders. The complete Sponsor Travel Policy is atOSP Policies. How our solutions help We give businesses the power to 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 hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ 0000004262 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. This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc. Go to travel.harvard.edu/concur 2. 0 BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. 0000003960 00000 n 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. -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| When in doubt, contact yourFinancial Office Liaison! hybrid schedule to be determined. \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| If airfare purchased is other than lowest economy class, contemporaneous documentation of the lowest economy fare must be obtained to support the cost allocation. For the most current Travel and Reimbursement Guidance, click here . 0000110330 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 0000004309 00000 n 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 Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. 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). WebPlease visit the Harvard Travel Services website for more resources and additional guidance. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. 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. To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. 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. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 0000077457 00000 n 0000011914 00000 n All receipts $75 or more should be transferred to the cost report in Concur. 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. 0000138747 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 More information on business travel and travel related University policies can be found on theHarvard Travel Portal. Repeats every week every Monday until Mon May 22 2023 . Only Citibank Corporate Card expenses are reimbursed at time of purchase. Listed on 2023-01-10. Registering enables the University to locate people quickly and provide assistance in the event of an emergency. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this 0000010511 00000 n 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. https://travel.harvard.edu/traveling-rail. HLS cannot pay late fees on Corporate Cards. 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. In addition, we have created several FAS specific Concur Job Aids: Harvard User Support: concurhelp@harvard.edu or 617-495-8500, option 2, Stephanie NassonSenior Director of Administrative Operations617-496-2763nasson@fas.harvard.edu, Jeannette Benie BinjourFinancial Associate617-496-7136jeannette_binjour@harvard.edu, Angel VelardeData Analyst617-496-2760angelvelarde@fas.harvard.edu, View allTraining and Support (ASAP) Staff.

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