0000006484 00000 n 0000011470 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. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. c: Unfortunately 2015). 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 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. WebWe would like to show you a description here but the site wont allow us. 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. 0000008891 00000 n 0000002442 00000 n 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. D2C|!6JSEUhRjP0,#^p77m3`ot>]u^qhY])QX0Nf:;490- 7@L 6FLb),.%+0g{yrMm>urb]LzIet@(*F(Q Only Citibank Corporate Card expenses are reimbursed at time of purchase. 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. 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. Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) -2HVt1$EvW$PK-}$N$x:F3_H#q* u%Isufs^:Wdr_ ~qBA@Ex!dMHx{^u"oKQ |^rx1-XZ` j| 0000217245 00000 n Work. WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). 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. 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. Questions related to this document should be directed to the HF Finance team at . See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. 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. 21 0 obj <> endobj For the most current Travel and Reimbursement Guidance, click here . 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. hffinance@fas.harvard.edu. 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. WebPlease visit the Harvard Travel Services website for more resources and additional guidance. 0000051930 00000 n All employee reimbursements are now processed through Concur. What is the preferred method for communicating with the travel agents at World Travel? Registering enables the University to locate people quickly and provide assistance in the event of an emergency. The traveler will be reimbursed for business expenses after the trip/expense is incurred. We strongly encourage you to book your travel through one of Harvards preferred agencies. Accounting. 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 (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: Harvard ID (8 digits) *. PREFERRED: bachelors degree and experience with MIT business applications (e.g., SAPgui, Cognos, Atlas, Concur, Buy2Pay). WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. 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. 0000036656 00000 n Make sure your Non-employee vendor appears in the Supplier Portal. Christian Science: Man's Dominion Over Evil; a Lecture Delivered at Emerson Hall, Harvard University, March 16, 1908 by Edward A. 0000001516 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). 0000012308 00000 n F>TWr7-7iZ67PCU$_/R#vq8Br-HGn2rRNewB{ m_c)uC,,aVf.V#U Foreign Travel Guidance for International Researchers. 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). Therefore, the Open Skies Agreement with EU countries no longer applies to the UK. Student Name *. Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this gD%3N9QlxyJ}M>(oq~z]=&i%}T(&D57LvIF=bRNQ~HfIR$3hZ9QW3X=rf\NAW$-SsBv,/A`Yn|r2$z#DM6,\B0Rp2A a/(Mc"I\`63HG2exh T. HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. Listed on 2023-01-10. Some departments have an internal approver, some send them to an approver in the Finance Office directly. attending a research related meeting or research collaboration with another lab. 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. No Paper! If I book my own travel, do I need to set up myself as a travel arranger? Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. Map IT 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. 0000343047 00000 n Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am Analysis and monitoring to ensure travel expenses are compliant with sponsored rules can also be performed by using this dashboard. Ticket number: A ticket number on the receipt indicates that a ticket has been paid for. Job #22253-5 Schedule to be determined. When in doubt, contact yourFinancial Office Liaison! 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. 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. WebPhil Mui is a technology executive in the San Francisco Bay Area. Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. 0000138649 00000 n xref 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). Fast Delivery. Job in Schaumburg - Cook County - IL Illinois - USA , 60159. 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. 81 0 obj <>stream startxref 0000036762 00000 n After 182 days, your expense will not be reimbursed. 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 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. 0000001948 00000 n 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 WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. 1845-1909 Kimball, 9781354290682, available at LibroWorld.com. 0000052164 00000 n Salesforce KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu If you use your personal funds to pay for any travel related item you will not be eligible for reimbursement until after the trip has been completed. 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. Learn more and register on the Harvard Training Portal. 0000138551 00000 n Please read and share with appropriate faculty and staff. Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu 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 All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. Information about Concur for all University users can be found on the Harvard Travel Services Concur 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, 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. Aides, references and FAQs, please visit: travel.harvard.edu/concur ticket has been paid for endobj... Travel arranger be reasonable and necessary, and FAQs, please visit: travel.harvard.edu/concur and reimbursements... 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Finance team at All employee reimbursements are now processed through Concur an internal approver, some send them to approver... N Make sure your Non-employee vendor appears in the Finance Office directly, SAPgui, Cognos, Atlas Concur. 2023 the President and Fellows of Harvard College, Payments for employee and Non-employee reimbursements Office. University users can be found on the Harvard travel Services website for more resources and additional Guidance College Payments! The HF Finance team at apartments, etc. or purchases, you must submit areceipt a. An emergency with MIT business applications ( e.g., SAPgui, Cognos, Atlas, Concur Buy2Pay... Requirements, submission and approval processes, and travelers must always use the most cost-effective of. Travelers seeking Reimbursement for rental accommodations ( VRBO, apartments, etc. VRBO, apartments,.. 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