harvard travel concur

Exceptions must be documented at the time of booking. 0000005911 00000 n To download the app, access your mobile app store and search for Concur. WebFor addi onal job aides, references and FAQs, please visit: travel.harvard.edu/concur. 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 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. Can trips booked through Concur autopopulate to my Outlook Calendar? Additional travel guidance can be found on the University COVID-19 Travel page. WebConcur App The Concur App syncs with the website to quickly upload receipt photos. 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. 0000004660 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 The complete Sponsor Travel Policy is atOSP Policies. View civil litigation..docx from MANAGEMENT MGT 621-02 at Harvard University. Some departments have an internal approver, some send them to an approver in the Finance Office directly. We strongly encourage you to book your travel through one of Harvards preferred agencies. These three regions collectively include State waters from the U.S.-Mexico border Log in to Concur. Job specializations: Finance. 0000310965 00000 n There are minor exceptions to these regulations. c: Unfortunately 2015). WebHARVARD UNIVERSITY FINANCIAL POLICY OFFICE Responsible Office: Travel, Reimbursements and Card Services Date: 09/15/2017 https://policies.fad.harvard.edu/ Title: Definition of Receipts Page 1 of 4. 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. dT$ix?*[Kv4bj5oE9q|ZMR\'PWLfq0#=G:+&8q8N Qh_%(h4V\q-G]\:VrC27>Sno3Sf*3*w2TVq_oc9emR), 8'[rkrg`V^Q b"8 Registering enables the University to locate people quickly and provide assistance in the event of an emergency. Elmira Dhroso: 2-1210,Elmira_Dhroso@hms.harvard.edu Harvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 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. xref 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. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44 3z4lmO2.hU!N+%LGl1E[L%e` 1 0000004411 00000 n 0000220341 00000 n 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 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. Traveling for Harvard-related business? Get Help Overview: Concur Training Page; Concur FAQ; Concur Office Hours Mondays and Wednesdays 11am Employees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 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. By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. Have theNon-employee vendorcomplete the. 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). Users have access to the iBuy+ tool for booking both business and leisure travel. 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. 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 0000011914 00000 n When in doubt, contact yourFinancial Office Liaison! 0000083468 00000 n Cambridge, MA 02138 HUMo6W#XH=4AVdd-BU%kvryKV@E.*>{JRP*YQ|G'fqI+**A9U&3xN 6AQJ!A$C. Job Summary : The Harvard University Graduate School of Design (GSD) offers graduate degrees in Architecture, Landscape Architecture (LA) and Urban Planning and Design (UPD). Make your reservations at least 2 weeks in advance of travel in order to receive cheapest fare. 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. WebQuick Steps Fill out applicable sections of reimbursement forms. mG?FKxc3?4>\==kaU)*x)!c+ f wlcV8Bo\,,6**<28PYM`Sq|+fo#[)eKww]h"h |2f7w)6 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. New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments Travelers can file reports, upload receipts and add details from the road! 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 more information, please contact us at fasasap@fas.harvard.edu. 0000077457 00000 n Civil Litigation MODULE CODE: BMLW5003 Question 1: a: Mr. Wheeler is eligible to methods of funding. Click on the Click to access Concur For additional guidance on Travel and Reimbursement policies, preferred purchasing methods and vendors, and how to get reimbursed, please see the resources below: What Do I Need To Know Access Concur, Travel and Reimbursement Policies Travel Resources/Forms, Corporate/Department Cards Contact/Support, 150 Western Ave, Allston, MA 02134 0000051930 00000 n 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. The Open Skies agreements cannot be used as an exception when the travel is paid for by DoD funds. Amount Requested *. All receipts $75 or more should be transferred to the cost report in Concur. Travel requirements have been modified as of April 13, 2022. Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. 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. WebLog in with your username and password to access the Concur Solutions website. 0000012308 00000 n NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. 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. 0000077189 00000 n For additional travel information, see the University 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. were required to get a Form W-9 from the renting landlord. Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. Contacts HF Finance team: hffinance@fas.harvard.edu 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. If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. Accounting. Use may be monitored, and improper use of the HarvardKey system or those resources may result in disciplinary action and civil and criminal charges. Please let us know if you have any questions or concerns. After 182 days, your expense will not be reimbursed. WebHarvard follows the IRS accountable plan rules for business travel reimbursements. Definition of Receipts . Be sure to check back often as guidance is ever evolving. 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. Travel Policy. Melanie Hill: 2-3080,Melanie_Hill@hms.harvard.edu 0000014297 00000 n %PDF-1.4 % Copyright 2023 The President and Fellows of Harvard College, Payments for Employee and Non-employee Reimbursements, Office of Financial Strategy and Planning. No Paper! 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. were required to get a Form W-9 from the renting landlord. See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally. 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 order to avoid these potential issues, HMS has developed the following guidance: 240 Longwood Avenue, C-213 Visit the Harvard Travel Services Website: or call (617) 495-8500, option 2. 0000002442 00000 n WebConcur is Harvard University's travel and expense reimbursement system. Go to travel.harvard.edu/concur 2. 0000138551 00000 n 0000221885 00000 n 0000008483 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 Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. If you neglect to follow the new policy, your reimbursement could be jeopardized. \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| 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. <<9A070BC3D9919742AD721764755558F6>]/Prev 901475>> 0000051415 00000 n If you incur an expense for which you will ultimately be reimbursed by an entity other than Harvard, a Harvard account cannot be charged in the meantime. All employee reimbursements are now processed through Concur. 0000011470 00000 n There are severalgoods and services that should NOT be submitted for payment or reimbursement. How do you book travel for someone that does not have a corporate card? Can I book my personal travel through Concur? Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. 2/24/2020 - Rental Accommodations and Third Party PaymentsHistorically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) 0000110330 00000 n 0000138649 00000 n 1/9/23 Apply Now Contact & Location 617-495-2595 Email ocsrecep@fas.harvard.edu Harvard University 54 Dunster Street Cambridge, MA OCS 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. Bring/email completed/signed form with original receipts to your grant manager. 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. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities Please read and share with appropriate faculty and staff. 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. 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. Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. 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. 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. 0000000016 00000 n 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 WebHarvard faculty, staff and students traveling on behalf of Harvard must follow specific travel guidance. 81 0 obj <>stream Repeats every week every Friday until Fri May 26 2023 . https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement 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. Map IT First class is not an allowable expense. 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