harvard travel concur

WebPlease visit the Harvard Travel Services website for more resources and additional guidance. 0000220341 00000 n 0000138551 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. 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. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. WebConcur Invoice Automate and integrate your AP processes. 100% Safe Payment. Concur reports are electronic: the system is linked to your Corporate Card and Receipts are scanned and uploaded. hb``e``e`c`cb@ ! hixB6ujYerm+V g4NK 0000077189 00000 n Among the disallowed items are anything to do with: Important note about gift cards:Before buying any gifts or gift cards, you must refer to the related policies or reach out to yourFinance Contactfor guidance gift cards are considered cash by the IRS and are rarely allowed and must never be purchased with a PCard. m6`eN N>`ap,g R+ l'0kefp.ZKfH2`Ue2cl) z?s7G@b[ a0 H3 Set up Mobile PIN 1. 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 Harvard ID (8 digits) *. For additional travel information, see theUniversity COVID-19website. 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. See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs. startxref 0000010511 00000 n and Business Expense Policy. 0000083468 00000 n 0000051930 00000 n Repeats every week every Friday until Fri May 26 2023 . 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. 0000077457 00000 n Please visit the Harvard Travel Services website for more resources and additional guidance. Please visit theConcurwebsite to initiate reimbursement request. WebWe would like to show you a description here but the site wont allow us. endstream endobj 36 0 obj <>stream For additional resources, please see below: CONCUR Additional Jobaid for BCMP users.pdf. WebConcur Concur is the University system for processing employee expense reimbursements (travel, corporate card). To comply with the University Travel Policy: Harvard will NOT reimburse for limousine expenses under any circumstances.. 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). WebPREFERRED: familiarity with website maintenance (HTML), Google suite of products, and MIT business applications (e.g., Concur, Buy2Pay, Atlas). 0000008483 00000 n 1585 Massachusetts Ave. Work. 0000218795 00000 n 81 0 obj <>stream Job #22251-6 Part-time (30 hrs/wk.) Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit. Other topics include: capturing receipts Exceptions must be documented at the time of booking. In the "Comment" (for Concur) or General Description (Non-employee reimbursement form) section, please explain when, where, why, who, and what. yk'v]mU-Wt{n 2>n`Wz>srQ*VT9+Ta44 3z4lmO2.hU!N+%LGl1E[L%e` 1 0000003453 00000 n You are able to add expense details and comments (e.g., recruit you are visi ng, business meal a endees) to help your delegate complete the expense report. Cryo-EM/structural data, sequencing data, etc), Where you are traveling to and the dates of travel, including major stays and not just the point of initial arrival. See what you need to"Know Before You Go". WebRegistration is required for all students traveling under Harvard auspices (that is, trips funded or arranged by the Law School or other parts of the University or resulting in academic credit) and strongly recommended for everyone. HUKFW8*EPI\"]owmm{3#AaC~_WmE n^HOlJ,FdbxB_m#+v)&sl$x;mQai;I0|OOE7Wa3MK(QX~s 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. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. Review the updated COVID-19 Travel Guidance from the Universitys COVID-19 website. No Paper! were required to get a Form W-9 from the renting landlord. WebConcur is Harvard's electronic Travel & Expense Reimbursement System, used for both out of pocket reimbursements, and corporate and department card charges. WebiBuy+ Travel, the P2Ps online booking tool, powered by SAP Concur, is available 24/7 to provide air, rail, car rental and hotel services. 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. 0000052164 00000 n %%EOF Log in to Concur at travel.harvard.edu/concur . Listing for: Yanna Bee, LLC. Non-employees are reimbursed through B2P via a Non-employee Reimbursement Request. This course provides an overview of the Concur system for employees who submit reimbursement requests and delegates who prepare requests for other employees. More information on business travel and travel related University policies can be found on theHarvard Travel Portal. KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211,kyungah_benedetti@hms.harvard.edu 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. 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). 0000110418 00000 n You can broadly describe the type of file (e.g. endstream endobj 37 0 obj <> endobj 38 0 obj <> endobj 39 0 obj <> endobj 40 0 obj <>stream 0000151511 00000 n 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. 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. _________________________________________________________________________. Job specializations: Finance. 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. WebQuick Steps Fill out applicable sections of reimbursement forms. 0000001948 00000 n endstream endobj 41 0 obj <>stream Appendix A: Detailed Guidelines for Air TravelAppendix B: Detailed Guidelines for Ground TransportationAppendix C: Detailed Guidelines for LodgingAppendix D: Detailed Guidelines for Meals, Entertainment and Miscellaneous ExpensesAppendix E: Guidance for Combined Business and Personal Travel Appendix F: Guidance for Spousal/Family Member Travel Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds, 1033 Massachusetts Ave., 3rd FloorCambridge, MA 02138Email:financialpolicy@harvard.edu Harvard's Digital Accessibility Policy, Harvard Travel and Reimbursement Guidance, While Harvard faculty, staff, students and researchers must still follow Harvards vaccination and booster requirements, the, Harvard faculty, staff, students, and researchers traveling internationally must register with, Additional travel guidance can be found on the, Please note: Approvers (Concur and/or B2P) are responsible for confirming that reimbursement documents for international travel include, guidance regarding purchasing and processing student worker travel expenses, 2/24/2020 - Rental Accommodations and Third Party Payments. hTPN gq]4,=JbPz 3s6}^`D\5up0V]/* ~_. F[K@J08zzVE-ax\ZQCq kc qFrd-'Y{s:Z/s>&e p{ All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the travelers gross income. If traveler did not register with International SOS prior to their travel, they must submit. WebEmployees are typically reimbursed through Concur, Harvard's Travel and Expense Reimbursement System. 0000004262 00000 n Recruiting costs not allowed as a direct expense include: Special payments and local business meals sections to allow travelers to attest to no alcohol using Concur October 2019 Updated Travel and Related Expenses and Air Travel sections 0000343047 00000 n Even with the implementation of the electronic Concur Reimbursement System, Harvard must follow specific rules that To comply with federal regulations, which stipulate that airfare charges in excess of the lowest economy class fare cannot be charged to federal funds unless an exception is met. Scholars believe, and we concur, that this work is important enough to be preserved, reproduced, and made generally available to the public. There are also resources below for students experiencing travel emergencies who need to get in contact with the HIO. 0000012308 00000 n 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. As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel. Reserve your seat today! 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. Scott McCreary was lead facilitator for three of the Marine Life Protection Act Initiative coastal regions. 0000221885 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. 0000006484 00000 n Participants should be familiar with the Chart of Accounts codes used by their department prior to attending this course. 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 Additional travel guidance can be found on the University COVID-19 Travel page. 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. 0000009736 00000 n 0000008642 00000 n 0000004964 00000 n 0000011914 00000 n Train travel on Amtrak is an option when economical. If traveling internationally, register your international travel with International SOS and review Global Support Services Advice for Travelers to develop a safe travel plan. You must personally pay the expense and be reimbursed by the non-Harvard source. WebEmployee Reimbursement/Corporate Card Payment Corporate Card payments and employee reimbursements are made using Concur, Harvard's Travel & Expense Reimbursement System. 0000013456 00000 n 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. 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. 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: 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. 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. 0000006320 00000 n Receipts, following Harvard policy and local school or unit processes. 0000005911 00000 n Governance and Membership Resources Administrators' Town Hall Onboarding Toolkit Policies Resources for International Activities 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. 0000096607 00000 n In order to be reimbursed for online booking or purchases, you must submit areceipt not a confirmation or reservation. https://travel.harvard.edu/concur See also: Forms & Templates, Card Services, Travel & Reimbursement New Vendor Setup Setting up a new vendor is an online process using the B2P application. Read more Electronic Payments Copy and paste this code to your website. Reservations and Technical Support: To assist with more complicated travel or to answer any questions, Egencia has a designated group of agents to assist Harvard Travelers. 0000114405 00000 n Users have access to the iBuy+ tool for booking both business and leisure travel.

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