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Reimbursement Policies & Procedures
Harvard University reimburses for necessary and reasonable travel expenses incurred while conducting University business.
It is very important for all travelers to be familiar with all University travel and reimbursement policies prior to traveling.
Reimbursements will be paid by the University if they are reasonable, appropriately documented, properly authorized and in accordance with the Harvard University Travel & Reimbursement Policy. Individuals should not benefit financially, or incur financial losses, as a result of traveling on behalf of the University.
All travel reimbursement requests must:
- be supported by a detailed business purpose and by original receipts
- be charged to the appropriate general ledger account coding based on the business purpose of the expense
- be approved in the University’s Web Voucher Reimbursement application
- be received by University Financial Services (UFS) no later than sixty (60) days after the date of completion of a trip
University Policy specifies that the following items are considered non-reimbursable travel related expenses:
- Airline seating upgrades to first class
- Hotel recreational activities (e.g. spas, athletic facilities)
- Hotel room video rentals
- Laundry (if away less than 5 days)
- Expenses related to vacation or personal days taken before, during, or after a business trip
- Commuting (employee travel to/from work on a daily basis)
- Any personal purchases
- Celebratory events and gifts to honor an individual for personal reasons (including wedding, baby shower, housewarming etc.)
The Harvard Travel and Entertainment Card is the preferred method of payment for travel expenses, those without access to a Travel and Entertainment Card (students, non-employees) may use cash or a personal credit card to pay for travel expenses. Note: Prepaid travel expenses (such as airline tickets) purchased with personal funds will not be reimbursed until after the trip or event has taken place.
How To Get Reimbursed
The following information applies to SEAS employees.
- An individual (SEAS employee) incurs reimbursable expenses on a personal credit card while on University business and collects the receipts for reimbursement.
- The treveler (or a delegate) creates an Expense Report in Concur, which includes the required receipts and business purpose (substantiation of business travel) . The traveler then submits the Expense Report to his or her approver.
- The approver checks the receipts and the report to ensure everything is in compliance with University policy. If the reimbursement request passes the approver's audit, the reimbursement along with the receipts is submitted to the Travel Office.
- The Travel Office will audit the expenses on the Expense Report against policy requirements and tax regulations. If it passes the Travel Office's audit, payment will be sent to the reimbursee in a form of a direct deposit to a bank account registered in Concur.
Quick Guide on how to reimburse a non-employee Non-Employee Reimbursement.
Training and Resources
- Concur trainings and job aids.
- Travel Policy
- Overview of University Reimbursement Policy
- Reimbursement Policies at a Glance (includes reimbursement deadlines)
- Electronic Receipt Requirements
- Substantiation of Business Travel
- Currency Exchange Rates
- Mileage reimbursement
- Per Diem Rates - U.S. Domestic
- Per Diem Rates – Foreign