# FAQs Open all sections Close all sections ### What's the best way to set up my FedEx Account? expand\_more First step is to make sure that you have an account tied to the Harvard rates. [Strategic Procurement has contact information for our rep and instructions](http://internal.procurement.harvard.edu/fedex). There are a few [options to set up your billing preferences:](http://www.fedex.com/us/fcl/pckgenvlp/online-billing/) **[FedEx® Billing Online](http://www.fedex.com/us/fcl/pckgenvlp/online-billing/billing.html)** - invoices are electronic and can be reviewed on the FedEx website. After review, its strongly recommended that the invoice be paid online via PCard. **This is the preferred method.** **Direct Billed to Credit Card** - If you have a simple arrangement for shipping that doesn't require extensive review this option allows for automatic billing to a set PCard with no invoices. If invoice detail is required then sign up for the Billing Online option above. **Paper Invoice Billing** - Receive paper invoices and send checks by mail; paper invoice customers do not have online access to their invoices. ### Where can I get Harvard rates on technology hardware and software since the Technlology Products and Services center has closed? expand\_more Instructions for how to purchase hardware and software for Harvard Department, Faculty and Staff Institutional Use can be found here - [http://huit.harvard.edu/pages/computers-software. &nbsp](http://huit.harvard.edu/pages/computers-software.  ); More detailed information is in the attached file. --- Attachments- [ picture\_as\_pdf fas\_procurement\_handout.pdf ](/sites/g/files/omnuum766/files/fas_finance/files/fas_procurement_handout.pdf) --- ### How can I get interoffice envelopes? expand\_more Reach out to Harvard Mailing Services - ; *We keep an inventory of interoffice envelopes on hand and can provide them to departments on request. We will also pick up excess interoffice envelopes and will make sure that they are reused. If you require interoffice envelopes or would like a supply removed please contact us by [email](mailto:///hums@harvard.edu) or 496-MAIL (6245). ### How can I offer help to someone filling out Glacier? expand\_more Glacier screen shots and job aids are available on Eureka under the[ "vendor setup" section](http://eureka.harvard.edu/Eureka/jobaids.cfm?categoryID=498&y=42). There are both [detailed](http://eureka.harvard.edu/reports/glacier/glacier_how_full_details.pdf) and [summary](http://eureka.harvard.edu/reports/glacier/glacier_foreign_national.pdf) job aids for filling out the Glacier system available. If the foreign individual still has questions about completing the online tax program, departments should refer him/her to the NRA Tax – Office of the Controller at 617-495-8500 (option 5) or e-mail:[ nratax\_ufs@harvard.edu](mailto:///%22nratax_ufs@harvard.edu%22) Please also visit a new [how-to Glacier site](http://oc.finance.harvard.edu/how-to/GLACIER) from the Office of the Controller. ### How long does it take for a reimbursement to be processed? expand\_more The SLA (service level agreement) for reimbursement processing is 5 business days after Reimbursement and Card Services (RCS) has received the documentation. ### Is a reimbursement form required? Can't I just enter the expenses directly into Oracle (WV or HCOM)? expand\_more The [Employee Reimbursement Form](http://able.harvard.edu/os_fast/files/able/employee_reimbursement_form.pdf) and [Non-Employee Reimbursement Form](http://able.harvard.edu/os_fast/files/able/hcom_non-employee_reimbursement_form.pdf) are NOT required however they are often useful for the traveler to fill out if they don't have direct access to the Oracle systems. These forms are also typically used to gather the required signature. **Please note:** The [NR Receipt Report](http://hwpi.harvard.edu/files/fas_finance/files/printing_po_pdf_2_options_r12.pdf) (non-employee reimbursements) or the Receipt Report from Oracle WV (employee reimbursements/Citibank payments) are **required**. ### What is the policy on gifts to non-employees? expand\_more There is a policy for the purchase of [gifts to employees](http://policies.fad.harvard.edu/pages/employee-gifts-and-celebratory-events) however there is no separate policy for gifts to non-employees at this time. According to the [Business Expense Reimbursement Policy](http://policies.fad.harvard.edu/pages/business_expense_reimbursements) any gift over $75 requires an exception approval from FAS Finance regardless of the recipient. Please note that gift certificates of any amount are taxable to the recipient. When presented to a visiting dignitary or foreign host in connection with University business, consult the University Marshall’s Office. Please consult with FAS Finance prior to the purchase of gifts to donors. ### When do invoices appear as scanned in HCOM? expand\_more Invoices processed via payment request are entered in the system first. Once entered, they are sent out for scanning\*. It will take 2-3 days for the image to return and be uploaded for retrieval. If copies are needed urgently, we can request faxed copies. \*Scanning is not sent out on Fridays, they are held till Monday. ### If I get a green sheet, does that “stop the clock” in terms of the 90 day policy? expand\_more The 90- day clock starts from the end date of the trip and keeps ticking until the expense is ***received*** by RCS. As long as the paperwork makes it to RCS by day 90, even if it gets sent back with a green sheet, it is still considered received timely. ### Do I need the long detailed receipt from a restaurant or can I use the short summary with the total amount as documentation? expand\_more Itemized receipts are required for the actual substantiation of business and travel meals. For meals, oftentimes you will need two (2) receipts to show all of the necessary information. One receipt will show what was purchased, and the second receipt will show how you paid. An itemized meal receipt should have the name of the establishment, the date of service, the items purchased, the amount paid for each item, and the tax. If the tip is not included in the total it should be written on the receipt. A credit card charge slip does not suffice because it lacks the needed details such as number of people and any alcohol that needs to be coded to 8450. If an individual hosts others at a business meal, the individual must document each attendee’s name (if fewer than five guests; otherwise list total number of guests). ### What constitutes a valid flight receipt? expand\_more A valid flight receipt will include the travelers name, a ticket number, amount paid and the flight itinerary. ### What constitutes “proof of travel” required when submitting per diem reimbursements? expand\_more Proof of travel substantiates that you were in the locations where per diem is being claimed. Items such as bus tickets, boarding passes with the travelers name on it constitute proof of travel. - Previous page chevron\_left - [1](?page=0 "Current page") - [2](?page=1 "Go to page 2") - [3](?page=2 "Go to page 3") - [4](?page=3 "Go to page 4") - [ Next page chevron\_right ](?page=1 "Go to next page") [ View All FAQ arrow\_circle\_right ](/faq-listing) ## Top Help Topics Open all sections Close all sections ### How do I get access to Aspire? expand\_more Aspire is Harvard's Recruitment Management System and access is managed by [FAS HR](http://hr.fas.harvard.edu/staffhiringtoolkit). Please contact [Kim Zweig](http://hr.fas.harvard.edu/people/kim-ohman) for more information. ### How do I process a PO for a vendor that requires payment up front? expand\_more You have two options for a non-catalog PO: 1. You may create multiple lines. One of the lines can be the deposit. 2. If you choose to create your PO as a single line, make sure you choose your PO **by dollar amount** and not by quantity. Note that all payment terms are net 30 and if the up-front payment needs to be issued before net 30 then a [non-standard check request](http://able.harvard.edu/forms/nonstandard_check.pdf) will need to be completed. ### How do I get access to Harvie? expand\_more [**HARVie**](http://harvie.harvard.edu/) (Harvard Intranet for Employees): Provides employees and staff with up-to-date human resource information, access to key enterprise systems, resources for managing staff at Harvard and other information and tools to help employees to do their jobs as well as balancing work/life responsibilities. Access is automatic upon hire. Access to the restricted HR Administrators section is granted via the Helpdesk on 6-2001. ### How do I get access to the PCard Settlement System? expand\_more The PCard system access is managed by the PCard Administrator. Please contact [Joshua Dunn](http://hwpi.harvard.edu/fas_finance/people/josh-dunn) for more information.