FAQs

No, you may not use the Harvard Tax Exempt certificate when making a purchase with personal funds, even if you intend to be reimbursed.   Similarly, you cannot be exempt from meals tax if you are purchasing with personal funds.   In order to use Harvard’s Tax Exempt Certificate, you must purchase directly via HCOM, PCard or Corporate Card. A department can choose or choose NOT to reimburse you for sales tax with purchases made with personal funds.   The preferred method of spending outside of travel is always direct with University resources.

No, these are currently considered higher end taxi travel services however the industry is consistently revolving.   At this time, the services of Planet Tran have Harvard negotiated rates and are allowable with a justifiable business purpose.  Uber is not currently a preferred vendor.

Because its not REQUIRED in order to meet the objective of travel – there are other lower cost alternatives.

The following steps are required when processing a payment or reimbursement where another non-Harvard employee party involved needs to be included in the transaction for tax reporting purposes.

Third Party Reimbursement/Payment:

Example - A faculty member pays an individual or a company for rent. Harvard has a responsibility to report the income for this person or company via 1099 or 1042s. In order to capture this information, the reimbursement must be processed as a third party payment.

Example – You have paid a travel agency for the fellowship travel of a foreign individual that needs to be recorded for a 1042s:

1. Set up the vendor that has already been paid by the faculty member or fellow as a vendor. They will need to be set up in the vendor database ….(W9, tax id or SS#, perm. legal address. etc.), if they’re not already in the system. This is the Permanent Legal Address.
2. Add a new site to the vendor in step 1 consisting of the faculty member’s/fellow’s information.  This is the Remit Address. Make sure to choose this site when creating the reimbursement.
   1. The first line of the address should read “OR PROFESSOR’S/FELLOWS NAME” and then the 3rd party’s (Professor’s/Fellow’s) address. The word “OR” is important, because it allows the 3rd party to cash the check.
3. Use HCOM Payment Request to process the reimbursement/payment using the new vendor site.

Any data deemed confidential according to the guidelines of the Health Insurance Portability and Accountability Act (HIPAA) or Harvard’s High Risk Confidential Information (HRCI) guidelines should be omitted or removed from Purchase Orders and Invoices. Examples of this type of information include:

• Social Security Numbers
• Credit card numbers
• Driver’s license numbers
• Health insurance ID numbers

It is the local unit's responsibility to ensure these standards are met on their own POs and associated invoices. AP does not pre-audit for confidential data on invoices. Vendor invoices containing confidential information must be received at the local unit and confidential information must be removed prior to forwarding these invoices to UFS AP for processing.

Local units may also choose to keep original invoices with specific confidential information locally. However, a notation must be made on the documentation submitted to Accounts Payable that this is being done. The notation is required for audit purposes.

Under extenuating circumstances, such as documented medical reasons, business class or first class service may be reimbursable where it is normally prohibited, provided the expense is approved by the traveler’s Financial Dean.   The “documented” material is typically a note from the traveler’s doctor to substantiate the accommodation request.  This doctor’s note should be sent to FAS Finance along with the request for the exception.  Please note that if for any reason the documentation handed to you has sensitive or confidential information that it should be emailed via Accellion or another secure file transfer and not email alone.

Yes, the policy states that a traveler is to stay in a standard, single-occupancy room where available and upgrade fees are not reimbursable.  Travelers are encouraged to use the Harvard Rates to get the best rates possible.  While the expense would be allowable this assumes there is a budget in the department that can support the expenses. 

Yes, as long as the acronyms are spelled out in the supporting documentation. 

STAPLE your documentation together along with the receipt report.  (Remember – AP does NOT want you to staple invoices).  You do not need to tape receipts to a piece of paper.

Receipts for expenses less than $75 are not required HOWEVER they must be itemized in the supporting documentation.  Its not necessary to itemize in the requisition especially if its all under the same coding (use “X meals under $75”) to make data entry easier - however the itemization does need to appear in the supporting documentation.   For example:

WV/HCOM – 5 meals under $75 = $83

Supporting Documentation (Reimbursement forms NERF/ERF, additional documents etc) –

• Breakfast = $23
• Lunch = $15
• Dinner = $25
• Breakfast = $7
• Lunch = $13

No.  The ticket # is proof that the itinerary was paid for.   An MRA is not required however proof of payment is always good to substantiate the expense.

You need the MRA for missing receipts.  MRAs are no longer required for receipts that are faxed/scanned/photocopied.  Remember that MRAs must be used as exceptions, not on a regular basis in lieu of original receipts. Also remember to include proof of payment, such as a credit card statement.