What constitutes a valid flight receipt?
FAQ
A valid flight receipt will include the travelers name, a ticket number, amount paid and the flight itinerary.
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What constitutes “proof of travel” required when submitting per diem reimbursements?
FAQ
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.
Can I use Harvard’s sales tax exempt certificate when purchasing for Harvard business with personal funds with the intention of being reimbursed?
FAQ
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...
Are Planet Tran or Uber considered sedan service?
FAQ
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...
Why does it state in the policy that sedan service is not allowable?
FAQ
Because its not REQUIRED in order to meet the objective of travel – there are other lower cost alternatives.
How do I complete a Third Party Reimbursement or Payment?
FAQ
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...
How do I make a payment in HCOM when the invoice has confidential information?
FAQ
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...
What documentation is required for a medical exception to fly business/first class?
FAQ
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...
We have someone staying in a standard room at a hotel however it costs much more than the per diem rate for that city. Can it still be reimbursed?
FAQ
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...
I only have so many characters in the reimbursement system for my business purpose, may I use acronyms?
FAQ
Yes, as long as the acronyms are spelled out in the supporting documentation.