Travel & Expense Reimbursement

Policy Overview

What’s Reimbursable

Reimbursable Expenses

Non-reimbursable Expenses

University Policy specifies that the following items are considered non-reimbursable travel related expenses:

• Airline seating upgrades to first class
• Air phone calls
• Hotel recreational activities (e.g. spas, athletic facilities)
• Hotel room video rentals
• Laundry and valet service (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)
• All personal purchases

For exceptions to the above list see the entire University Personal & Allowable Expenses Policy. Also see the “UIS/OAS Use of Departmental Funds Policy” for a more complete list of allowable vs unallowable expenses.

An employee will be responsible for all non-reimbursable expenses, including “out of pocket” and Corporate Card charges, incurred while traveling on Harvard business. If a Corporate Card is used for non-reimbursable travel expenses, a personal check should not be submitted to Harvard University. Instead, mail the payment directly to the credit card company using the Corporate Card envelope with return stub.

Management Approval

Before incurring any business expenses (travel and non-travel), on behalf of the department, be sure to receive proper authorization from your manager. OAS employees should complete the OAS Travel Authorization Request.

Personal Expenses While Traveling

The Harvard University Travel Policy states, “Personal/vacation travel may be combined with business travel provided there is no additional cost to Harvard with appropriate departmental approval”. Prior to traveling, an employee must have manager’s approval for any personal travel that may occur before, during, or after business travel. Before departing, an employee must define the following with his or her manager:

• The nature of the personal expense
• The time it will occur
• The estimated incremental cost to the trip
• How the cost will be accounted for upon returning

Actual vs. Per Diem Rates

UIS/OAS does not allow an employee to be reimbursed by Harvard University based on per diem rates. Actual expenses must be used for all business travel and entertainment expense reimbursements.

Travel Advances

UIS/OAS does not allow an employee to receive a cash travel advance from Harvard University. Corporate Card or “Out of Pocket” personal funds must be used for all business travel and entertainment expense.

Receipts and Documentation

Receipts

It is the employee’s responsibility to retain original receipts once the expense has been incurred.

Acceptable Documentation

Acceptable documentation includes:

Payment Type - “Corporate Card” or “Out of Pocket”
Original Receipt*
Business Purpose/Description
  • Who incurred the expense
  • What the expense entailed
  • Why this is a Harvard expense
  • When this occurred (dated receipts acceptable)

*To print the proper receipt from the corporate Expedia site, be sure to use the “Print a Receipt” link (located within the “Traveler and Cost Summary”, not the “Print Version”link. Each type of Expedia service (airline, hotel, car rental etc) has its own receipt. If an Expedia service is not charged at the time of booking (i.e. hotel), a receipt will not be available from the site. The traveler should use the receipt given at the time of check-out.

Missing Receipt Affidavit/Missing Receipt Form

UIS/OAS requires an original receipt for all reimbursements. If, for some reason, an original receipt is unavailable, the University requires a Missing Receipt Affidavit (MRA) for those purchases greater than $75. UIS/OAS requires a Missing Receipt Form (MRF) to be completed for purchases under $75.

Mileage Rate Reimbursement

Although the University discourages the frequent use of a personal vehicle for business travel, employees may use their personal car for business purposes when it is less expensive then an alternate transportation or if it saves time. It is the responsibility of the employee to carry adequate insurance. An employee will be reimbursed using the Federal government mileage rate per mile and within IRS guidelines. Only the mileage in excess of the employee’s daily commute shall be reimbursable. This reimbursement rate is issued each January and covers the employee’s use of their vehicle and gasoline. A Universal Expense Form should be used when requesting mileage rate reimbursement. Click here for the current mileage rate.

In addition to the mileage rate reimbursement, an employee may be reimbursed for tolls and parking. An employee will not be reimbursed for the following, even if these costs are incurred during business travel:

• Car repair or maintenance
• Rental car costs during repair of personal car
• Tickets, fines, or traffic violations

How to Be Reimbursed

Gather Documentation

Once the expense has been incurred, it is your responsibility to retain original receipts. Please see “Receipts and Documentation” to ensure proper completion and adequate documentation. If you are missing a receipt, please see “Missing Receipt Affidavit/Missing Receipt Form” section in this policy.

Instructions for OAS Employees

Please write the following information on the back of each original receipt and forward to the OAS Administrative Assistant within 40 days of the date the expense was incurred (not the date the trip was taken):

• Payment Type –“Corporate Card” or “Out of Pocket”
• Business Purpose/Description
• Who incurred the expense
• What the expense entailed
• Why this is a Harvard expense
• When the expense was occurred (dated receipts acceptable)

The OAS Administrative Assistant will fill out a Universal Expense Form (UEF) and return it for your signature within 5 days. Please sign the form, obtain your manager’s signature and return to the OAS Administrative assistant within 5 days.

Instructions for UIS Employees

Obtain the Universal Expense Form (UEF)

See the “Forms” section of this web site to print out a copy of the UIS/OAS Universal Expense Form (UEF), used to process “Corporate Card” and “out of pocket” business expenses. For assistance in completing the form, you may contact your local Web Voucher Reimbursement (WVR) Coordinator

To fill out the UEF accurately you must include the following:

• Employee Type or Affiliation
• Payment Type –“GE Corporate Card” or “Out of Pocket”
• Name/HUID#
• Business Purpose/Description
• Who incurred the expense
• What the expense entailed
• Why this is a Harvard expense
• When this occurred (dated receipts acceptable)
• Dollar Amounts/Receipts
• 33-Digit GL Coding
• Your Signature (Reimbursee)
• Manager’s Initial/Date

Please forward the completed UEF, along with the original receipts (or MRA/ MRF) in the UIS (WVR) envelope or an interoffice envelope to:

Ahmed Ahmed at 1230 Soldier’s Field Road

It is the employee’s responsibility to process all expense reimbursements within the 60-day window allowed (allowing 10 calendar days for approval and processing time) in order to receive departmental reimbursement for business related expenses. Please see the 60-day policy for a full explanation.

Sample Form

If you still have questions on what information you need to complete in order to obtain reimbursement, you can take a look at a sample completed “Out of Pocket” UEF or a sample completed “Corporate Card” UEF.

How to Process Credits

Occasionally a credit may be issued by a vendor to an employee after reimbursement by the University has been made.

Out of Pocket

If the reimbursement was to the employee through an “Out of Pocket” UEF, the employee should write a check to “ Harvard University” for the amount of the credit and give it to the local WVR Coordinator.

Corporate Credit Card

Expedia Credits

Please note that Expedia credits cannot be applied to another traveler.

“GE Corporate” vs. “Out of Pocket”

GE Corporate Card

The Corporate Card can be used for both travel and non-travel related business expenses. OAS/UIS strongly urges corporate credit card holders to limit their use of the credit card to business purposes. If you choose to use your Corporate Card, it is your responsibility to file an expense report in a timely manner. The Corporate Card Company requires that all payments be received upon receipt of the statement. Should your payment not be made on or before 30 days of the statement date, the Corporate Card Company will send you a written warning. If the bill goes unpaid for 60 days, the Corporate Card Company reserves the right to suspend your card privileges. After 90 days of non-payment, your card will be cancelled. Please note that the Corporate Card is a personal liability, therefore failure to comply with its policy will negatively impact your personal credit history.

For more information, please see the UIS/OAS Corporate Card Policy .

Out of Pocket

If you do not have a Corporate Card, travel and non-travel related expenses can be paid out of your own pocket to be reimbursed by the University. “Out of pocket” refers to any business expense paid by you personally, including both cash and personal credit cards.

Web Voucher Coordinators and Approvers

If you need any assistance, or have questions about the Travel Policy and procedures to process expense reimbursements, please see your local Web Voucher Coordinator or Web Voucher Approver: