Out-of-Pocket Expenses for employees:
All employee reimbursements are now processed through Concur. Please visit the Concur website to initiate reimbursement request. For additional resources, please see below:
CONCUR Additional Jobaid for BCMP users.pdf
Out-of-Pocket Expenses for non-employees (processed as Payment Requests in B2P for visitors, external fellows, students and HHMI employees):
- The categories of people who can be reimbursed in B2P via a payment request are non-employees (including guest seminar speakers), temps, Less-than-half time employees, Harvard students, external post-doc fellows, and Harvard teaching fellows.
- Have the Non-employee vendor complete the Non-Employee Reimbursement Form.
- Make sure your Non-employee vendor appears in the Supplier Portal. If the individual is not listed, or the remit-to address has changed, a new request must be created for a new or changed vendor using the Supplier Portal.
- Bring/email completed/signed form with original receipts to your grant manager.
Please feel free to call, email or stop by the office, C1-214 or 213a.
KyungAh Chung-Benedetti (on campus Mondays and Tuesdays): 2-1211, email@example.com
Elmira Dhroso: 2-1210, Elmira_Dhroso@hms.harvard.edu
Melanie Hill: 2-3080, Melanie_Hill@hms.harvard.edu
Jason Hall: 2-1785 (on campus Mondays), Jason_Hall@hms.harvard.edu
Nathaniel Nickerson: 2-0007, Nathaniel_Nickerson@hms.harvard.edu
Stacey Kelliher Tully: 2-4974, Stacey_Tully@hms.harvard.edu
Lola Yao: 2-2408, Chunyan_yao@hms.harvard.edu
Travel and entertainment expense reimbursement policies and procedures
Travel requirements have been modified as of April 13, 2022. See the Harvard Travel and Reimbursement Guidance for documentation requirements, submission and approval processes, and FAQs.
Only work-lab related travel and entertainment will be reimbursed, i.e. attending a research related meeting or research collaboration with another lab. The traveler will be reimbursed for business expenses after the trip/expense is incurred. This includes all prior arrangements made including airfare, hotel reservations, meeting reservations, etc.
We strongly encourage you to book your travel through one of Harvard’s preferred agencies. By using one of these agencies you will be able to take advantage of University discounts and benefits negotiated with preferred travel partners. Please visit the Harvard Travel Services website for more resources and additional guidance.
BCMP requires that all expenses must be submitted for reimbursement within 60 days of trip end-date. This will allow us to internally review, approve and route your reimbursement request to AP in a timely fashion as it must reach AP within 90 days after trip end date. Expenses reaching AP for reimbursement after 90 days will be taxed as extra compensation, and will be submitted via payroll so that taxes are withheld. After 182 days, your expense will not be reimbursed. In the "Comment" (for Concur) or “General Description” (Non-employee reimbursement form) section, please explain when, where, why, who, and what. Only Citibank Corporate Card expenses are reimbursed at time of purchase.
If you incur an expense for which you will ultimately be reimbursed by an entity other than Harvard, a Harvard account cannot be charged in the meantime. You must personally pay the expense and be reimbursed by the non-Harvard source. Harvard accounts are not to be used as a holding place for expenses.
For mileage reimbursement rate, please visit IRS website for the most up-to-date standard mileage rate: IRS increases mileage rate for remainder of 2022 | Internal Revenue Service
Sponsored Travel Cost Guidelines at a Glance (please refer to http://osp.finance.harvard.edu/travel-policy)
- You must choose the lowest fare available in coach class.
- If using federal funds, US Flag Carriers must be chosen for travel within the US and when departing from the US and where available while abroad regardless the cost and convenience.
- Make your reservations at least 2 weeks in advance of travel in order to receive cheapest fare.
- Train travel on Amtrak is an option when economical. Please visit https://travel.harvard.edu/traveling-rail.
- Meals are not reimbursed for One-day trips.
- No alcohol on sponsored funds.
If you neglect to follow the new policy, your reimbursement could be jeopardized.
There are minor exceptions to these regulations. The complete Sponsor Travel Policy is at OSP Policies.
Citibank Corporate card payments
All corporate card payments are now processed through Concur.
Seminar/Department Related Expenses
To be reimbursed for expenses incurred for seminars, etc, please follow same procedures as all other reimbursements but give paperwork to Kristen Parker, 2-5620, located in C-213B. Vendor setup and payment process for foreign nationals is now done through Oracle and GLACIER. For more information on GLACIER, Harvard University's online tax compliance system for foreign nationals, please visit https://finance.fas.harvard.edu/glacier.
Foreign Travel Guidance for International Researchers
If you are planning to travel overseas, please reach out to Yolima Lantigua at your earliest convenience. Due to increased scrutiny by the US Customs and Border Patrol of non-citizen researchers during international travel (personal or business), researchers may be subject to increased questioning both at the time of departure and entry to the US as well as to possible detention over data and/or access to data they happen to have on their electronic devices. In order to avoid these potential issues, HMS has developed the following guidance:
- Obtain a PI Travel Authorization letter from your PI. Your PI should complete the template letter on his/her letterhead and send it to you and Yolima.
- Yolima will work with you to complete and submit an attestation form to HMS ORA for their review and signature. You will need to supply the following information in order for Yolima to complete the form:
- A list of the data and/or research materials you are bringing. You can broadly describe the type of file (e.g. Cryo-EM/structural data, sequencing data, etc)
- Where you are traveling to and the dates of travel, including major stays and not just the point of initial arrival
- Consider registering your travel with Harvard Global Support Services
- Additional Resources