Frequently Asked Questions
General Travel Questions
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1. What is the payment
status of my travel expenses?
Link to the online Web Voucher system here
to check your payment status.
2. Some pages are restricted to 'employees'.
How is this 'employee' defined?
The restricted pages are limited to:
- employees of Harvard University who are actively employed, or on
leave of absence,
- employees of the Smithsonian Astrophysical Observatory,
- affiliates:
- members of the Harvard Management Board
- members on the Board of Overseers
- physicians at Harvard hospitals
3. Can an employee use these deals for personal
travel?
Airline discounts are for Harvard business travel. AMTRAK Acela, car
rentals, hotels and sedan services offer discounts for personal travel.
4. Can an employee use these deals for family
members?
Immediate family members may use the US Airways Shuttle discount when
traveling with the Harvard employee on Harvard Business. All airlines
offer discounts to spouse/domestic partner traveling with employee on
Harvard business.
5. How do I make a reservation?
For airline and AMTRAK discounts you will need to use one of Harvard's
preferred travel agencies. Hotels, Car Rentals and Sedan Services
will honor discounts for reservations made directly or through preferred
travel agencies.
6. What will Harvard pay for?
Business travel expenses will be paid by the University if they are
reasonable, appropriately documented, properly authorized, and within
the guidelines of Harvard's Travel and Entertainment Policy.
Individuals who incur business travel expenses should neither gain nor
lose personal funds as a result of their travel.
7. What do I have to pay for?
Non-reimbursable expenses are listed in the University Business
Expense Policy (.pdf).
8. How do I bill directly to Harvard?
Airline and AMTRAK tickets may be directly billed to Harvard by using
the WEB Voucher TAF process.
9. What are the different ways to pay for travel?
WEB Voucher Travel Authorization Form (TAF) web process, Harvard Corporate
Card, Personal Credit Card.
10. Why is Harvard Travel Center (HTC) charging
a ticket fee?
Travel agencies have seen air travel commissions, their primary source
of income, decline steadily since commission caps were first imposed by
the airlines in 1995. In March of 2002 the airlines eliminated commissions
on all domestic and international tickets issued in the United States.
With the elimination of commissions, HTC, like all travel agencies, must
charge a ticket fee to offset costs for services. View
ticket fees.
11. Will I be charged a transaction fee for
a canceled trip?
Yes. A ticket fee is charged when the ticket is issued. It is non-refundable.
12. If I already have a ticket and my travel
plans change, will I be charged another transaction fee for a reissued
ticket?
Yes. Whenever a new ticket is issued, an additional transaction fee applies.
Reimbursements Questions
Does the reimbursement information on this site apply only to
travel expenses?
No. The Travel and Reimbursements Office handles reimbursements for
all out-of-pocket business expenses for the University.
I need to reimburse someone for expenses incurred while on University
business. Which system should I use?
The answer is at this link: Financial
Administration ACTTS (A/P, Cash Management, Tax, Travel, and Sponsored
Research committee papers.)
What do I have to do to get reimbursed?
Submit an expense report within policy and with proper documentation.
See here
for details.
When do I submit a reimbursement request?
As soon as possible after incurring the expense.
How long, after I incur expenses, do I have to submit my reimbursement
request?
The report must be received in the Travel and Reimbursements Office
no later than 60 days from the date the expense was incurred.
How do I find out the payment status of my reimbursement?
You can monitor the status of your report by logging in to Web
Voucher and selecting "Requisition/Voucher History" from the WV Main
Menu.
If my reimbursement request is for travel, can I submit it before
the trip?
No.
As an approver, what are my responsibilities?
See "Approver Responsibilities" in our 'Policy at a Glance'. Go
there directly
Exception handling: What is allowed?
No exceptions are allowed.
What expenses are not allowed to be reimbursed?
See Appendix A in the University Business Wide Expense policy
(PDF)
How do I find out my exception signer?
Contact your local financial office or call the Travel Office at 495-7760.
What are the rates for Per diems, Mileage, and Currency exchange?
The answers are here.
What documentation do I need to retain for my records?
Copies of the expense reports are recommended but not required.
Why was my report returned?
A Revision Request Form is attached to every report that is sent back
to the tubs with an explanation for its return. The most common reasons
the TRO returns reimbursement requests are:
- Expenses were not properly documented
- Business purpose was missing or incomplete
- Receipts were missing and no MRA was submitted
- Required Financial Dean's (or equivalent) letter was missing or
incomplete
- Reimbursee's signature was missing
- Expenses were unallowable under University policy
- Expenses were submitted late
What Harvard discounts are available?
See the preferred vendors page here for a complete list
of travel discounts. You must log in to view the details, as this is restricted
to Harvard employees and affiliates.
Where do I find Harvard's travel and reimbursement policies?
The answers are here.
Can I add information on the paper copy of the Web Voucher without
creating a new report?
Yes.
Corporate Card Questions
Do I pay an annual card fee?
No. The corporate card is provided free of charge to you and to the
University.
What are the benefits of the Corporate Card?
The answer is at this link.
What is the American Express Membership Reward Program?
Membership Rewards is a program offering spending rewards such as airline
tickets and hotel stays to American Express Cardmembers. The program awards
one "point" for each dollar spent. You may open one membership Rewards
account combining your Corporate Card spending with other American Express
spending to optimize your rewards. The University cannot reimburse this
membership fee.
How should I use my American Express Corporate Card?
The American Express Corporate Card is the preferred payment method
for University related travel and entertainment expenses. Anyone traveling
on University business can use the card at travel agencies, airlines,
car rental agencies, hotels and restaurants.
Can I use my corporate card for personal charges?
The use of the corporate card for personal charges is not recommended.
However, if you do, you must pay that portion of the bill directly to
American Express. Do not send personal payments to the Travel and Reimbursement
Office.
When I use my corporate card, does the bill go to Harvard or
to me?
American Express sends the bill to you, the cardholder.
When I have used my card, do I have to wait until I receive
the monthly statement with my charges, before submitting the receipts
to Harvard for payment to AMEX?
No. You should submit when charged. The Harvard Travel and Reimbursement
office must receive them prior to 60 days from the date the expense was
incurred. You do not have to submit the statement with your reports, however,
you may want to check with your financial office to see if they have an
internal policy.
Do I have to submit all my receipts to Harvard?
$75 is the threshold set for all transactions (including sponsored research
transactions) and for IRS substantiation rules. Receipts under the threshold
should not be forwarded to the Travel and Reimbursements Office. However,
your school or local unit may require them for review and retention. Tubs
reserve the right to be more restrictive regarding receipt retention,
dollar thresholds, etc. Please check with your Financial Dean’s (or equivalent)
office. Tubs are responsible for monitoring compliance with their internal
policies.
How does payment remit to American Express?
As a convenience to the cardholder, payments are processed daily by
Harvard and sent directly to American Express electronically.
When will I be billed by American Express?
You will be billed monthly. However you can view your statement online
anytime here.
What happens if I am late in paying my bill?
If payment does not reach American Express by the next billing date,
the account will be considered 30 days past due. Accounts that are 60
days past due will lose charge privileges and will be assessed delinquency
fees. Accounts that are 90 days past due will be canceled.
Will my personal credit be affected?
Your personal credit is not affected until your card is canceled and
goes into collections.
Do I pay the full balance each month?
Yes, American Express requires full payment.
What if there is a mistake on my bill?
There is an account representative at American Express to handle your
billing problems. Simply call the toll-free number noted on your statement.
What is I transfer to a new department or terminate my employment?
If you transfer to another department, you may keep your Corporate Card.
Please notify the Travel and Reimbursements Office in writing. Upon termination
of employment, you should call American Express to cancel the account
and return your card to your business office.
What if my American Express Corporate Card is lost or stolen?
Notify American Express immediately by calling 1-800-528-2122. A replacement
card will be forwarded to your billing address. If necessary, a replacement
card can usually be forwarded by the next business day. You will not be
liable for charges arising from any unauthorized us of the Corporate Card.
Are supplemental cards available for spouse or other family
members?
No. This program is intended solely for Harvard personnel who incur
travel and entertainment expenses of behalf of the University. |
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