FAQs - General Travel Questions

1. What is the payment status of my travel expenses?

2. Some pages are restricted to 'employees'. How is this 'employee' defined?

3. Can an employee use these deals for personal travel?    

4. Can an employee use these deals for family members?

5. How do I make a reservation?

6. What will Harvard pay for?

7. What do I have to pay for? 

8. How do I bill directly to Harvard?  

9. What are the different ways to pay for travel?   

10. Why is Harvard Travel Center (HTC) charging a ticket fee? 

11. Will I be charged a transaction fee for a canceled trip?

12. If I already have a ticket and my travel plans change, will I be charged another transaction fee for a reissued ticket?

1. What is the payment status of my travel expenses?

Link to the online Web Voucher system here to check your payment status.

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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

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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.

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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.

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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.

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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.

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7. What do I have to pay for?

Non-reimbursable expenses are listed in the University Business Expense Policy (.pdf).  

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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.    

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9. What are the different ways to pay for travel?

WEB Voucher Travel Authorization Form (TAF) web process, Harvard Corporate Card, Personal Credit Card.

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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.

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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.  

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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.  

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