1. University-wide Business Expense Policy (effective immediately)
This is not a new policy but a revision clarifying some exciting policy/procedures. The policy and appendices can be found on the VPF website at http://vpf-web.harvard.edu/documents/. The policy applies to all expenses including travel and non-travel processed by the Corporate travel card, Pcard, Web Voucher and/or Web Voucher Reimbursements.

The appendices list expenses that are unallowable with NO exceptions and which are allowed if they meet certain criteria:

Appendix A: Personal and Unallowable - List of unallowable expenses with NO exceptions
Appendix B: Personal and Unallowable Expenses - Reimbursement or payment meeting exception criteria only

Back to Top

 

2. Reimbursements - Travel and Non-travel (effective July 1, 2002)
The policy supersedes the paper issued on 12/6/01 for non-travel reimbursements and now includes both travel and non-travel reimbursements. This policy will be posted to the VPF website at http://vpf-web.harvard.edu/documents/ shortly. In the meantime, you can download a copy of the policy by clicking here.

The policy states: "Reimbursements for both travel and non-travel expenses must be submitted within 60 days from the date of expenditure. Reimbursements submitted after 60 days from the date of the expenditure require Financial Dean approval/signature and written explanation of extenuating circumstances for exception to policy"

The paper highlights two circumstances when exceptions do not require prior approval (more detail is provided in the written policy):

1) Reimbursements paid from an annual research or professional expense allocation.

2) Reimbursements for extended business trips may be processed up to 60 days from the end date of the trip without exception if the trip is greater than 3 weeks, and associated reimbursable expense are incurred within beginning and end dates of the trip.

This policy will be in effect starting July 1, 2002, and will require that all departments communicate and enforce this new policy. People seeking reimbursement for travel related expenses need to be informed that this new policy is in effect and they should submit receipts on a timely basis in order to ensure reimbursement.

Back to Top

 

3, New Preferred Travel Agencies (effective immediately)
Effective immediately we have two travel agencies that have been added to the Harvards' approved travel agency list. Both of these agencies are currently servicing some departments within Harvard and by including them in the approved list they now are able to apply Harvard's negotiated travel discounts and provide savings to our travelers. We understand that many travelers feel more compelled to use the Internet to avoid fees but travel agents continue to provide personal and comprehensive service that websites are not designed to do. The addition of these two new agencies gives our travelers more options when making travel arrangements.

Approved Travel Agencies:
World Travel Partners - 617-496-8000
Oriental Tours and Travel - 781-890-9000 (qualified small disadvantage vendor)

Two New Vendors:
Great International Travel (New ) 617-527-0800 (qualified small disadvantage vendor)
The Travel Collaborarive (New ) 617-497-8123

All of the approved agencies have the same fee structure:
$45 for Domestic Air Tickets
$27 for AMTRAK tickets
$55 for International Air and Rail Tickets
$55 for Groups and Meetings coordinated by the Harvard Travel Center
$10 for delivery of paper tickets (E-ticket receipts will continue to be mailed at no charge)
$25 for refunds
$25 for Hotel and/or Car only reservations (no Air or Rail)

World Travel Partners is still Harvard's preferred vendor as we have a stronger relationship with them and they have dedicated agents as part of our arrangements with Harvard. World Travel Partners is also the only agency that handles our direct bill process (travel authorization forms).

Expanding our vendors allows our travelers more options when traveling while still allowing Harvard to meet our market share requirements which put us in a better position to negotiate discounts with the airlines. It is important with the new vendors that you identify yourself as traveling on Harvard business so you can take advantage of the discounts that Harvard has negotiated with the airlines.

Back to Top