Travel and Reimbursement Policies

Click on a topic below to read a summary of each of these University-wide travel and reimbursement policies. At the end of each abstract is a link to the complete Travel and Entertainment Policy and Reference Manual, which contains the full text of each policy.

Generally, Web Voucher approvers are responsible for understanding and ensuring compliance with these policies. If you have questions about how these policies should be applied, or how they relate to your transactions, please contact your approver or the central financial office of your school or unit.

The Harvard Travel Center provides faculty, officers, and staff with a variety of customized travel services. The Travel Center is an exclusive agency arrangement among Harvard and World Travel Partners (WTP) and Oriental Tours and Travel. Strategic vendor relationships have been formed with airlines, hotels, and car rental agencies to provide Harvard travelers with substantial discounts. These discounts are only available through the Harvard Travel Center. This policy provides information about the Travel Center services as well as the American Express Corporate Card program.

Harvard has chosen to use the American Express Corporate card to help manage its travel expenditures. Employees who take at least one trip per year or incur entertainment expenses of $500 or more per year should apply for an American Express Corporate Card. Information about card eligibility and usage is provided in the policy. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Domestic Air Travel Domestic air travel includes travel within and between any of the United States and its territories and possessions, with the exception of Alaska and Hawaii. It also includes travel between the United States and Canada when the travel is sponsored by a federal agency. Air Travel may be purchased by American Express Corporate Card or by using a Travel Authorization Form.

Whenever possible, travelers should take advantage of the savings available from Harvard's preferred airlines, as well as booking the lowest-priced, non-stop coach class airfare available. This policy describes the allowable airline class of service, savings opportunities, preferred airlines, as well as policies for frequent flyer programs, unused airline tickets, lost baggage, cancellations, and e-tickets. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

International travel includes travel to Hawaii, Alaska and destinations outside of the United States, its territories and possessions, and Canada. The international air travel policy permits Business Class airfare for travel destinations outside North America as well as Alaska and Hawaii. Whenever possible, travelers should take advantage of the savings available from Harvard's preferred airlines. First class travel is prohibited for all destinations unless the Travel Office receives a letter from a Dean, Vice President, or the President explaining the medical reasons. Federal regulations prohibit charging of business class or first class to federally sponsored projects.

Employees should not travel to countries for which a travel advisory has been issued. Employees may look up current U.S. Department Travel Advisories by using the link provided on the travel website. The policy also covers information on savings opportunities, upgrades, preferred airlines, passports and visas, as well as foreign currency tips. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Hotel reservations should be made through the Harvard Travel Center to take advantage of negotiated corporate rates. Information about the preferred hotels is available online at the Harvard Hotel Directory. This policy details the guidelines for hotel and conference reservations, upgrades, personal expenses, frequent guest programs as well as lodging in a private residence. Cancellation policies are also included. Hotel cancellation procedures should be strictly followed, and travelers will not be reimbursed for "no show" charges. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Travelers may rent a car to their destination when driving is more convenient or bulky material must be transported. Travelers may rent a car at their destination when it is less expensive than taxis, airport shuttles, and limousines. Hertz and Budget are the preferred rental car companies for Harvard University, and reservations should be made through the Harvard Travel Center to take advantage of University negotiated rates.

This policy includes the guidelines for rental car reservations, daily rental costs, pick-up, insurance, upgrades, and accidents. Specific information about the Hertz and Budget programs are also included. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Personal Car Usage is permitted if it is less expensive than renting a car, taking a taxi, or using alternate transportation. Travelers will be reimbursed for business usage of personal cars at the Federal government rate per mile. When using a personal car for Harvard business, an employee's personal car insurance carrier is the primary insurance carrier.

This policy explains the guidelines for personal car usage as well as ground transportation to and from terminals, taxis, sedan service, limousines, and rail service. In general, the most economical mode of transportation should be used to and from air, bus, and rail terminals. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Business meals are defined as meals taken with students, colleagues, or donors during which specific business discussions take place. Business meals will be reimbursed based on reasonable actual costs as determined by the approver. Travelers will be reimbursed for personal meals while on a business trip according to actual and reasonable costs. Travelers must choose either to file expenses or claim per diem.

Employees will be reimbursed for entertainment expenses with prior departmental approval if the business discussion will benefit the university. These expenses include outings to nightclubs, theaters, or sporting events when a business discussion takes place during, immediately before, or immediately after the event. This policy outlines the reimbursement guidelines for both meals and entertainment as well as receipt requirements, use of alcoholic beverages, tipping, and IRS requirements for business reasons. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

A per diem is given to a traveler to cover lodging, meals, and incidental expenses in connection with the performance of services for Harvard. Travelers may not request reimbursement for one portion of their trip and per diem for the remainder. Travelers who use per diem allowances do not have to substantiate each lodging and meal expense, but they must demonstrate that the trip occurred by providing a receipt such as an airline ticket or hotel folio. This policy explains the guidelines for the use of per diems as well as the IRS regulations. Current per diem rates are available on the travel office home page. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Travelers will be reimbursed for business phone calls that are reasonable and necessary for conducting business. The calls should be itemized on the hotel bill and attached to the Expense Report, or an original phone bill should be attached to a Web Voucher report. Personal telephone enabling the traveler to stay in reasonable contact with family will be reimbursed with departmental approval. Airphone usage is not permitted except in emergencies or extenuating circumstances. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Travelers will be reimbursed for some miscellaneous expenses incurred while on University business. Examples of these expenses include business office expenses, business phone calls, currency conversion fees, gasoline, ground transportation, tips, and postage. A detailed list is provided in the Miscellaneous Reimbursement Expenses policy. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Travelers will not be reimbursed for certain miscellaneous expenses. These expenses include airline club membership dues, auto repairs, frequent flyer tickets, lost baggage, rental upgrades, shoeshine, and souvenirs. A detailed list of non-reimbursable expenses is provided in the Non-Reimbursable Expenses policy. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

The University maintains a business insurance policy that provides worldwide coverage for accidental death or dismemberment while an employee is traveling on Official University business. Official travel does not include commuting to and from work. Coverage begins when the employee leaves his or her residence at the start of a business trip and ends when the employee returns to his or her residence. Students, consultants, and other non-employees are not covered. All travel insurance questions should be directed to Lee Ann Ross, Insurance Office, 495-8668, prior to arranging a trip.

The University maintains no insurance for loss of or damage to personal property during travel. This policy provides detailed information on business travel insurance, corporate card insurance, war risk insurance, medical evacuation, university property, and personal property. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

There are several potential tax-related implications pertaining to travel expenses. Failure to account for a cash advance within 120 days will result in reporting the advance to the IRS on the traveler's W-2. Departments that choose to reimburse spousal travel without a legitimate business purpose should inform the traveler that the spouse's travel will be taxable income and will be reported to the IRS. The policy also includes tax implications for employee recruitment, moving expenses, gifts and awards, fellowships, scholarships and grants, as well as club memberships. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Business travel expenses such as airfare and conference fees that are charged to the Corporate Card may be paid prior to the completion of a trip when the bill is submitted to the Travel Office for payment to American Express. Employees are responsible for ensuring prompt payment of their Corporate Card each month, and all bills are due and payable in full upon receipt of the statement. Direct billing is an option available through the Harvard Travel Center via a Travel Authorization form. This policy covers guidelines for prepaid travel and entertainment expenses, corporate card billing, cash advances, and cash advance settlement. Travel authorization form procedures are also provided. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

The University requires travelers to file an expense report within fifteen days of trip completion. The traveler must sign and date the expense report or letter requesting reimbursement. The approver must have authorization to sign for the account being charged. Whenever possible, the approver should be the traveler's direct supervisor. The approver should not report to the traveler. The traveler cannot approve his or her own expenses. Travelers should follow IRS regulations for advances and reimbursement of expenses. Incorrect or incomplete expense reports will be returned to the traveler. This policy includes IRS and CASB requirements, documentation requirements and substantiation, missing receipts, object codes, foreign currency conversion as well as delivery of the reimbursement check. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

A long-term operating advance account is generally set up to accommodate long term (six months or more) foreign projects carried out by Harvard personnel. The request for a long term operating advance must be made on a Long-Term Operating Advance Form or in the form of a letter or memo including the same information and signatures required on the long term operating advance form. This policy includes instructions for requesting a long term operating advance as well as the settlement process. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.

Personal/vacation travel may be combined with business travel provided there is no additional cost to Harvard and it meets with appropriate departmental approval. Follow this link to read the complete Travel and Entertainment Policy and Reference Manual.