TA: Claiming Reimbursements

Relocation Expenses Reimbursement - HCO
If you are eligible for relocation reimbursements give an itemized list and all your receipts to your administrator as soon as possible and no later than 60 days from date of arrival.

Relocation Expenses Reimbursement - SAO
See the Relocation section here.

Travel and Other Expenses - HCO
Any "advisor pre-approved" expenses must be submitted for reimbursement no later than 60 days from date of expense but preferably within 30 days. The 60-day time limit begins right after you purchase your plane ticket, regardless of when the trip starts or ends. Complete the Universal Expense Form (expense report), sign it, and give it to your administrator with all the original receipts. You may end up filing two expense reports if you purchase your ticket far in advance.

When you travel, always use an American carrier and, in case of an e-ticket, provide a receipt that shows the itinerary, trip number, cost, and proof of payment.

Also note!

The complete Harvard Travel Policy can be found at http://vpf-web.harvard.edu/ofs/travel/pdf/policy.pdf and some of these policies were clarified by FAS in this slide show.

These policies are driven by IRS rules and the agreement Harvard has on file regarding their accountability plan for making reimbursements.

You can direct-bill to a Harvard code any airline or rail ticket purchased through BCD Travel (one of Harvard's preferred vendors). Please follow the procedure explained in this PDF document

If receipts are missing, please attach a signed Missing Receipt Affidavit to your reimbursement request.

HCO Federal Travel Guidelines
To comply with A-21 regulations, Harvard travelers who purchase airfare using federal funds must purchase airfare using one of Harvardís preferred travel agencies. These are:

  • Expedia Corporate Travel

    (to set-up an account in Expedia Corporate, send an email to travelmgr@camail.harvard.edu with your name, Harvard ID, and email address. An email will be sent back to you within 24 hours with the required account information.

  • World Travel Partners (BCD Travel)

  • Great International Travel

  • Oriental Tours and Travel

  • Travel Collaborative

    For more details on Federal travel guidelines, click here.


    If you have any questions about travel, please speak with your administrator, Mark or Nina, prior to making reservations, so they can assist you in maintaining compliance with Harvard travil policy


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