MCB Travel

As an individual who will incur travel expenses while conducting Harvard University business, it is important for you to familiarize yourself with Harvard's Travel policy and pertinent information about traveling, especially if you expect to be reimbursed fully for all your travel related expenses.

If you are traveling on federal funding, it is imperative that you are aware of federal funding restrictions, i.e., Use *U.S. Flag Carriers (even if less costly foreign flag carriers are available) and book the lowest economy class. *Foreign flag carriers are acceptable only when exceptions in the the Open Skies Agreement are met.

Timing:

Completed reimbursement should be submitted within 60 days after the expense or last day of travel

Receipts:

  • Alcohol (wine and beer only) – if purchased, must be disclosed (Cannot be charged to federal awards)
  • Business meals – Disclose attendee names for 5 or less and business purpose
  • Hotel folios – Detailed folio required (contact hotel to obtain one)
  • Restaurant receipts – Itemized receipts are required (contact restaurant to obtain one)
  • Sales Tax – Purchases on behalf of Harvard are sales tax exempt (Use of B2P, Pcard or Corporate Card required for exemption to be applied)

Note: In extenuating circumstances, MRA (Missing Receipt Affidavit) can be submitted when all efforts to retrieve a copy of a receipt are exhausted.

Travel purpose:

Combining business-related trips AND other travel

  1. Obtain PI approval prior to booking travel
  2. If approved, a comparison of the round-trip business-related itinerary and the intended itinerary MUST be done within one business day of booking. A printout is REQUIRED
  3. Airfare reimbursement is limited to the lowest air fare class of the comparisons
  4. Other travel expenses, such as personal travel, incurred outside the business-related itinerary are not reimbursable

Travel expenses on Federal grants:

 

Airfare:

  • Lowest economy fare class only
  • Must use a U.S. domestic airlines and comply with the Fly America Act (consult with Lab Administrator/Faculty Assistant for exceptions)

Conference fees:

  • Must directly benefit the research project supporting the travel costs (i.e., presenting data supported by the award, attending a talk that will directly benefit the research project, or an aim of the research project is to host a conference related to the funded research project)

Local Conference or formal scientific meetings (within 50 miles from work location)

  • Conference fees – Allowed
  • Lodging – Not allowed unless in exceptional circumstances (REQUIRES PRIOR APPROVAL)
  • Meals (Individual) – Not reimbursable when incurred locally. Click here to search distance
  • Meals (Business) – Reimbursable on federal awards for ONLY attendees on travel status, otherwise charged to nonfederal awards
  • Transportation costs – Taxis, local train/bus and parking are allowed for business related travel

Professional membership fees/dues:

Appropriate when:

  • Required for conference attendance and attending the conference directly benefits the award; and
  • It reduces the overall cost of attending the conference