Travel Policy

Responsible Office: Travel, Reimbursements and Card Services 
Date Effective: 7/1/2010 
Date Revised: 9/26/2024
Policy (Word): Travel Policy (HarvardKey)
Related Resources

School-specific Policy Addenda: FAS Travel Policy Addendum Rev 7/1/2023

International Travelers

• See the Harvard Travel and Reimbursement Guidance for documentation requirements if traveling internationally.
• Harvard faculty, staff, students, and researchers traveling internationally must register with International SOS and submit the auto-generated email confirmation with their airfare reimbursement request.
• Please note: Approvers (Concur and/or B2P) are responsible for confirming that reimbursement documents for international travel include proof of International SOS registration or Missing International Registration Form.

Student Travelers

• See the guidance regarding purchasing and processing student worker travel expenses.

Airbnb or Rental Accomodations

• For safety and privacy reasons, it is strongly recommended that travelers book lodging with one of Harvard’s preferred vendors.
• Travelers are expected to stay in standard, single-occupancy rooms where available and exercise fiscal responsibility when choosing hotels.
• Travelers may stay at a conference hotel using a conference rate when appropriate.
• While people may choose to use Airbnb, VRBO, or similar accommodation rentals at their (or the school’s) discretion and if the funding allows, they cannot be compelled to do so. Harvard will reimburse with proper documentation, but does not endorse the use of Airbnb and similar rentals.
• If using Airbnb, VRBO, or similar, rates should be comparable to standard, single-occupancy room rates (and not cost more).
  • Price comparisons are not required for short stays of a few days if the rate is comparable to standard, single-occupancy room rates.
  • Price comparisons are required for longer term stays (≥30 days) OR when the length of the stay is greater than the duration of the Harvard business being conducted (combined business and personal, e.g., the Airbnb was booked for a week of lodging but the business purpose is a 3-day conference. In that case, Harvard would only reimburse for the business expense portion of the trip).
• 2/24/2020 - Rental Accommodations and Third Party Payments
  Historically, Harvard business travelers seeking reimbursement for rental accommodations (VRBO, apartments, etc.) were required to get a Form W-9 from the renting landlord. In consultation with Tax Compliance, the Financial Policy Office determined that collection of the W-9 from the renting landlord (and subsequent processing as a 3rd party payment) is no longer necessary.

Lowest Economy Air Class: Harvard defines lowest economy class airfare (sometimes called coach, standard economy fare class or base airfare) to include a reserved seat, one personal item, one carry-on bag, and one checked bag. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket.

Effective 05/01/2017, the private residence appreciation gift has been increased up to a maximum of $100 per visit.

Policy Statement

This policy establishes how Harvard University will reimburse individuals for travel expenses incurred conducting University business. As a public charity that benefits from gifts by donors and sponsored awards, Harvard University has a stewardship obligation to use its funds prudently; all Harvard University employees must use University resources wisely and in the fullest support of Harvard’s mission of education and research.  As such, travel expenses must be reasonable and necessary, and travelers must always use the most cost-effective means of travel.  All travel reimbursements must meet the IRS accountable plan rules in order to be excluded from the traveler’s gross income. While no policy can address every scenario, this document is intended to cover the most common travel-related situations; where unusual circumstances arise, the spirit of this policy – along with good judgment – should prevail. 

Travel Policy Table of Contents

1. Select your means of travel
   1. Air travel (see Appendix A for detailed guidance for travel not using federal funds, see Appendix G for travel using federal funds)
   2. Ground transportation  (see Appendix B for detailed guidance)
   3. Lodging (see Appendix C for detailed guidance)
   4. Meals, entertainment and miscellaneous travel expenses (see Appendix D for detailed guidance)
   5. Business travel accident insurance
   6. Emergency Travel Assistance Program
       
2. Pay for travel using an approved method
   1. Corporate Card
   2. Personal Funds
   3. Cash Advances
       
3. Get reimbursed for your travel
   1. Business connection, including combining business with personal travel and guidelines for spousal/family member travel
   2. Substantiation
   3. Receipts
   4. Missing Receipt Affidavits (MRAs)
   5. Reimbursee signature required
   6. Timeliness of reporting requirements, including receipt deadlines for standard and extended business trips
   7. Foreign currencies
   8. Use of per diems
   9. Elective fees
       
4. Understand rules for special reimbursement situations
   1. Third-party reimbursements
   2. Employee recruitment
   3. Moving expenses
   4. Fellowships (also called stipends or allowances)
   5. Non-resident aliens

Appendices

(HarvardKey)

• Appendix A: Detailed Guidelines for Air Travel
• Appendix B: Detailed Guidelines for Ground Transportation
• Appendix C: Detailed Guidelines for Lodging
• Appendix D: Detailed Guidelines for Meals, Entertainment and Miscellaneous Expenses
• Appendix E: Guidance for Combined Business and Personal Travel
• Appendix F: Guidance for Spousal/Family Member Travel
• Appendix G: Requirements for Travel Expenses Charged to Federal Awards