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Reimbursement for Travel and Business-Related Expenses

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Overview

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.

Guidelines that are tailored specifically to the Harvard Forest (“HF”) are found below, however please refer to Harvard University’s Travel Policy for more detailed information.

COVID ALERT: the latest COVID Travel and Reimbursement Guidance can be found on the homepage of the Harvard Travel Services website.  Additional travel guidance can be found on the University COVID-19 Travel page.  Be sure to check back often as guidance is ever evolving.

Questions related to this document should be directed to the HF Finance team at hffinance@fas.harvard.edu.

 

Harvard Forest Travel Expense and Reimbursement Guidelines (full policy with appendices)

Appendix A: HF Travel Request Form

Appendix B: HF Travel Arrangement Request Form

HF Travel Request Form Instructions

 

Date First Effective:  07/01/22

Revision Date:  09/12/23