Travel

Travelers are responsible for spending Harvard resources with sound business judgment. Travelers must spend according to budget or other approved funds, and must comply with Harvard policies and any sponsored or donor restrictions. In addition, travelers are responsible for providing complete support documentation to the preparer with sufficient time for processing, review and approval. 

Requesting Travel

Students, researchers, and faculty can request travel by sending requests to Christine Benoit.   You can send specific itineraries that you want booked or provide the date, location and time range when you want to arrive and depart.  Airfare can be booked directly.   Hotel and car reservations can be secured by Harvard but often these locations require a credit card on site to charge to but can be reimbursed upon your return.   If you will be traveling often, we can arrange for you to have direct access to Egenciaexternal link, Harvard's online booking site.

Booking Travel

Harvard has a travel policyexternal link that must be followed paying careful attention to travel paid for with federal fundsexternal link.   If you travel frequently you may be eligible for a Harvard Corporate Cardexternal link.  Please see the abridged version of the travel policy (pdf) and contact Christine Benoit with any questions. 

Harvard has negotiated rates with many travel providers.  It is strongly recommended that travel (airfare and hotel) is booked with preferred agenciesexternal link such as Egenciaexternal link and paid for directly by Harvard. By booking with Harvard preferred agencies, we are able to leverage Harvard's buying power in situations where the unexpected travel complications may arise that wouldn't otherwise be an option with the fine print of an online discount provider.  Note that conference hotel rates are typically favorable and can usually be booked through the conference website.

Travel booked with personal funds cannot be reimbursed till AFTER the travel has completed.

Rental Cars

Information for rental car purchases can be found on the Harvard Travel Websiteexternal link.   Please note that a corporate code must be used and the appropriate insurance (pdf) should be purchased/declined.  

Amtrak

Amtrak ticketsexternal link can be purchased on Egencia.  Note that there are two types of service - Regional and Acela.  The Acela service is a business class train that can only be purchased with proof that no other Regional service was available near that time.

 International Travel 

There are a variety of resources available for international travelers on the Harvard Travel Services webpageexternal link.

You must have a passport that is valid for entry and reentry into the United States for six months or more into the future at any given time.  When traveling, J-1 postdocs need to have their DS-2019 with a signature less than one-year old (otherwise cannot go through immigration on the way home).  As of October 29, 2021 registering your travel is REQUIRED (see below).

Emergency Response Program 

The International SOS program provides 24/7 medical and security support and evacuation services to eligible students, faculty, and staff. To expedite access to these services, it's vital that you enter your itinerary in the Harvard Travel Registryexternal link before you leave.  As of October 29, 2021 registering your travel is REQUIRED.

Cellular Roaming 

Harvard will not reimburse for exorbitant cellular roaming charges.  It is important to make sure you have the appropriate plan (even if temporary) to avoid those charges.  Please contact your cellular provider for more information. For an alternative to changing your plan, you can can use Jabberexternal link to turn your mobile device into your Harvard phone. 

Foreign Currencies

Reimbursements for foreign currencies must have the conversion rateexternal link for the DATE OF the purchase.  The easiest way to manage this  is to be reimbursed using per diem rates or to use a credit card and present the statement of these expenses for reimbursement along with their receipts.  This way you are sure to get back the full amount that was charged to your card.   In addition, you may present foreign transaction fees that were charged to your card.  You could also exchange cash when you arrive and use that receipt and its conversion as the basis for cash expenses.