FINANCIAL OPERATIONS
The Financial Operations team is responsible for the approval of purchases and reimbursements, policy compliance and guidance updates, as well as providing training and support on our financial systems and processes. If you need any assistance, please let us know.
SEAS Finance Updates
Effective Monday, November 16th , travelers will be required to provide additional information related to airfare expenses in Concur. These updates will give the University greater visibility into how and when air travel is booked
Three new fields will be added relating to airfare expenses in Concur:
The new fields are:
- Departure Date (required): Enter the departure date for the first flight on the itinerary / ticket.
- Air Ticket Booking Source (required): Select how the ticket was booked—for example, through Egencia, a travel agency, or directly with the airline.
- Reason for Non-preferred Agency: This field is required only when Airline Direct or Other is selected as the booking source. Choose the reason that best applies. Some selections will also require a brief comment.
More information can be found in these slides, which provide additional guidance on each field and explain when to select each option.
If you would like information on Harvard’s preferred travel agencies and negotiated rates for air travel booking, visit Harvard’s site.
SEAS NER Guidance
To improve our cross-teams’ experiences and outcomes related to the creation and approvals of Non-Employee Reimbursement requests, please find new (and some refreshed) NER Resources on the SEAS Job Aids page linked to the right. The specific resources to draw your attention to in this location are:
- NER Expense Workbook (Excel): Tool that enables travelers and preparers to detail and organize all required information in one form; in advance of entering the requests into Buy2Pay.
- SEAS NER Guidance for Preparers (PDF): Provides guidance on how to track and organize expense and receipt documentation, translate documentation into the NER excel tool and NER form, and complete requisition steps within the Buy2Pay system.
- SEAS Traveler Reimbursements Guidance (PDF): Supplemental documentation to Harvard University Business and Travel policies that provides SEAS-specific guidance for business travel and reimbursements.
- SEAS Airfare Comparison Guidance (PDF): Guidance for travelers to follow that ensures they have proper documentation, specific to airfare, for reimbursement. Please see Harvard's comparison requirements at Combining Business and Personal Travel.