FAQs - Reimbursement Questions
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1. Does the reimbursement information on this
site apply only to travel expenses?
No. The Travel and Reimbursements Office handles reimbursements for
all out-of-pocket business expenses for the University.
2. I need to reimburse someone for expenses
incurred while on University business. Which system should I use?
The answer is at this link: Financial
Administration ACTTS (A/P, Cash Management, Tax, Travel, and Sponsored
Research committee papers.)
3. What do I have to do to get reimbursed?
Submit an expense report within policy and with proper documentation.
See here
for details.
4. When do I submit a reimbursement request?
As soon as possible after incurring the expense.
5. How long, after I incur expenses, do I have
to submit my reimbursement request?
The report must be received in the Travel and Reimbursements Office
no later than 60 days from the date the expense was incurred.
6. How do I find out the payment status of my
reimbursement?
You can monitor the status of your report by logging in to Web
Voucher and selecting "Requisition/Voucher History" from the WV Main
Menu.
7. If my reimbursement request is for travel,
can I submit it before the trip?
No.
8. As an approver, what are my responsibilities?
See "Approver Responsibilities" in our 'Policy at a Glance'. Go
there directly
9. Exception handling: What is allowed?
No exceptions are allowed.
10. What expenses are not allowed to be reimbursed?
See Appendix A in the University
Business Wide Expense policy (.pdf)
11. How do I find out my exception signer?
Contact your local financial office or call the Travel Office at 495-7760.
12. What are the rates for Per diems, Mileage,
and Currency exchange?
The answers are here.
13. What documentation do I need to retain
for my records?
Copies of the expense reports are recommended but not required.
14. Why was my report returned?
A Revision Request Form is attached to every report that is sent back
to the tubs with an explanation for its return. The most common reasons
the TRO returns reimbursement requests are:
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Expenses were not properly documented
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Business purpose was missing or incomplete
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Receipts were missing and no MRA was submitted
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Required Financial Dean's (or equivalent) letter was missing or
incomplete
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Reimbursee's signature was missing
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Expenses were unallowable under University policy
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Expenses were submitted late
15. What Harvard discounts are available?
See the preferred vendors page here
for a complete list of travel discounts. You must log in to view the details,
as this is restricted to Harvard employees and affiliates.
16. Where do I find Harvard's travel and reimbursement
policies?
The answers are here.
17. Can I add information on the paper copy
of the Web Voucher without creating a new report?
Yes.
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