Please use the following instructions to be reimbursed at CMES.  Receipts or ticket stubs are required for each reimbursement expense.

1. Complete in full and sign a Harvard University Universal Expense Form – this summarizes your travel expenses.

Business Purpose: Please provide a detailed business purpose that includes a date, location and title of your event. Example: 'MESA conference, October 24-25, 2008, Washington, DC; airfare Boston-Washington, DC, taxi fares from home to airport.'

Timeliness requirement: Requests for reimbursement of travel expenses must be submitted within 30 days of the date the expense was incurred.

Airfare: Air travelers must provide a copy of their itinerary, a passenger receipt (generally the final ticket stub showing itinerary and cost and a credit card statement showing the transaction. Air travelers with e-tickets should provide itineraries plus credit card statement. 

Lodging: Please provide the original, itemized hotel folio, plus a credit card statement tying your payment to your hotel stay.

Ground Transportation: CMES accepts original receipts or a Missing Receipt Affidavit (MRA).  To be reimbursed for driving your own car for business purposes, please submit a Mapquest or Googlemaps print out set of directions from your starting point to your end point, so we have documentation of distance traveled.  

Business Meals: CMES accepts original receipts or a Missing Receipt Affidavit.  The center does not reimburse for alcohol but will cover your meals that are not provided during the duration of your event or as determined in advance by the event organizer.  

NB:  Missing Receipt Affidavits should only be used as an exception. They should not be used in lieu of original receipts on a regular basis.  If you have misplaced either your airfare or lodging receipts you must contact the vendor to request a duplicate receipt before submitting your paperwork to CMES.  MRA's are not accepted for either of these expenses. 

FAQ [downloadable pdf: reimbursement_policy.pdf]

2. If you are not a U.S. citizen or permanent resident, and have not been paid by Harvard in the past year, please complete and sign a Foreign National Information Form. A copy of your I-94 Departure Record (a small white card inside your passport), a copy of your U.S. Visa from your passport, and a copy of your I-20, DS2019, IAP66 or I-797 (immigration documents), if applicable, must be attached to the FNIF.

Please note the following:

• Special Note for Visitors on J-Visas: Visitors on J visas not sponsored by Harvard University must obtain written permission from the International Office of the sponsoring institution prior to receiving honoraria or service payments (including employee compensation) from Harvard.

 

• Special Note for Visitors on TN, H-1B or O Visas: Visitors on TN, H-1B or O visas not sponsored by Harvard University may not receive honoraria or service payments (including employee compensation) from Harvard.

3. The reimbursement will automatically be processed in US$, and will be sent in check form to the participant’s mailing address. If the participant wishes to be reimbursed via wire transfer (for amounts over $1000), a Wire Transfer Authorization form is required. 

4. Submit all materials to:

Anna Kreslavskaya
CMES Financial Associate
38 Kirkland Street, Room 105
Cambridge, MA 02138

Provided your reimbursement request conforms to the above guidelines, you should receive your reimbursement within 3–4 weeks from the date on which we receive your materials. We cannot guarantee reimbursement of any expenses older than 60 days, or of expenses lacking appropriate documentation (original receipt or missing receipt affidavit.). A summary of Harvard's reimbursement policy can be found here.