There are specific rules relating to travel charged to Federal Awards; please review theUniversity Travel Policy(Appendix G) and theSponsored Expenditures Guidelines. Harvard University, established in 1636 and located in Cambridge, Massachusetts, is the oldest higher institution of learning in the United States. The most common types of insurance requirements are described below along with resources for purchasing those policies. SeeAppendix E of the Travel Policyfor additional guidance. Harvard University Information Technology (HUIT) offers special pricing through negotiated discounts on computers, software, and related accessories. If you had travel reservations for University business, the Harvard Travel Policy allows for reimbursement of cancellation or change fees due to a valid business reason. Complete the prescriptionTravel Override Worksheetand return it to Member Services with a copy of an official travel itinerary (i.e., e-tickets). To be eligible for Harvards health and welfare benefits, you must be employed in a benefits-eligible position on a regular University payroll and work at least 17.5 hours per week, or be paid at a base annual rate of at least $15,000. Most countries have mandatory, state-sponsored workers compensation programs to ensure that workers are covered for injuries sustained on the job. Login with HarvardKey to search the Alumni Directory, Class Notes, Message Boards, and more. The comparable flight documentations must be submitted with the completed. Offer accommodations not reasonably adequate for the traveler's medical needs. The ticket, or documentation for an electronic ticket, must identify the U.S. carrier's designator code and flight number. Where funds and budget allow, the Travel Policy may allow business or upgraded economy travel for certain flights (local policies may be more restrictive); however, the difference in fare between the lowest economy airfare and the business class fare cannot be charged to federal or federal cost share funds and must be charged to a non-sponsored account. Increase the number of aircraft changes outside the United States by two or more; Extend travel time by at least six hours or more; or. PeopleSoft. Don't forget to book your travel consult appointment! Blue Cross Blue Shield coverage includes, but is not limited to: Coverage outside the U.S. Students enrolled in the Student Health Insurance Plan are covered at the out-of-network level of benefits and are responsible for all applicable copays, coinsurance, and deductibles that may apply. It is recommended you book your travel directly through the U.S. flag air carrier or use a Harvard preferred travel vendor and inform them you are using federal funds. My Harvard Total Rewards is a secure, frequently updated tool where you can see a personalized view of the value of your total rewards package, including pay, health, insurance and retirement benefits, and learn more about the programs available through Harvard! Pets Best offers coverage levels andoptions to meet your needs, payroll deduction and a. You may also use an out-of-network attorney and be reimbursed for covered services. However, some funding sources may not recognize code-sharing as being compliant with Fly America Act. This insurance covers the cost of transporting you to a safe place for medical or security reasons. If it is not an emergency and you know the nearest hospital is safe, go there. endstream
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You must use a U.S. flag air carrier for all legs of your route where a U.S. flag air carrier is an option. It is meant to support, not replace, the relationship that exists between an individual and theirclinician. Choice of insurance plan does not affect International SOS services or eligibility. If the traveler consumed alcohol with a meal but does not have an itemized receipt, the traveler must be able to estimate the amount of money spent on alcohol. Long-term exceptions to the Fly America Act include: However, a U.S. flag air carrier must be used on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would: Exceptions to the Fly America Act must meet one of the exception criteria and be justified and documented to be allowable on a federal award. ^:(".h"XIjvw7g;NZcJAiu?*?^L2_w;f[E3lSv!a/XLgLjh^]e? Please utilize the Lowest Economy Airfare Split Coding Job Aid to assist you in allocating the cost between federal and non-federal accounts. Eligibility requirements for represented employees may vary by union contract . TheFly America Actstill applies. Fellowship Location, Taxes, Travel Reimbursement, Health Insurance and International Fellows. An additional exception to Fly America occurs when anOpen Skies Agreementis in place between the United States (U.S.) government and the government of a foreign country. Copyright 2023 The President and Fellows of Harvard College, Accessing aHarvard University SharePoint Site or MS Team, Appendix B: Detailed Guidelines for Ground Transportation, Appendix G: Requirements for Travel Expenses Charged to Federal Awards or Cost Share Funds, BER Business Expense Reimbursement Type - Foreign Individual, Tax Implications for Moving Recruiting Visas and Related Expenses, Processing Taxable Employee Moving Expenses, Timing and Processing Student Worker Travel Expenses, Global Support Services - Foreign Travel Guidance, Harvard Travel, Reimbursements and CardServices Website, Air travel (see Appendix A for detailed guidance for travel not using federal funds, see Appendix G for travel using federal funds), Ground transportation (see Appendix B for detailed guidance), Lodging (see Appendix C for detailed guidance), Meals, entertainment and miscellaneous travel expenses (see Appendix D for detailed guidance), Direct Billing using Harvard General Ledger Coding, Business connection, including combining business with personal travel and guidelines for spousal/family member travel, Timeliness of reporting requirements, including receipt deadlines for standard and extended business trips, Fellowships (also called stipends or allowances), Fly America Travel Reimbursement Exception Form (FATREF), Lowest Economy Airfare Split Coding Job Aid, Federal Lowest Economy Airfare Travel Reimbursement Exception Form. Smart Traveler Enrollment Program (STEP) is a free service that allows U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. embassy or consulate. Yes, but only if you obtain the comparable flight documentation for the economy rate versus the economy plus or business rate within 1 business day of booking and submit the documentation with the travel reimbursement request. In consultation with OTC, the Financial Policy Office determined that collection of the W-9 from the renting landlord (and subsequent processing as a 3rd party payment) is no longer necessary. Change fees, cancellation fees or trip cancellation insurance may be an allowable expense under extenuating circumstances provided there is a compelling and valid reason such as a canceled conference or medical emergency; as referenced in theAppendix A, Section 2 of the Harvard Travel Policy. Records Management Services has developed University-approved policies on retaining and disposing of records to enable offices to make informed decisions about their records. Requirements for coverage may differ for local versus foreign nationals. But you can purchase it under a Personal Travel Insurance policy. Register today and claim your key! The Fly America Act states that when using federal funds you must use U.S. flag air carriers or flights operated under a U.S. code share agreement to travel to any destination, including international destinations, regardless of the cost comparison with a foreign air carrier. The University offers 24/7 medical, mental health, and security support and evacuation services . &{:@\y+IC>hH"o(y`:~l=Q+e 3oIWA>C0-_/3c\oHva?+v%OoD> :_j?IILhO
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p3G&rnH(3Jic;9rl}`=3k_(or42upS1\ %[~s8 b*SAeMA1>q*W/NDcAs8G}>. If you purchase a prescription while abroad, you can file for reimbursement andyou will be reimbursed at 100% of the cost minus theapplicablecopayment. The following dependents are eligible for Harvards medical, dental and vision care plans under family coverage (the employee must be enrolled in the same plan): For information on special eligibility situations, including domestic partners, COBRA and others, please refer to ourEligibility - Special Situations Overview. Page . Travelers are expected to use the most economical mode of transportation appropriate for their needs. Nearly all countries require liability insurance for individuals operating automobiles. If youre traveling with valuable equipment, you may want to take out a separate policy. O&I also partners with cultural attractions and businesses to offer special Harvard University ID discounts. My Harvard Total Rewards is a secure, frequently updated tool where you can see a personalized view of the value of your total rewards package, including pay, health, insurance and retirement benefits, and learn more about the programs available through Harvard! Q: Do I need an insurance ID card when traveling? The comparable flight documentation should identify the date of the comparison of the itinerary, as well as the airline, flight number, date, time, fare class and price for the economy ticket, and fare class and price for the ticket purchased. Per the University's Travel Office policy, limits should, at a minimum, satisfy legal requirements, but higher limits are often advisable, and some Schools may have their own policies. International SOS can provide evacuation services if the level of medical care necessary is not available in country. for questions about Harvard College financial aid Harvard University Group Health Plan helps meet the needs and budgets of our union and non-union members. box office. This list, organized alphabetically by authors last name, has been prepared by the Harvard COOP and the titles are available for purchase in store or online. This policy establishes when Harvard will pay for non-travel business expenses of any individuals conducting business on the Universitys behalf. Many countries require proof of health insurance coverage in order to obtain a visa. Use this form for students or non-employees requesting reimbursement for expenses incurred while completing official Harvard business. Their site also links to private-market listings. Includes appendices for transportation, lodging, meals, entertainment, and combined personal and business travel. Annual Open Enrollment period during the late fall. There are some excluded services, including employment-related matters, divorce, class action, and others; refer to the MetLife Legal Plans flyer for details. The Universityoffers 24/7 medical, mental health, and security support and evacuation services through International SOS. Richard A. and Susan F. Smith Campus Center, Students and dependents enrolled in the Student Health Insurance Plan can find information on, ; employees covered under the Universitys Express Scripts program can follow, See a listing of specialties and services at HUHS, Find hours, contact information, and more, Copyright 2023 The President and Fellows of Harvard College, obtaining free antigen tests on this site. A:You will need to submit itemized receipts with an international claim form to BCBS Global Core. Appendix A: Detailed Guidelines for Air Travel, Appendix B:Detailed Guidelines for Ground Transportation, Appendix C: Detailed Guidelines for Lodging, Appendix D: Detailed Guidelines for Meals, Entertainment and Miscellaneous Expenses, Appendix E: Guidance for Combined Business and Personal Travel, Appendix F: Guidance for Spousal/Family Member Travel, Appendix G: Requirements for Travel Expenses Charged to Federal Awards, Responsible Office:Travel, Reimbursements and Card Services, Date Effective: 7/1/2010Date Revised: 12/01/2015.02M. Most countries require that the prescribing doctor be licensed in that country before a prescription can be filled. To obtain a visa, many countries also require proof of evacuation coverage. Include in the business purpose section of the reimbursement request the reason for purchasing a refundable ticket. Auburn Street, Cambridge, MA 02138| MAP IT| Harvard faculty, staff, students, and researchers traveling internationally must register with International SOS and submit the auto-generated email confirmation with their airfare reimbursement request. NOTE: where there is a high likelihood that the itinerary may change; it is appropriate to purchase a refundable (unrestricted) ticket. Find time and dates for cities in all time zones, including the international time right now. This insurance is a component of the Harvard Travel Assist program administered by Global Support Services. Forplan details and price, and to enroll, call 866-228-3516 or visit. Do you have upcoming international travel plans? International claims form, filing, and payment informationare available atBlue Cross Blue Shield Global Core. Notably, the current Open Skies agreements do not apply to Department of Defense-supported activities and there is a prohibition against non-US carriers if a city pair contract exists. 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