Reimbursement

The Harvard Physics Department will reimburse $400 for domestic travel and $600 for international travel, or the actual price of travel expenses paid if they fall below those thresholds. 

Eligible expenses include airfare, rail fare, and ground transportation. 

All reimbursements will be processed through our Buy2Pay (B2P) system. B2P offers direct deposit reimbursement, which we highly recommend as it is faster and less prone to issues. You can set that up while you create your “supplier profile”.  Please note that the registration will request certain tax documents from you – if they are not provided by the system, they are available below.

Non-US Citizens will need to complete a separate process. Hannah will reach out after your reimbursement form submission. 

The reimbursement form is live now, and we recommend completing your submission as soon as possible. You will be emailed a copy of your submission and will be able to edit as needed (i.e., to upload additional documents, etc.). All reimbursements will be processed after the Open House, but the vendor setup process can take a little time, so it is best to begin that early. 

Please follow these steps to request your reimbursement:

1. Complete the Reimbursement form found HERE.

2. You will recieve an invite email to B2P - complete the supplier set up process as soon as possible. 

3. Please allow ~4 weeks for processing.

 

Helpful Links & Forms:

Access a copy of your most recent I-94 HERE

NOTE: Accessing files linked below will navigate away from this page. 

W9 - For US Citizens140 KB
W8 BEN - For Non-US Citizens66 KB
Non-Employee Reimbursement Form (NERF)214 KB
Missing Receipt Affidavit (MRA)164 KB