# Administration As members of the department (faculty, staff, student) there are certain processes and procedures that will be asked of you throughout your tenure with us. Below is a list of common forms and resources that you may require in order to know the correct policies for being paid, being reimbursed, or what funds can be used to procure different types of assets or data. Open all sections Close all sections ### Finance FAQs expand\_more [Concur Frequently Asked Questions](https://internal.procurement.finance.harvard.edu/concur-expense-faq) [Business Meals and Coffee Meetings Report Template](https://www.economics.harvard.edu/resource/business-meals-and-coffee-meetings-report-template) [Telecommunications Report Template](https://www.economics.harvard.edu/resource/telecommunications-report-template) [Definition of Receipts](https://hu.sharepoint.com/:f:/r/sites/EconomicsDepartment/Shared%20Documents/General/Finance/Definition%20Of%20Receipts?csf=1&web=1&e=a5cyaO) [FAS ASAP: Business Purpose Guide](https://hu.sharepoint.com/:b:/r/sites/FinanceFundamentals/Shared%20Documents/FinFun3%20Docs/07%20Business%20Purpose%20Guide.pdf?csf=1&web=1&e=3EOuEY) [Guidance on Business Purpose](https://hu.sharepoint.com/sites/EconomicsDepartment/Shared%20Documents/Forms/AllItems.aspx?FolderCTID=0x012000ACF0CCD4DD1C6349812B483382CA766B&id=%2Fsites%2FEconomicsDepartment%2FShared%20Documents%2FGeneral%2FFinance%2FBusiness%20Purpose) [Guidance on Object Code 8250](https://hu.sharepoint.com/sites/FAS-Economics/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FFAS%2DEconomics%2FShared%20Documents%2FFinance%20Resources%2FObject%20Code%208250%2FClarification%208450%5Fv1%5FFINAL%5F2025%2003%2014%2Epdf&parent=%2Fsites%2FFAS%2DEconomics%2FShared%20Documents%2FFinance%20Resources%2FObject%20Code%208250) ### Service/Billing Agreement Intake Form expand\_more [Service/Billing Agreement Intake Form](https://forms.cloud.microsoft/r/wytQs57EA9) ### Sponsored Programs Pre-Award Compliance Form expand\_more [Sponsored Programs Pre-Award Compliance Form](https://forms.office.com/r/xnCxAtWabW) ### Research Appointments expand\_more **Research Assistants** Hourly employees who assist with faculty or graduate student research. [RA/Temp Appointment Intake Form](https://forms.office.com/pages/responsepage.aspx?id=9CL6b2hFBUGtQy461HJpV8jO6T86VAJHgcBNxJqY2QZUNFFMTURVOUM5N1JCQVYwVVJYWFBSMFBCUSQlQCN0PWcu&route=shorturl) Econ Payroll () will work with the candidate to gather documents and other information needed to create/extend the appointment. Establishing new active appointments can take up to 7 business days. **Individuals should not work ANY hours until they receive an email from Econ Payroll confirming their appointment is active and can submit hours. The appointment start date on request form should match the candidate’s first day of work**. Non-Harvard student hires on Harvard payroll are subject to an 9% fringe rate. (Harvard student employees do not incur fringe during academic term.) Individuals who are not performing work in [Harvard-registered payroll states](https://oc.finance.harvard.edu/files/controller/files/harvard_registered_payroll_states.pdf?m=1654256856) will be hired via external payroll service and subject to mark-up of 18.8% on all wages. Temporary Employees, including student employees and paid interns, accrue one hour of earned sick time for every 30 hours worked, up to a maximum accrual of 40 hours of earned sick time each fiscal year (July 1 – June 30). Earned sick time shall be based only on actual hours worked. Accrued earned sick time that is not used is “banked” for use in the next fiscal year and is not to exceed a total of 40 hours. International hires will take additional time (~2 months) and often incur significant fees. Faculty are encouraged to partner with an organization in-country via a service agreement, when possible. Read more on international hiring on Harvard Global’s [website](https://www.globalsupport.harvard.edu/plan/employment/hiring-staffing). **Pre-doctoral Fellowships** Benefited salaried positions that support faculty research while simultaneously providing an opportunity for individuals to refine their research skills through faculty mentorship. [Predoctoral Fellowship Intake Form](https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=shell&origin=NeoPortalPage&subpage=design&id=9CL6b2hFBUGtQy461HJpV2xd-iIjDvBKuRYPuKUm5GpUQVFZRjQwOFcwTlpXOThCVkpHMjYwUlQ3VCQlQCN0PWcu) All predoctoral fellowship opportunities and offers must be approved by the Office of Faculty Affairs. Faculty are strongly encouraged to utilize the [ARIeS](https://aries.harvard.edu/) system for recruitment purposes. **Unpaid Visitors** Unpaid appointments for those seeking to benefit from the Harvard and Economics Department community while pursing their own research questions. **Please note that the department limits unpaid visiting research appointments to one visitor per faculty member per period.** Econ Academic Appointments () will liaise with department’s Non-Stipendiary Appointments committee for approval before issuing invitation letter. ### Human Subject Payment expand\_more All resources for research projects that involve studying human subjects. This includes payment forms, tracking sheets and Harvard University’s policies on Human Subject Payments. - [Subject Payment Form](https://irb.harvard.edu/IRB/sd/Rooms/DisplayPages/LayoutInitial?Container=com.webridge.entity.Entity%5BOID%5B932925EBAB2E8C458897BE431933015B%5D%5D) - [Tracking Sheet of Human Subject Payments](https://irb.harvard.edu/IRB/sd/Rooms/DisplayPages/LayoutInitial?Container=com.webridge.entity.Entity%5BOID%5B932925EBAB2E8C458897BE431933015B%5D%5D) (to be submitted for reimbursement) - [Harvard University Human Subject Payment Policy](https://policies.fad.harvard.edu/files/fad_policies/files/human_subject_payments_download_0.pdf) ### Payroll expand\_more All resources for hiring and onboarding students and other workers. - [I-9 Form (Employment Eligibility Form)](https://www.uscis.gov/i-9) - [Federal Work Study Information](http://seo.harvard.edu/) - [FAS Payroll Services](http://finance.fas.harvard.edu/pages/payroll) ### Reimbursement and Corporate Credit Card Payment Forms expand\_more Includes all forms for reimbursing Harvard business expenses. Concur should be used for all faculty, staff and post-docs. Graduate students and other non-employees are reimbursed using the Non-Employee Universal Expense Form. - [Business Meal Alcohol Calculator Tax and Tip](https://hu.sharepoint.com/:x:/r/sites/EconomicsDepartment/Shared%20Documents/General/Finance/Business%20Meal%20Alcohol%20calculate%20tax%20and%20tip.xlsx?d=wad464c58b69e4860b3564cd014ec43e6&csf=1&web=1&e=sAAFXp) - [Business Meals and Coffee Meetings Report Template](https://www.economics.harvard.edu/resource/business-meals-and-coffee-meetings-report-template) - [Non-Employee Universal Expense Form](https://internal.procurement.finance.harvard.edu/sites/g/files/omnuum12006/files/2024-01/nonemployee_reimbursement_form_digital_signature_v1.pdf) (Reimbursement Form for all Non Full-time Employees (Invited Guests, Students, Affiliates, etc.). [See here for a a guide on the process for non-employee reimbursement guide.](https://internal.procurement.finance.harvard.edu/resource/non-employee-reimbursement-guidance) (Chrome required to view, Firefox doesn't currently work) - [Missing Receipt Affidavit Form ](https://internal.procurement.finance.harvard.edu/sites/g/files/omnuum12006/files/2024-05/missing-receipt-final-uae_002%20FINAL-uae.pdf) (Required if receipts are missing) - [Additional Pay Form/Reimbursement for Harvard Employees](https://finance.fas.harvard.edu/sites/g/files/omnuum766/files/2025-01/additional_pay_form.pdf) This form is used to request payment of additional income to a Harvard University employee for expenses treated as taxable income between days 91–182 with taxes withheld. ### Tax Forms expand\_more Tax forms related to Harvard’s Tax Exempt status. Use these forms with any vendors when purchasing items using your Purchase-Card. - [Harvard Tax Exempt Certificate](https://hu.sharepoint.com/:b:/s/FAD/EYEMXkCPH0JNsIerr76j4k8BXdC2Oizz3PUAnNmqACbJMg?e=dcs5vf) - [Other Internal Tax Forms](https://tax.oc.finance.harvard.edu/tax-forms) ### Links to Harvard Finance Systems expand\_more [Concur](https://key-idp.iam.harvard.edu/idp/profile/SAML2/Unsolicited/SSO?providerId=https://us.api.concursolutions.com/saml2) [HART](https://hart.biprod.huit.harvard.edu/analytics) [Buy2Pay](https://solutions.sciquest.com/apps/Router/SAMLAuth/HarvardFullSuite) ### Work Order Requests expand\_more Individuals should submit their own work order requests for issues related to temperature control, cleaning, electrical issues and/or concerns with restrooms. All office moves and furniture needs should be routed through the Front Office team by emailing . [Submit work order requests here](https://oprp.fas.harvard.edu/presto-2). ### Telecommunication Reimbursement Information expand\_more Includes the form and instructions for reimbursing telecommunication expenses, such as cell phone and internet, as related to Harvard business for faculty members. Reimbursements are given based on percentage of business related activity. - [Form and Instructions](/file_url/649) - [Telecommunications Report Template](https://www.economics.harvard.edu/resource/telecommunications-report-template) ### Miscellaneous Finance Forms expand\_more Various forms related to Harvard Economics finance business practices. Includes forms such as AP Task Slip for paying invoices, Purchase-Card Cover sheet for capturing business purposes on transactions, and In Lieu of Invoice form for Honorariums/Fellowships. - [Business Purpose Abbreviations](https://hu.sharepoint.com/:b:/r/sites/EconomicsDepartment/Shared%20Documents/General/Finance/Business%20Purpose/Econ_Business%20Purpose%20Abbreviations.pdf?csf=1&web=1&e=ejydzV) - [Business Purposes Length Tool Template](https://hu.sharepoint.com/:x:/r/sites/EconomicsDepartment/Shared%20Documents/General/Finance/Business%20Purpose/Business%20Purposes_Length%20Tool_please%20save%20your%20own%20copy!.xlsx?d=wd807e5fabc244abaaeea9c850630a368&csf=1&web=1&e=i5gusS) - [Supplier Portal (B2P) Updated Guidelines for BER Supplier Requests (Effective March 27th, 2025)](https://internal.procurement.finance.harvard.edu/news/2025/03/updated-guidelines-ber-supplier-requests) - [Business Meal Alcohol Calculator Tax and Tip](https://hu.sharepoint.com/:x:/r/sites/EconomicsDepartment/Shared%20Documents/General/Finance/Business%20Meal%20Alcohol%20calculate%20tax%20and%20tip.xlsx?d=wad464c58b69e4860b3564cd014ec43e6&csf=1&web=1&e=sAAFXp) - [Fellowship Form](/sites/g/files/omnuum5991/files/econ/files/fellowshipform_002.pdf "fellowshipform_002.pdf") - [In Lieu of Invoice](https://finance.fas.harvard.edu/files/fas_finance/files/2021jul15_in_lieu_of_form.pdf?m=1635953000) - [Wire Transfer Form](https://otm.finance.harvard.edu/files/otm/files/usd_wire_fillable_form_10-2019.pdf) - [FAS Exception Request Form](https://finance.fas.harvard.edu/sites/g/files/omnuum766/files/2024-11/FAS_Exception_Request_Form%20_Admin%20Ops_2024_11_05_0.pdf) - [Global Support Services: 4 options to demonstrate Proof of Registration for Reimbursement](https://www.globalsupport.harvard.edu/travel/register-travel/travel-reimbursement-requests) - [Vendor(B2P) Set-up Instructions](https://internal.procurement.finance.harvard.edu/sites/g/files/omnuum12006/files/2025-01/B2P_Supplier%20Registration%20Experience_Individual_Rev.pdf) - [Additional Pay Form/Reimbursement for Harvard Employees](https://finance.fas.harvard.edu/sites/g/files/omnuum766/files/2025-01/additional_pay_form.pdf) This form is used to request payment of additional income to a Harvard University employee for expenses treated as taxable income between days 91–182 with taxes withheld. ### Spending Guidelines for Faculty with FAS Funds expand\_more Outlines policy for use of faculty research funds within the FAS. - [FAS Spending Policy for Travel](http://policies.fad.harvard.edu/pages/travel-0) - [FAS Spending Policy for Business Expenses](http://policies.fad.harvard.edu/pages/business_expense_reimbursements) - [Spending Policy for Faculty Start-Up and Other FAS Faculty Support Funds](https://finance.fas.harvard.edu/files/fas_finance/files/faculty_start-up_funds_updated.pdf) - [FAS Purchasing Card Policy](http://policies.fad.harvard.edu/pages/purchasing-card) - [Travel and Reimbursement Home Page ­](http://policies.fad.harvard.edu/pages/travel-0) - [Harvard University Reimbursement Policy at a Glance](/resource/reimbursement-policy-glance)