Q: If I drive into Cleveland, what do I need to send in for reimbursement?
A: Please complete the Supplier Portal registration. Then, use Google Maps to calculate the mileage between your original location and destination. Then, use the formula below to calculate the mileage reimbursement:
Total mileage x 67 cents = $
After calculating the mileage reimbursement, fill out the HCOM Non-Employee Reimbursement Form. Input the total reimbursement amount $ in the “Ground Transportation” section. Finally, email the completed HCOM Form, toll receipts, and the driving route to provingground@gse.harvard.edu.
Are you missing any receipts? Please also complete the Missing Receipt Affidavit form and attach proof of purchase (ex. a copy of your credit card statement).
Q: How do I get reimbursed from Harvard University?
A: There are five steps to ensure your reimbursements are processed through our finance department without delay. Please note the following steps are required by Harvard University for reimbursement for CEPR related expenses.
All requests for reimbursement must occur AFTER the event and must be sent to CEPR within 30 days of travel to ensure full reimbursement.
Save all receipts from your trip to submit with the forms below. Remember that receipts showing proof of payment are required.
Before Convening: Register for the Supplier Portal
Harvard University reimburses individuals through a supplier portal.
a. If this is your first time submitting for reimbursement:
i. For US citizens:
Please reach out to provingground@gse.harvard.edu with your FULL LEGAL NAME and PERSONAL EMAIL ADDRESS.
Expect to receive an email invitation from Harvard Supplier Portal containing a link to register. Harvard University only reimburses individuals not institutions/businesses.
Self-guided Harvard Supplier Portal registration instructions for US citizens available here
ii. Fill out a W-9 form and make sure it is SIGNED. This form is uploaded on the supplier portal. Refer to the instructions on pages 2–4 of the W-9 form.
iii. For non-US citizens: Please reach out to provingground@gse.harvard.edu.
b. If you have previously received reimbursement from Harvard University:
i. You are set up in our system and do not need to fill out this form again. If your mailing address has changed, please reach out to us and we will send a link to complete a new registration on the supplier portal. This will ensure the check is sent to the correct location. You do not need to re-submit the W-9.
Fill out the HCOM Non-Employee Reimbursement Form. Forms that are returned to us unsigned are considered invalid and cannot be processed.
a. General Description/Business Purpose section:
i. “Proving Ground Convening – 11/11/24 – Cleveland, Ohio– Initial of First Name/Full Last Name”
Whether you are missing a receipt or not, we suggest you sign and date a Missing Receipt Affidavit (MRA) to avoid your reimbursement from being delayed. Check off the appropriate section and detail the expense. In the absence of an original receipt, we will need an MRA and proof of purchase such as a copy of your credit card statement or canceled check.
Please email ALL paperwork to provingground@gse.harvard.edu.
a. This includes the HCOM Non-Employee Reimbursement Form, Missing Receipt Affidavit (Including proof of purchase) and receipts.
Typically, once the reimbursement is submitted to our finance department, it can take up to 10 weeks to process. Funds can be received electronically via Zelle or paper checks. Please use the Supplier Portal to list your preferred method. If you have not received your reimbursement after 10 weeks, please contact us at 617-495-3666 or provingground@gse.harvard.edu.
Q: What do I do if I am missing a receipt?
A: If you're missing a receipt, sign a Missing Receipt Affidavit and attach a copy of your credit card statement that shows proof of purchase. Please include documentation showing that the flight is the least expensive option (ex. screenshot of search engine).
