How can I get the Department to pay for my Registration Fee?

Once your Travel Authorization form is completed, and signed off by the Grant Manager, Tonia Smith will be able to help pay for your registrations. If the site requires a log on, please make sure you know this before you come see her. You can find Tonia in Building II, Room 404.

If you decide to pay for your registrations yourself, please keep the receipt and include it with your other accrued trip expenses for reimbursement.

What expenses can not be reimbursed?

The following expenses can not be reimbursed, under any exceptions:

  • Alcohol
  • In room movies
  • Hotel Gym Fees
  • Per Diem
  • The cost of another meal is NOT reimbursable, if a meal has been paid for as part of th conference registration
  • Fluorescent or clear PVC with a carrying strap for posters. However, Cardboard carrying tubes are reimbursable.

What is a Harvard Business Purpose?

A Harvard Business Purpose describes the who, what, when, where,  and why of your travel in relation to Harvard funds.

For Example:  I was chosen to present an abstract at JSM this year; my Business Purpose would read:

Jane Doe to attend the 2015 Joint Statistical Meetings (JSM) Conference from October 8-13, 2015 in Seattle, WA to present an abstract entitled: "Flexible Multivate Bayesian Variable Selection: Application to DNA by Air Pollution". Dr. John Smith is one of the authors in this paper and his research project supports...

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Can we share hotel rooms to save money?

YES! We encourage you all to try and share hotel rooms when applicable. This is a great option to help cut down on the costs of your out of pocket expenses. 

If, at the end of your trip, you did share a room with someone, please make sure that you each split the charge of the hotel bill. Many hotels are used to this and it can easily be done at check-in. When you arrive at the hotel to check-in, let the concierge know that you are intending to split the bill, and give them both cards to run. At the end of your stay you should have a bill that reflects the split...

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Can I add personal days to my travel?

Yes, you may extend your travel dates to include personal days. Before you do such, please make sure to note this extension on your appropriate Travel Authorization form and read through our Travel PowerPoint to see how this can be done. If you still have questions about how to go about this, please find a staff member and we will walk you through the process.


  • Conference Dates: April 4th- 7th
  • Acceptable Travel Dates: April 3rd- 8th
  • Additional Personal Days: ...
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Tips and Guidelines for Air Travel

Tips and Guidelines for Airline Reservations

  • Before making airline reservations, consider your destination and the complexity and duration of your trip when selecting the travel provider best suited for your needs.
  • The means of air travel selected is expected to be equivalent to or less than, the lowest-priced non-stop economy class airfare.
  • On federally funded projects, the Fly America Act takes precedence over a less expensive foreign carrier.
  • Non-refundable tickets provide...
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How to I submit my receipts for reimbursement?

  • Please make sure all receipts are taped down on a blank piece of paper. NO STAPLES.
  • Clearly mark any alcohol as it is not reimbursable. If any receipt is not itemized, please initial and note whether alcohol was included.
  • For conversion rates, you provide a credit card statement showing the charges in USD, or you can use a travel calculator to determine conversion rates. Be sure the receipts are calculated on the date of occurrence to ensure accuracy, and print out a copy of this page to include with the receipt. 

If you have more questions,...

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