#  Reimbursement Procedures 

 



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## REIMBURSEMENT PROCEDURES AND FORMS

**How to be reimbursed:**

In order to be reimbursed for approved out of pocket expenses, please complete a [Non-Employee Reimbursement Form](/file_url/315). If you are being reimbursed for the first time, you will need to register in Harvard's Supplier Portal. Instructions will be sent after you submit your reimbusement materials. **Please submit complete documentation within 30 days of the expense.** Reimbursements can take up a few weeks, depending on the time of the year, so your patience is appreciated!

**Complete form must include:**

- Full mailing address (if address has changed, reimbursement may take longer as address change will need to be requested in reimbursement portal)
- General description should include a throrough description of expense (names, location, dates, purpose of expense)
- Expense description should include names, location of purchase
- For peer mentor reimbursements, total should match what you are requesting, not what you spent (i.e., if you spent $25 on a lunch, you should be requesting $20 for the reimbursement) Please be reminded that we can only reimburse you **$20.00 per meetup, per pair, per month! (Or if you have 2 mentees, $40 for the group, per month)**

**Receipts**: Please retain all of your original, itemized receipts, and include them with your **completed and signed** form. Forms and receipts should be turned into Lindsay Guest ([lindsayguest@fas.harvard.edu](mailto:lindsayguest@fas.harvard.edu.)). **Please send receipts and reimbursement form in the form of 1 pdf file.**

If you are unable to obtain an original, receipt (i.e. lost), you must complete a [MISSING RECEIPT AFFIDAVIT](https://internal.procurement.finance.harvard.edu/sites/g/files/omnuum646/files/2024-05/missing-receipt-final-uae_002%20FINAL-uae.pdf) to accompany your Reimbursement Form. Meal receipts must be itemized. If an itemized receipt is not provided, a Missing Receipt Affidavit will be required.

\*\*\*Please note that Harvard **cannot** reimburse for liquor\*\*\*