Creating an Expense Report/Submitting a reimbursement for yourself:

How to use Peoplesoft EXPENSES: Includes process to enroll to gain access, sign up for 1-hour training, instructions, policy, helpful tips and guides – etc.

https://supplychain.partners.org/training-and-application-support/how-to-use-expenses.aspx

• Log into PeopleSoft and create your expense report
  • Instructions on how to do so can be found in the attachment titled “Creating an Expense Report”

Requesting CGM Central Administration to create an Expense Report/Submitting a reimbursement on your behalf:

1. Go to PeopleSoft and add CGM Admin as “Delegate” so that I can create the report for you.
   1. Here are the instructions on how to do this. https://djd3fqi1aza5v.cloudfront.net/wp-content/uploads/2017/03/DelegateAttest_Quick.pdf
   2. There is a PDF of these instructions as well for your reference below.

2. Fill out the Business Expense Form excel sheet —Please make sure you include the dates of the conference attended (if applicable) and the Fund number where your reimbursement will come from. You can ask your PI for the fund number if you don’t know it.

3. A copy of the agenda from the conference or confirmation showing that you attended the dates you note on your business form.

4. Make a PDF copy of all your detailed receipts –

• Meals you purchased during your conference visit (breakfast, lunch, dinner, snacks)
• Transportation during your conference visit such as a cab, bus, Uber, Lyft, train, etc
• Airplane tickets—you can print the email confirmation you received that has all the details.
• Conference registration—you can print out the email confirmation they sent you that includes how much you paid.
• If you stayed at a hotel, please print the email confirmation that includes the dates and prices of your hotel stay.
• If you printed posters, materials, etc—we’ll need a detailed receipt.

Once you have everything, please send a PDF file to ReimbursementCGM@mgh.harvard.edu

Important notes:

• Reimbursement requests should be sent in within 30 days of each expense.
• If asking central administration to submit on your behalf, reimbursements are handled on a first come basis.
• Any receipts over 180 days are not reimbursable.
• Alcohol is only reimbursable from a sundry fund.
• Mini bar charges are not reimbursable unless they are in place of a meal. In that instance they should fall with in the guidelines of meal costs.
• If you are requesting reimbursement for travel related expenses, you must submit flight, hotel, and conference information in addition to your reimbursement request.

Allowable amounts overview:

• Airfare- Coach Class fare only on domestic US flights. If traveling internationally (defined as outside North America) business class will be reimbursed only with prior CFO approval. Any special circumstances requiring deviation from this policy will require both CEO & CFO approval.

• Lodging – Daily standard rate for a single room is not to exceed $350/night for room rate only and will not include taxes. In Boston, New York, Washington DC, Chicago, Los Angeles and San Francisco the daily standard rate for a single room is not to exceed $450/night for room rate only and will not include taxes.

• Meals – Breakfast and/or lunch- total of both not to exceed $25/day, Dinner not to exceed $100/person, or $125 for Senior Members of the Medical Staff. Threshold amounts noted include food, beverage and gratuity.

• Rental Vehicle – Up to the cost of a full-size vehicle, plus fuel charges, tolls, and insurance

For a more details on allowable amounts, please refer to the Partners Policy Central, by clicking HERE. (PDF copy provided below as well).

Available Documents