Fillable Printable Universal Expense Form
Fillable Printable Universal Expense Form
Universal Expense Form
UNIVERSAL EXPENSE FORM
Note: Receipts must be received by the TRO within 60 days of the date expense incurred.
EMPLOYEE TYPE OR AFFILIATION PAYMENT TYPE (CHECK ALL THAT APPLY)
Harvard Employee
Out of Pocket
Affiliate/Harvard Student/Casual/Stipend- Complete Non-Employee Section
GE Capital Corporate Card
Invited Guest/Visitor – Complete Non-Employee Section
Reimbursement Method
Direct Deposit
Date:
Paper Check
Harvard ID#:
Reimbursee or Cardholder Name:
Web Voucher/PO#:
Non-Employees
Complete This
Section.
Social Sec/Tax ID#: US Citizen or Permanent Resident: _______Yes _______ No
Permanent Residents - Resident Alien Card # _____________
If you are not a US Citizen or Permanent Resident, provide:
Visa Type: Country of Tax Residency:
BUSINESS PURPOSE (Detailed reason for expenditure. For travel or entertainment, include person and/or organization visited and location. Also
include expense date range. List additional business purposes on page 2.)
Date(s) of expense(s)
#1
#2
#3
#4
#5
SUMMARY OF EXPENSES (Room for additional expenses is available on page 2)
Business
Purpose#
Description
(date, detail, etc )
Air/Rail
Travel
Ground
Trans.
Lodging
Business
Meals
Other Total
Subtotals from page 2, if applicable:
L
ESS ADVANCES
$
E
XPENSE REPORT TOTAL:
$
TOTAL AMOUNT OF RECEIPTS UNDER $75 $
REIMBURSEE: I certify that these are all legitimate Harvard University business expenses. By signing this form you agree
that no unallowable costs, including undocumented expenses under $75 are being charged to federal grants
SIGNATURE: Date:
Reimbursee Permanent Legal Address:
Reimbursee Check Mailing Address, if different than Legal:
.
P
reparer: __________________________________ Phone: ___________ Approver: ___________________________________
(PRINT) (SIGNATURE)
1
HARVARD UNIVERSITY UNIVERSAL EXPENSE FORM – SUPPLEMENTAL INFORMATION PAGE ____OF ___
Reimbursee or Cardholder Name: Web Voucher/PO#:
Departmental Accounting
The area below is for departments whose financial office requires this information for processing purposes.
This information will be captured in the Web Voucher System.
Business
Amount Tub (3) Org (5) Object (4) Fund (6) Activity (6) Sub (4) Root (5)
Purpose#
$
ADDITIONAL BUSINESS PURPOSES OR INFORMATION
Date(s) of expense(s)
#6
#7
#8
#9
ADDITIONAL EXPENSES
Description Air/Rail
Travel
Ground
Business
Business
Purpose#
Lodging
Other Total
(date, detail, etc.) Trans
Meals
Subtotals, carry to first sheet
Hints and policy notes:
1. You may attach an GE statement in lieu of completing the description section. Cross-reference business purpose to
each item on the statement by writing the business purpose # next to the itemized lines.
2. Please refer to the Policy at a Glance or the complete travel policy at www.travel.harvard.edu.
3. To expedite processing, contact the Travel and Reimbursement Office (TRO) at 495-7760 with policy questions
prior to submitting this form.
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