Travel Reimbursement Requests
Proof of Registration for Reimbursement
All faculty, staff, students, and researchers must register their Harvard-related international travel with International SOS. Travel registration must be completed before your trip—you cannot register a past trip.
To be reimbursed for your international travel expenses, you must include proof of registration with your reimbursement request. There are 4 ways to demonstrate proof of travel registration.
Provide a copy of your International SOS travel registration confirmation email with your reimbursement request. Whether you register your trip through the MyTrips system, email forwarding, or the bulk upload process, you'll receive an "Itinerary & Travel Brief" registration confirmation email from firstname.lastname@example.org.
Take a screenshot of your registered trip details in the International SOS MyTrips system. Make sure the screenshot includes your name and itinerary.
If you booked your travel through one of Harvard's preferred travel agencies (Egencia, Milne Travel, or The Travel Collaborative), you're automatically registered with International SOS. Your travel agency receipt serves as proof of your trip registration. No additional International SOS documentation is required.
If you didn't register your trip with International SOS, or if you can't find one of the proof of registration confirmations, you can complete a Missing International Travel Registration Form. Submit the completed form with your reimbursement request. And now you know for next time to register your trip.
Note: if you booked your travel through one of the preferred agencies and can't locate your receipt, you'll also need to submit a Missing Receipt Affidavit.
For detailed instructions and FAQs on filing your reimbursement, review Financial Administration's International Travel and Reimbursement Guidance.
You can also see examples of the proof of registration (preferred agency receipts, International SOS "Itinerary & Travel Brief" registration confirmation email, and International SOS MyTrips screenshot).