FAQ – Harvard-Funded Travel For Visitas - Harvard University

FAQ - Harvard-Funded Travel for Visitas
Does booking travel register me to attend Visitas?
No. Please visit http://collegeadmissions.fas.harvard.edu/admitted/login.cgi to register for Visitas before you make travel plans.
What is my login and password?
To log in to our exclusive Egencia Travel site and let us purchase your ticket, check your inbox for an invitation email from Egencia.
Your user name is your email alias:
For example, if your email is John_Harvard1234@gmail.com, your Egencia User Name will be johnharvard1234.
Please omit any special characters in your user name such as periods or underscore.
Your Admissions assigned Access Code has been set as a temporary password. You will be prompted to change your password the
first time you log in.
What is my Admissions assigned Access Code?
Retrieve your access code on-line at: https://admapp.admissions.fas.harvard.edu/hanevo/applicant-forgotAccessCode.do
How should I book a ticket if I don’t have access to a computer?
If you are unable to use our Egencia Travel online booking site, please call (800) 373-4979, and a Harvard Egencia travel consultant will be happy to
assist you in booking your air or train travel; the cost of your travel will be billed to our account. The Egencia travel consultant will ask you for your
name and email address for security purposes and validate this via your stored profile (if further identification is required, reference “Harvard College /
site ID # 15111”).
How does Harvard-funded Egencia travel work?
With the username and temporary password detailed above:
Step 1: Select your flight or train itinerary through Egencia. The details will be emailed to us for approval.
Step 2: Once your itinerary has been approved, Egencia will notify you by email (usually within 24 hrs, longer on
weekends) that it is ready for final booking.
Step 3: Return to Egencia immediately* and complete the booking process, the cost will be billed to our account.
*Please note: Your travel arrangements are neither confirmed nor guaranteed until you have completed Step 3.
What is Harvard able to pay for?
Harvard is able to pay for the cost incurred for your travel between home (or school) and Boston in April, up to the equivalent of one round trip air or
train ticket. If your schedule will require unusual travel arrangements, please contact Robyn Jones at (617) 495-1581 to discuss options and get
approval prior to making travel arrangements.
If you are not using our Egencia Travel site to book your travel, we cannot guarantee reimbursement unless you contact us for pre-approval.
What should I do if my ticket is more expensive than the lowest available coach fare?
Please choose the lowest available (coach) fare whenever possible. If choosing an itinerary with a low fare will require a hardship (inconvenient
departure or arrival times, extended airport layovers, etc.) you are encouraged to use your best judgment in selecting your flights. If we are unable to
approve your choice, we will contact you to discuss options prior to approval.
What should I do if a family member is traveling with me?

Harvard cannot help with the cost of companion travel but we can offer your companion access to our discounted fares. Using our Egencia Travel
service, please book your own travel first; the cost of your travel will be billed to our account. To reserve a seat on the same flight or train, your travel
companion should have his or her credit card ready and call (800) 373-4979. At your request, a Harvard Egencia travel consultant will be happy to
book a seat for your companion using his or her credit card. The travel consultant will create a guest account for your companion.
What should I do if I plan to arrive by bus?
Please book your own bus travel. Save all your receipts and be sure to read the answer (below) regarding reimbursement.
What should I do if I plan to arrive by car?
Please make your own travel arrangements and save all your receipts. In general, we can reimburse the cost of mileage and/or reasonable en route
hotel accommodations, up to the equivalent expense of coach-class round trip air or train travel. Be sure to read the FAQ regarding reimbursement.
We cannot guarantee reimbursement unless you contact Robyn Jones at (617) 495-1581 to discuss options and get pre-approval prior to making travel
arrangements.
What if I am attending another visiting program?
If you plan to travel to Boston from a location other than home (or school), please contact Robyn Jones at (617) 495-1581 to guarantee that we can
accommodate the increased cost of your ticket.
What if I cannot come for the visiting program but would like to come at another time in April?
You are welcome to visit at any point in April. Please contact our Admissions Office at (617) 495-1551 to arrange accommodations prior to booking
travel. Visitas, our visiting program weekend, is the best opportunity to meet your fellow classmates and get acquainted with the faculty and the
college, so we encourage you to attend the weekend program if at all possible.
What if, prior to receiving Harvard’s offer, I have already finalized my flight arrangements, or I am arriving by car or bus, can I submit
reasonable receipts for reimbursement?
Yes. If you plan to submit expenses in excess of $75, Email faoweb@fas.harvard.edu with “REIMB PLEASE” in the subject line and your Harvard
University ID number in the message body. A special reimbursement sheet will be included in your registration packet, available for you when you
first check in at the Admissions Visitor Center in Agassiz House. If your travel expenses are approved, a check will be mailed to you.
We cannot guarantee reimbursement unless you contact Robyn Jones at (617) 495-1581 to discuss options and get pre-approval.
What if I need to change my itinerary after I have confirmed my Harvard-funded travel?
Please carefully select your flights. In general, airlines charge up to $150 to cancel or exchange a ticket. Normally, this would be considered a
personal expense that you pay. If you anticipate a serious hardship that will prevent you from using your original booking, please immediately contact
Chris Plumb at (617) 495-1581 for advice.
What should I pack for my weekend at Harvard?
Pack casual and pack light. Be prepared to pay up to $35 (in cash) at the airport ticket counter for each piece of checked luggage. If you are able,
forego larger luggage in favor of a small bag that you can carry onboard, which will save you time and money at the airport.
How do I get to Cambridge from Boston Logan Airport?
By Taxi: 20-30 minutes, $45-50.
By Subway: 40-50 minutes, $2.
1) Take the Silver Line shuttle bus from outside your airport terminal to the South Station subway stop on the Red Line.
2) Take the Red Line outbound toward Alewife to Harvard (six stops).
How do I get to Cambridge from railroad and bus terminals (South Station)?
Take the Red Line outbound toward Alewife to Harvard (six stops).