The purpose of this form is to record details of expenses incurred by you. Please submit this form AFTER you have completed the purchase. Please group multiple transactions onto one form provided they were processed on the same DATE and with the same CARD. 

Access PBHA online reimbursement form by the link above. For a helpful training video click HERE

As you reach the end of the form, the reimbursement requester should fill out a separate PBHA Direct Deposit Form (link above) before clicking “Next.” If any of the required fields are missing information, the requester will not be able to proceed.

The direct deposit form allows for the reimbursement to be processed directly to your bank account, rather than having to pick up a physical check from the finance office. You only need to complete the direct deposit form the first time you use online reimbursement. 

The PBHA Direct Deposit Form allows users to attach an image of a voided check or an official bank letter (these can usually be found on your bank’s website). Requesters must also sign the form. Completed direct deposit forms will be automatically sent to our secure two-step authentication Google email PBHA_ACH@pbha.org

After the requester is able to reach the second part of the PBHA Reimbursement Form, they will be able to input reimbursement amounts in various expense categories, attach pictures of receipts, and choose their designated approver. Please remember to take pictures of your receipts. You will not be able to fill out this form unless you have a picture/copy of your receipt. 

Completed PBHA online reimbursement form will be automatically sent to PBH_Reimbursement@fas.harvard.edu and a separate copy will be sent to the requester’s email. 

Once the Finance Office receives the completed reimbursement form, it will review the accuracy of information and then forward it to the appropriate designated approver for electronic signature. Once the signed form is sent back to the Finance Office, the Finance Office will proceed with the direct deposit payment processing.

Finally, please share this form with your volunteers! 

The payment request form is the form to fill out if you need a program related bill to be paid. Also we do not expect officers to personally pay for a program expense. PBHA will pay the vendor directly. Usually, directors use it to order T-passes, admissions passes, or in-bulk supplies. There is no minimum amount required for the payment request form BUT you should submit it to the finance office with invoice/documentation attached at least 2-3 weeks in advance of when the payment is due or you will need the materials. It takes time to process these forms and to order the things you want. Make sure to shoot Tonni an email at tonni@pbha.org if the order is more complex -- you can set up a time with her to order the materials together (again, at least 2-3 weeks in advance!). If you are requesting payment to a person, such as a trainer, remember to send them a W-9 form for tax purposes. Feel free to shoot Michaela an email at financeassistant@pbha.org with any questions.

The purpose of this form is to record details of expenses incurred by you (the purchaser). Please submit this form AFTER you have completed the purchase. Please group multiple transactions onto one form provided they were processed on the same DATE and with the same CARD. If you no longer have the receipt, you must complete the form anyway and note the details in the space provided. Feel free to contact Michaela at financeassistant@pbha.org with any questions.

Harvard University Strategic Procurement Office coordinates many awards and stipend payments for PBHA's student leaders. All students will need to register with Buy2Pay, the vendor payment processing system. Instructions for setting up your Buy2Pay account are above. We also strongly recommend that you are signed up for Zelle. Info on Zelle is included here .

Additionally, you will be responsible for updating your mailing address regularly. Log into your Buy2Pay profile. Click on the link in the lower third of the page for “Existing supplier B2P portal login.” That will take you to the main login page for Buy2Pay, and you should login using the same email address that was used when you originally registered with Buy2Pay. From this point, you can refer to the attached guide for step by step directions on how to navigate and update your Buy2Pay profile. You’ll want to ensure that address in your profile is current. 

For technical support, you should call 617-495-8500, Option 3 or email to Ap_SupplierOnboarding@harvard.edu. Calling will be the quickest option. The people at this number can help resolve any problems you might encounter. If you have any trouble reaching someone or making progress, please contact Kathleen Comber at kcomber@fas.harvard.edu  or Tonni Allen at amallen@fas.harvard.edu.