Fiscal Operations

Please visit The Penn Portal for Faculty & Staff for all policies and procedures relating to business at the University of Pennsylvania. The following list is a general incomplete guideline. For questions or assistance, please dial 215-573-3456.

Travel and Reimbursements

Design Travel and Entertainment Policies_January 2017.pdf

Travel and Reimbursement Policies
Make Travel Reservations

Best Practices

Please remember to obtain and keep copies of both payment and ITEMIZED RECEIPTS for items you wish to be reimbursed (this is not exclusive to meals). It is the responsibility of the requester of reimbursement to provide these items and if they have been lost or should they forget to keep their copy, it is expected the individual seeking reimbursement will reach out to the vendor and request a new itemized receipt to be emailed to them. With the exception of meals, travel, and lodging; taxes on purchases are considered non-reimbursable.

Reimbursable personal meals are defined as individual meal expenses incurred when traveling on an out-of-town business trip. Consistent with IRS guidance, reimbursable personal meal expenses are those incurred on business trips requiring an overnight stay. Travelers will be reimbursed for personal meal expenses, provided they are documented and reasonable. Meals should be taken at the most economical restaurant fitting the occasion. Itemized receipts are required for all meal reimbursement request, including those meal cost that fall under $25.00.

Meals with other UPENN affiliates are not reimbursable. Local meals with colleagues will be considered a personal expense.

IRS regulations require that any payment made for repetitive expenses for an employee’s routine food (e.g., lunches and coffee breaks) are considered taxable income.

Penn Affiliates

Concur is the Travel & Expense Management (TEM) system the University of Pennsylvania utilizes to reimburse students, faculty, and staff for expenses incurred while conducting travel, business, and general activities on behalf of the university. Please visit the links in this section and read the information carefully regarding policy and procedure relating to reimbursements. 

***Please remember to obtain and keep copies of both payment and ITEMIZED RECEIPTS for items you wish to be reimbursed (this is not exclusive to meals). It is the requesters responsibility to provide these items and if they have been lost or should they forget to keep their copy, it is expected the individual seeking reimbursement will reach out to the vendor and request a new itemized receipt to be emailed to them.

 

Vehicle Rentals

Other Ground Transportation

Purchase Orders

***The guide above applies to those with BEN Requisition

***The BEN Financials Commodity Matrix was developed to help University faculty and staff determine the appropriate buying method and budget object code for purchases of most commonly ordered equipment, supplies, and services from external suppliers.

Vendor Payment to Individuals

Independent Service Provider

http://www.hr.upenn.edu/service-provider-classification

Limited Engagement Activities

Independent Contractors

Independent Contractors_Protocols_March 2017.pdf

***Please note that travel involved should be rolled into the fee structure and these fees should be discussed with the department prior to agreement of services.

 
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Vendor Payments to Businesses

Documents & Forms for US Businesses

  • PDA Non-Affiliate Form (to be filled-out by department)
  • Invoice
  • W-9 (For first time suppliers-once in the system, you can enter their supplier number on the PDA Non Affiliate Form. Accounts Payable may require updated W-9 for new calendar year payments) 

Documents & Forms for International Businesses

  • PDA Foreign Non-Affiliate Form (to be filled-out by department)
  • Invoice
  • W-8BEN-E (For first time suppliers-once in the system, you can enter their supplier number on the PDA Non Affiliate Form.)

P-Card

***The BEN Financials Commodity Matrix was developed to help University faculty and staff determine the appropriate buying method and budget object code for purchases of most commonly ordered equipment, supplies, and services from external suppliers.

Wire Transfers

PDA Wire Transfer Form

This form should be used only for payments over $100,000 or International Payments specifically stating wire transfer is required can be paid via Wire/ACH transfer, unless authorized by the treasurer’s office
Wires are transmitted by the Treasurer’s Office.

The Treasurer’s Office is responsible for delivering the wires to Accounts Payable daily to ensure that the correct 26 digit account number is charged.

***Please contact the FAO at 215-573-3456 or by stopping in 110 Meyerson Hall. These payments will be made on an exception only/pre-approved basis.

Student Awards & Travel Stipends

Overview

Student Awards Documentation List

US Citizens

International Citizens

Faculty Development Funds

The purpose of the Faculty Development Fund (FDF) is to provide standing faculty, professors of practice, and full-time lecturers with a dedicated uniform source of funding to pursue professional development and research activities.  View this document for an overview of best practices.

Policies

Forms & Documents