Requests for Reimbursement Policy Procedures

Always prioritize cost efficiency. Proactively communicate plans and get approvals for policy exceptions. Document comparisons to justify higher cost options when needed for business reasons. Spending conservatively and complying fully with policy are key. Consult authorized travel approvers with any doubts or questions.

Following is a quick reference guide.

For more comprehensive information, please consult the detailed policies outlined in this document and on Penn’s Finance website (Filter by Travel)

General:
• Act prudently with University funds; justify and document all expenses
• Get required approvals before incurring expenses, not after the fact
• Submit expense reports with required receipts through Concur within 10 days of trip end
• Reimbursement requests after 60 days will not be honored absent exceptional circumstances
• When traveling on Penn’s behalf, you are generally expected to select the most economical options
Air Travel:
• Book lowest fare economy tickets on regular commercial airlines, using Penn discounts
• Fly economy domestically; business class allowed internationally for flights over 5 hours
• Comply with the Fly America Act on federally funded travel
• First/business class, charters, private planes require Dean/VP level approval
Lodging:
• Book standard rooms at reasonably priced hotels; conference hotels are allowed and expected
• If conference hotel is unavailable, get pre-approval and document reason for alternative lodging
• If alternative is cheaper than conference hotel or trip involves multiple destinations, document cost comparison or justification, and get pre-approval
• No reimbursement for extras like mini-bar, entertainment, fitness fees
• Laundry only reimbursable for trips over 5 days
Ground Transportation:
• Taxis, rideshares, shuttles, and public transit recommended
• Rental cars authorized only when more cost-efficient than other transportation or when no other practical options exist
• Fundamentals of Driver’s Safety is a course required to be taken prior to being reimbursed. WorkDay Course
• Rentals should be midsize; book through Penn’s agency for best rates and insurance
• If renting from non-preferred vendor, purchase full insurance coverage
• Personal vehicle mileage reimbursed at IRS rate, not actual gas and maintenance
• Commuting and parking at regular work location not reimbursed
Meals:
• Actual expenses or per diem allowed up to GSA meal limits; you can only use one method per trip
• If a conference provides meals and you opt to dine separately, the independent meal is considered a personal expense and will not be reimbursed (in some cases it can be approved if a strong justification is provided)
• Provide business purpose and names of all attendees for business meals
• Alcohol allowed but only with dinner or necessary business entertainment, in moderation
• Local business meal limits range from $60-125pp; entertainment can’t exceed $150pp
Miscellaneous:
• Retain and submit itemized receipts for all expenses (if not taking per diem)
• Penn will pay for international travel visas, immunizations, safety training/services

Financial Policies – Policy 2350 – Travel

SAP Concur

All staff and faculty must use this system for reimbursement requests.
Justification and Faculty/PI approval are required for all and should be uploaded with each request. (Travel Justification form provided by the Business office)
Coach is the approved travel for the University and should be using the University World Travel Office.
If receipts cannot be provided, and Affidavit in the system is required for requests over $25.00 (policy# 2365 and 2352) 
Hotel accommodations will only be reimbursement for reasonably priced mid-market hotel/motel. Exceptions are made for accommodations at hotels where the conference/workshop is held.
Account number needs to be provided in the system before it is submitted.
All requests MUST be submitted within 60 days of the travel date in order to be reimbursed Policy#2368 

Travel requests:
Documentation includes:
Program/Agenda/Itinerary if applicable needs to be included for travel to conferences
Meals: Policy# 2359 Financial Policy #2359.
• Itemized receipts need to be uploaded.
• Alcohol needs to be separated in the itemization (this cannot be charged to a GRANT and may not be reimbursable)
• If per diem is requested, you need to complete an itinerary in the concur system and this will be automatically calculated.
• If meals are provided by the conference you CANNOT request reimbursement for meals you purchased on your own.
• If meals include more than 1 attendee, you need to create the Attendee list in Concur.
• MAX allowable reimbursement for dinner per person is $125.00
• MAX allowable reimbursement for breakfast/lunch is $60.00

Any business meal expense submitted for reimbursement above these newly established amounts will require supplemental (higher-level) approval. Additionally, any business meal expense submitted for reimbursement (regardless of meal type) exceeding $150 per person will require approval from the head of the School or Center (or a designated representative).

Airfare, must have receipt with your name on it and shows it has been paid. You may be required to provide a credit card statement showing the payment. COACH fare only.

• Policy # 2352/2354  

Hotel: must provide detail receipt. This must be itemized in Concur (ie, room, internet, etc) If the hotel receipt does not show how you paid and your name, the credit card statement will be required. Policy # 2356

Mileage and Vehicle rentals:
• Fundamentals of Driver’s Safety is a course required to be taken prior to being reimbursed. This is found in workday. 
• Rentals: itemized receipt required as well as proof of payment. Please refer to the University policy for other restrictions/guidelines 
• Mileage reimbursement: must provide a google map showing the detailed and total miles.

Travel Justification Form needs to be completed, signed by PI and uploaded.
In the Details Allocation section you need to input the account number before submitting

NON-Travel Requests:
Documentation includes:
Travel Justification form is required for all requests
Meals:
• You need to select Entertainment (DO NOT SELECT TRAVEL) in the Expense Type field when setting up the concur record.
• Itemized receipt and proof of payment is required with individuals name (credit card statement may be required) Alcohol needs to be separated in concur.
• Must select and add to the Attendee list all individuals who attended the meal.
• Alcohol cannot be reimbursed from grants.
• Account number needs to be provided in the allocation section of concur.
• MAX allowable reimbursement for dinner per person is $125.00
• MAX allowable reimbursement for breakfast/lunch is $60.00

Other and additional forms
Travel and Entertainment Overview
Travel and Entertainment Payment Options
C-5 Form is required for the PSOM Dean’s office to review exceptions of the following: this form can be provided to you by your Business Office. Prior approval should be obtained.
Higher class service (air and ground travel)
Unnecessary fees
Reimbursements with justification over 60 days.

Travel Arrangements:
Utilize the University Travel Agency at (888) 641-9112 or uofpenn@worldtravelinc.com 

For the Online Registration Code: University of Pennsylvania
Please make sure to complete the entire process for profile creation- 2 steps

• Step 1: First page asks for login- your company email address & preliminary info.
• Step 2: Once you have completed step 1, you will receive an email with a temporary password.

Step 2 must be completed within 24 hours of receiving the email.
Log back into Concur and hover your mouse on the Profile tab and click on Personal Information to complete your travel profile. Make sure all “Required Fields” are answered, this will activate your travel profile for use online or to be seen by an agent.

Click on the SAVE icon to make sure your profile updates correctly.
**Please make sure that your name in the profile matches your government ID that you will use while traveling.
Must use a US carrier in order to be in compliance with the Fly America Act

All requests MUST be submitted within 60 days of the travel date in order to be reimbursed Policy#2368

Non PO Requests (Non-Concur Travel:
Non-Concur Travel Request

**All requests must be signed by the PI which is the Travel & Entertainment Justification Form

Submitted paperwork in detail must include:
Justification for travel or purchase form w/ PI approval
Program Itinerary must be included as well as badge from conference
All detailed, original receipts (meals, transportation, parking, taxis, airline ticket stubs, lodging, etc.) and proof of payment (i.e.: credit card statement showing proof of payment)

• Please tape all 4 sides of receipts to a plain, white sheet of paper (only on 1 side; use more than 1 sheet if necessary)
• If you are requesting per diem than you need to provide a copy of the site you obtained the per diem. (Please make note of the time of travel; 75% of rate on travel days-first and last day of trip; 100% of rate every other day)
• If event provides meals, then no per diem can be requested.
• Proof of event attendance is required (program, conference flyer, conference badge,letter (if honorarium or award, etc.)
• Credit Card statement showing the purchase (please block our other purchases that don’t pertain to your reimbursement)

Foreign Travel: CONCUR will provide the foreign conversion rates. Conversion Rates.

See next page for helpful guide to system.

• Penn Marketplace
• Use PennKey Login
• Non-PO Payment Request (right side of page)
• Submit via BEN Non-PO Request System

NOTE: object code 5214 is UNALLOWABLE on federal awards. Object codes for travel reimbursement are 5200-5212; if you are unsure please contact our office.