Policy Steward:  Office of the Corporate Controller

All travel incurred on behalf of the University is to be settled through the Employee Reimbursement System (ERS). This system allows the settlement of charges on the purchasing card, as well as personally paid expenditures, to properly settle amounts due to the University based on purchasing card use, and to the employee based on personally paid expenses. The system also applies rules outlined in this policy, such as per diem amounts, to all travel reports on a consistent basis. All ERS reports also follow an approval path as established by the Financial Officer, and expenses submitted shall be disallowed if found not to be reasonable, appropriate or in compliance with University policy.

Employees may enter data into an ERS report for settlement, or may designate a delegate to do so on their behalf. All employees must confirm the amounts being submitted for settlement for accuracy. This can be done in two ways:

Settlement of travel charges must be completed within 60 days of the completion of the trip, but should be completed as soon as possible after the conclusion of the travel. If the travel is funded by a sponsored award, the settlement should be completed within 30 days. Employees who do not settle travel expenses, whether on the purchasing card, travel advance or for reimbursement, within 60 days of the end of travel, may not be eligible for reimbursement of expenses paid personally and may have the purchasing card charges and/or travel advance amount deducted from their paycheck, as outlined in the Purchasing Card Cardholder Agreement, at the discretion of the Budget Executive or the Corporate Controller’s Office.

Employees booking airfare through a departmental Travel Arranger shall provide the Travel Arranger with all required information for reporting of airline and related charges in ERS. If a ticket booked through a Travel Arranger is not used, the employee must notify both the Travel Arranger. The IRS requires that any advance outstanding for more than 60 calendar days after completion of a trip is taxable as income to the traveler.

Effective Date: July 30, 2012
Date Approved: July 30, 2012
Date Published: July 30, 2012 (Editorial changes - April 10, 2015)

Most Recent Changes:

Revision History (and effective dates):

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