CHECKLIST FOR ERS TRAVEL FORM
Systems and Procedures
A Division of The Corporate Controller's Office
IN

CHECKLIST FOR ERS TRAVEL FORM

Table of Contents:


Purpose:

All Penn State travel reimbursement requests must be processed online through ERS. Three (3) forms are available to use to document expenses and are required as noted below.

Required - In situations where someone else submits the ERS report (employee does not sign into ERS to review and submit), the submitter must print out an ERS report, obtain the employee signature, and attach the signed report as back up.

Checklist for ERS Travel - CONUS or Checklist for ERS Travel - OCONUS :

These forms may be used as a worksheet by an employee prior to preparing their own expense report in ERS or to give to a Delegate to enter the report. The employee will then sign into ERS and submit the report, so the worksheet does not need to be signed and attached as backup.

Non-Employee Travel Reimbursement Form ( Required for non-employees) - This form is required to be completed and signed by all non-employee travelers. The signed form must be attached to the ERS report as part of the receipts/supporting documentations.

The Non-Employee Travel Reimbursement Form ("fill & print" format) is used to capture all reimbursable expenditures incurred during travel involving University business. If the traveler is a foreign national, check with your Financial Officer or refer to the Non-Employee Information (NEI) Form prior to committing to the expense, to verify that the visitor's entry status allows for reimbursement.

General Information:

Employees who do not have a Penn State Access ID may use the Checklist for ERS Travel appropriate for the type of travel (CONUS or OCONUS) but must sign a print-out of the ERS report as entered by the delegate. Employees on ERS may prepare their own request for reimbursement (expense report) online without completing a Checklist form. The Non-Employee Travel Reimbursement Forms must be completed, printed, and signed by any non-employee travelers.

Exhibit and Instructions:

Not available at this time, please contact your Finance Office/Financial Officer for guidance.

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Checklist for ERS Travel forms
Ultimate Distribution: Retention Periods:
Original Department Only retain until report paid/settled

Where to Send Completed Forms:

Send the completed travel form, with all required receipts attached, to the department authorizing the travel, your ERS expense delegate, or enter the information into ERS and upload receipts as required. After approved and processed, non-employee travelers will be issued a check for any reimbursement due. Employees will receive notification of reimbursement by direct deposit.

Contact Information:

For questions, additional details, or to request changes to this form, contact your Financial Officer.

Cross References:


(09-29-15)