GROUP MEAL AND MEETING SUPPORT FORM
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
The Group Meal and Meeting Support form is used as support to document business purposes and attendees for an authorized group meal or group meeting of Penn State employees or visitors to the University. The form is used to support reimbursement through IBIS form SRFC or Petty Cash and as required documentation for group meals and group meetings on the Purchasing Card not settled in the Employee Reimbursement System ( ERS ).
To view document exhibits, click on link below:
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.
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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.
|Ultimate Distribution:||Retention Periods:|
|Original||Accounting Operations||See Financial Record Retention Schedule|
|1st Copy||Budget Administrator / Budget Executive / Financial Officer||Current fiscal year +1 year|
|2nd Copy||Originator||Current fiscal year +1 year|
Once signed by the employee and required receipts are attached, a Special Request for Check is prepared for approval by the budget administrator/budget executive. Make adequate copies and forward the original to your Financial Officer with receipts.
NOTE: If the group meal occurred while on travel status, this form should be attached to the Travel Reimbursement Form and becomes backup for the travel settlement.
For questions, additional details, or to request changes to this forms, please contact your Financial Officer.
- Policy AD35 - University Archives and Records Management
- Policy BS14 - Penn State Purchasing Card
- Policy FN10 - Other Business Expenses and Activities
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility
- Policy TR02 - Travel Policy