Systems and Procedures
A Division of The Corporate Controller's Office


Table of Contents:


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 ).

General Information:

Refer to Policies: Travel Policies , Policy FN10 , and Policy BS14 regarding reimbursement for group meals.

Exhibit and Instructions:

To view document exhibits, click on link below:

Group Meal and Meeting Support Form Exhibit

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 Group Meal and Meeting Support Form
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

Where to Send Completed Form:

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.

Contact Information:

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

Cross References: