GROUP MEAL OR GROUP MEETING SUPPORT

Form Instructions

1. Select the appropriate "paid by" method. Options include Purchase Order, Internal Service Request, or Direct Bill, Journal Entry, or Purchasing Card
2. Enter the transaction number
• If event paid by Direct Bill process, enter the Direct Bill number
• If event paid by Internal Service Request, enter the ISR number
• If event paid by Journal Entry, enter the Journal Entry number
• If event paid by Non-PO Invoice, enter the Non-PO Invoice number
• If event paid by Purchasing Card, enter the P-Card transaction number
• If event paid by Purchase Order, enter the PO number
3. Enter the Cost Collector information, including:
• Select the Cost Object Type from the drop-down list. Options include, Cost Object, Internal Order, or WBSE
• Enter the Cost Object number
• Enter the General Ledger Account number. It must be a GL in the 5239xxxx series.
• Enter the 4 digit Business Area number
• Enter the Grant #, if applicable
• Enter the Amount
4. Select the event date from the calendar
5. Enter the name of the employee hosting the group meal or meeting
6. Enter the name of the restaurant or vendor where the group meal or meeting occurred
7. Enter the complete physical address of the restaurant or vendor where the group meal or meeting occurred
8. Enter the business purpose of the group meal or meeting
9. Enter the name of the group, committee, or commission
10. Enter the number of attendees
11. Enter the names and titles of guests in attendance or attach separate list
12. Enter the names of Penn State employees in attendance or attach separate list
13. Enter the names of Penn State students in attendance or attach separate list
14. Enter the total amount on receipt
15. Enter any gratuity (if not on receipt)
16. This is a calculated field. No entry necessary
17. Enter the amount not be reimbursed or paid. Amount must begin with a minus sign
18. This is a calculated field. No entry necessary
19. Are alcoholic beverage included in the total for settlement in line 5 above? Select Yes or No from drop-down list
20. If Yes selected above, enter the total cost of alcohol with prorated gratuity include in line 5 above?
21. The Event Host, in accordance with Policy FN18 University Authorization Approval must provide either a hand-written signature or provide their digital ID
22. If the Event Host provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
23. The Budget Administrator (or delegate), in accordance with Policy FN18 University Approval Authorization) must provide a hand-written signature or provide their digital ID
24. If the Budget Administrator (or delegate) provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
25. The Budget Executive (or delegate in accordance with Policy FN10 Other Business Expenses and Activities must provide either a hand-written signature or provide their digital ID if graduate students will be present and alcohol provided
26. If the Budget Executive (or delegate) provides a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
27. The Vice President for Student Affairs (or delegate in accordance with Policy FN10 Other Business Expenses and Activities must provide either a hand-written signature or provide their digital ID if undergraduate students will be present and alcohol provided
28. If the Vice President for Student Affairs (or delegate) provides a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
29. The Financial Officer (or delegate in accordance with Policy FN18 University Approval Authorization) must provide either a hand-written signature or provide their digital ID
30. If the Financial Officer (or delegate) provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field

See the Group Meal and Meeting Expenses Support Form for directions on obtaining the required signature and submitting the form.