GROUP MEAL OR GROUP MEETING SUPPORT
Form Instructions
- Select the appropriate "paid by" method. Options include Purchase Order, Internal Service Request, or Direct Bill, Journal Entry, or Purchasing Card
- 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
- 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
- Select the event date from the calendar
- Enter the name of the employee hosting the group meal or meeting
- Enter the name of the restaurant or vendor where the group meal or meeting occurred
- Enter the complete physical address of the restaurant or vendor where the group meal or meeting occurred
- Enter the business purpose of the group meal or meeting
- Enter the name of the group, committee, or commission
- Enter the number of attendees
- Enter the names and titles of guests in attendance or attach separate list
- Enter the names of Penn State employees in attendance or attach separate list
- Enter the names of Penn State students in attendance or attach separate list
- Enter the total amount on receipt
- Enter any gratuity (if not on receipt)
- This is a calculated field. No entry necessary
- Enter the amount not be reimbursed or paid. Amount must begin with a minus sign
- This is a calculated field. No entry necessary
- Are alcoholic beverage included in the total for settlement in line 5 above? Select Yes or No from drop-down list
- If Yes selected above, enter the total cost of alcohol with prorated gratuity include in line 5 above?
- The Event Host, in accordance with Policy FN18 University Authorization Approval must provide either a hand-written signature or provide their digital ID
- If the Event Host provided a hand-written signature, enter the date the form was signed. If a digital ID provided, skip this field
- The Budget Administrator (or delegate), in accordance with Policy FN18 University Approval Authorization) must provide a hand-written signature or provide their digital ID
- 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
- 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
- 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
- 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
- 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
- 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
- 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.
