Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Non-Employee Travel Reimbursement form has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training (see the Adobe Sign Electronic Form information below). The PDF form will continue to be available while end-users receive access and training; however, the PDF will be decommissioned at the end of this calendar year (December 31, 2025). Please arrange for access and training before the end of the calendar year.
The Non-Employee Travel Reimbursement Form is to be completed by all non-employee travelers seeking reimbursement for approved University travel expenses. Approval to incur expenses must be obtained PRIOR to travel commencing. Approval may be documented by email, memo, etc. and must be included as part of the supporting documentation for the reimbursement.
A non-employee traveler is NOT permitted to receive any type of advance nor are they permitted to host a group meal or meeting.
All travel must be in compliance with Policies TR01 International Travel and TR02 Penn State Travel Policy.
Non-employees, who are not U.S. Citizens, are required to complete BOTH the Non-Employee Information Form (NEI) AND the Non-Employee Travel Reimbursement Form. If the traveler is a foreign national, check with your Business Area Financial Office prior to committing to the expense to verify that the visitor's entry status allows for reimbursement. Refer to the Non-U. S. Citizen Payment Guidelines.
NOTE: The NEI form has been converted to an electronic form. See the Non-Employee Information Form instructions for complete details on accessing the Adobe Sign Electronic form.
Completed and signed Non-Employee Travel Reimbursement Forms are submitted to the business area sponsoring the travel and a delegate enters the information into SAP Concur on behalf of the non-employee. The delegate uploads the completed and signed form, itemized receipts, and the email/memo authorizing the travel as supporting documentation to the transaction within SAP Concur.
The electronic form is completed and sent by the business area.
Please complete the E-Signature - Service Now Request to request access to Adobe Sign.
Once access to Adobe Sign has been granted, access Adobe Sign using Adobe Sign Login.
When completing the form in Adobe Sign, the end-user will be required to update the name of the form to include the non-employee's last name, first name, and travel end date (i.e., Non-Employee Travel Reimbursement SimthJosephMay30). This naming convention is to ensure that previous requests are not written over. Every recipient (and cc'd recipients) on the agreement will receive an auto-generated email at the completion of the agreement. This email will include a link to View/Download the completed agreement. This document will need to be "print to PDF" to become a document to be uploaded into SIMBA or SAP Concur.
A training video, provided by the Adobe Sign Office, is available. Please view the Adobe Sign Training - Non Employee Travel Reimbursement Workflow for this new business process.
The PDF form template will continue to be available until the end of the calendar year 2025. This is to allow business area's time to complete the Adobe Sign registration and training requirements.
See the Adobe Sign Training - Non Employee Travel Reimbursement Workflow video for complete instructions on completing the electronic form.
No form may be used that substitutes for an approved University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems & Procedures (designated representative of the Office of Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for complete details.
The Adobe Sign version of the Non-Employee Travel Reimbursement form is the vetted and approved form. The Adobe Sign website must be accessed and a new electronic form submitted with each reimbursement request. This allows for an electronic audit trail and record retention.
Send the completed and signed travel form, along with all required receipts, to the appointed business area delegate. The delegate processes the expense information, and uploads the supporting documentation, in SAP Concur. After approved and processed, non-employee travelers will be issued a check for any reimbursement due.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Uploaded as supporting document into SAP Concur | General Funds - End of fiscal year +7 years Restricted Funds - End of contract/agreement (close date) +7 years |
Paper Document - Secure Bin Disposal or Shredded beyond recovery Electronic documents/data - delete from computer and empty computer recycle bin |
| Transitory documents* | Business Area | Upon verification of successful upload into SAP Concur - End of fiscal year +1 year | Electronic documents/data - delete and empty recycle bin |
*Transitory document have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule
For questions or additional details, please contact your Business Area Finance Office.
To request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Service Request form.