NON-EMPLOYEE TRAVEL REIMBURSEMENT FORM
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Non-Employee Travel Reimbursement Form

Table of Contents:


Purpose:

All Penn State travel reimbursement requests must be processed online through SAP Concur. Non-employees are required to complete the Non-Employee Travel Reimbursement Form to capture all reimbursable expenditures incurred during travel involving University business. If the traveler is a foreign national, check with your Business Area Financial Officer or refer to the Non-Employee Information (NEI) Form prior to committing to the expense, to verify that the visitor's entry status allows for reimbursement.

The completed and signed Non-Employee Travel Reimbursement Form is submitted to a delegate who enters the information into SAP Concur on behalf of the non-employee. The delegate must attach the signed Non-Employee Travel Reimbursement Form to the SAP Concur expense report as well as all receipts as supporting documentation.

General Information:

Exhibit and Instructions:

Not available at this time, please contact your Finance Office/Financial Officer for guidance.

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). 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.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, 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 examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

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.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" or "Open with Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. A new versions of the document will open. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

Repeat this process for each document that will be combined (each file name must be different from the previous)

Applying Digital ID's on PDF's (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Complete all fill-and-print form fields before completing the signature process:

  1. Open the Non-Employee Travel Reimbursement Form
  2. Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
  3. Complete all fill-and-print fields
  4. Once the form is complete, click in the signature form field and either:
    • select your digital ID and click continue, or
    • create your digital ID, select your digital ID, and click continue
  5. Review the information in the appearance box and click sign
  6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
    • A pop-up window opens with the file name containing non-employee-travel-reimbursement-form in the File name field. Add a dash, the non-employee travelers' last name, a dash, and first name (i.e., non-employee-travel-reimbursement-form-smith-mary)
    • Select a location where you will be able to retrieve the document
    • Click Save
  7. Close the form version appearing on your screen
  8. Open the version containing the Non-Employee traveler's last name saved in the previous steps
  9. Verify that the digital ID appears on the document
  10. Close the document

Applying Digital ID's When Document Contains Multiple Signatures:

The Non-Employee Travel Reimbursement form requires multiple signatures. Please complete the following process for obtaining those signatures:

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.

Where to Send Completed Forms:

Send the completed and signed travel form, with all required receipts attached, to the approved departmental delegate. The approved departmental delegate enters the expense information into SAP Concur, and uploads the completed/signed Non-Employee Travel Reimbursement form and all supporting receipts/supporting documentation. After approved and processed, non-employee travelers will be issued a check for any reimbursement due.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Non-Employee Travel Reimbursement form
Document: Ultimate Distribution: Retention Periods: Disposition Method:
Original (Electronic document*) Uploaded as supporting document into SAP Concur General Funds - End of fiscal year +7 years

Restricted Funds - End of contract/agreement (close date) +3 years
Electronic documents/data - delete and empty recycle bin
Transitory documents- - - - - Once transaction processed in SAP Concur, dispose Electronic documents/data - delete and empty recycle bin

*If a paper version of the document is created, the retention period remains the same, but the disposition method is Secure Bin disposal or shred.

Transitory copies should never be held beyond original retention period.

Contact Information:

For questions, additional detail, or to request changes to this form, contact your Business Area Financial Officer.

Cross References:


(2021Aug19)