Budget and Finance Policy and Procedure Office
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Request for Travel Exception form is used to request and exception to Policies TR01 International Travel and or TR02 Penn State Travel. This form must be submitted to receive reimbursement if the traveler does not follow University policy or in the situation listed below:
The Request for Travel Exception must be used by all University Affiliated travelers.
Granted exceptions are trip specific.
As stated in Policy TR02 Penn State Travel:
“The University assumes no obligation to reimburse employees, students, and non-employees for expenses that do not comply with the principles of said policy. Expenditures that do not comply with the University travel policy will be the obligation of the traveler. Additionally, travelers who continually misuse or circumvent the principles of the policy will be subject to additional requirements for documentation and restricted use of any Penn State Purchasing Card privileges.:
Completion of this form does not remove the requirement to provide price comparisons. Price comparisons are still required when airline tickets exceeding $1,000, or at any dollar amount for federally sponsored travel, are purchased outside of Anthony Travel or SAP Concur, or when a rental car is booked with a company other than National. Both the price comparison and the approved form must be included when submitting the SAP Concur expense report.
To view document exhibit, click on link below:
Request for Travel Exception Exhibit
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 Budget and Finance Policy and Procedure Office Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) and Procedure FN2017 Use of Approved Form Templates Appearing on the GURU website for full details.
| Document | Ultimate Distribution | Retention Periods | Disposition Method |
|---|---|---|---|
| Original | Uploaded as supporting documentation to the SAP Concur Expense Report | General Funds - End of fiscal year +7 years Sponsored Award Funds = End of fiscal year in which the contract/grant closed +7 years |
Paper Documents = Secure Bin disposal Electronic documents = delete from computer and empty computer recycle bin |
| Transitory Copy* | created during the electronic signature process | Upon verification of successful upload into SAP Concur - immediate disposal or at the end of the fiscal year | Paper Documents = Secure Bin disposal Electronic documents = delete from computer and empty computer recycle bin |
* Transitory copies are University Records that 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 Record as delineated on the Records Retention Schedule.
Uploaded to the SAP Concur expense report.
For questions or additional details, contact the Central Procurement Travel & Expense Shared-Services team by submitting a Procurement Assistance Request.
To request changes to this form, contact the Budget and Finance Policy and Procedure Office by submitting a GURU Technical Support Request form.