TRAVEL REIMBURSEMENT CHECKLIST FORM

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND COMPLETED FORM
• CONTACT INFORMATION
• CROSS REFERENCES

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PURPOSE

All Penn State travel reimbursement requests must be processed on-line through SAP Concur. Three (3) forms are available to use to document expenses and are required as noted below.

Required - In situations where someone else submits the SAP Concur report on behalf of the traveler:

Travel Reimbursement Checklist - CONUS - completed for travel within the Continental United States

or

Travel Reimbursement Checklist - OCONUS - completed for travel Outside the Continental United States.

Employees are required to complete the forms IF a delegate will be processing the expense report in SAP Concur on behalf of the employee.

Employees may use the form as a worksheet for creating the expense report in SAP Concur; however, this is optional.

Non-employees seeking travel reimbursement are required to complete the form. The signed form and all receipts/supporting documentation must be provided to the delegate to be uploaded into SAP Concur.

Non-Employee Travel Reimbursement Form - This form is REQUIRED to be completed and signed by all non-employee travelers. It is used 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 signed form and all receipts/supporting documentation must be provided to the delegate to be uploaded into SAP Concur.

GENERAL INFORMATION

Employees who do not have a Penn State Access ID may use the Travel Reimbursement Checklist (CONUS or OCONUS) but must sign a print-out of the SAP Concur report as entered by the delegate. Employees may prepare their own request for reimbursement (expense report) on-line without completing a Travel Reimbursement Checklist form. The Non-Employee Travel Reimbursement Forms must be completed, printed, and signed by any non-employee travelers.

EXHIBIT AND INSTRUCTIONS

Exhibits are 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 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.

If you encounter any difficulties, contact the GURU support staff by submitting a GURU Technical Support Form request form.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

WHERE TO SEND COMPLETED FORM

Send the completed travel form, with all required receipts attached, to the department authorizing the travel, your SAP Concur expense delegate, or enter the information into SAP Concur and upload receipts as required. After approved and processed, non-employee travelers will be issued a check for any reimbursement due. Employees will receive notification of reimbursement by direct deposit.

CONTACT INFORMATION

For questions or additional details, please contact your business area Financial Officer.

To request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.

CROSS REFERENCES

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website

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