TRAVEL REIMBURSEMENT CHECKLIST FORM
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
All Penn State travel reimbursement requests must be processed online 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 (employee does not sign into SAP Concur to review and submit), the submitter must print out an SAP Concur report, obtain the employee signature, and attach the signed report as back up.
These forms may be used as a worksheet by an employee prior to preparing their own expense report in ERS or to give to a Delegate to enter the report. The employee will then sign into ERS and submit the report, so the worksheet does not need to be signed and attached as backup.
Non-Employee Travel Reimbursement Form (Required for non-employees) - This form is required to be completed and signed by all non-employee travelers. The signed form must be attached to the ERS report as part of the receipts/supporting documentations.
The Non-Employee Travel Reimbursement Form ("fill & print" format) 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.
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 on SAP Concur may prepare their own request for reimbursement (expense report) online without completing a Travel Reimbursement Checklist form. The Non-Employee Travel Reimbursement Forms must be completed, printed, and signed by any non-employee travelers.
Not available at this time, please contact your Finance Office/Financial Officer for guidance.
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) for full details.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, 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 example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
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.
|Ultimate Distribution:||Retention Periods:|
|Original||Department||Only retain until report paid/settled|
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.
For questions, additional details, or to request changes to this form, contact your Financial Officer.
- Policy AD35 - University Archives and Records Management
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility