News


Accountability Transfer Form revised

Accountability Transfer Form revised:



The Accountability Transfer Form has been revised. The form may be used for the following purposes:




  • accounting for the transfer of documents between areas

  • accounting for the transfer of money between areas

  • accounting for the transfer of cash advances between individuals (i.e., changes funds or Financial Officer Operating Funds)


The form instruction page contains specific details on the different uses of the form.



Effective: January 27, 2023

News Published: 2:58 PM - 01/27/2023


NEW GURU BUSINESS RESOURCE: CENTRAL ACCOUNTS RECEIVABLE INVOICING

NEW GURU BUSINESS RESOURCE: CENTRAL ACCOUNTS RECEIVABLE INVOICING



A new decision tool has been added to the GURU Business Resources – Central Accounts Receivable Invoicing.



This new decision tool provides assistance to end-users with the Central Accounts Receivable invoicing process. There are multiple pages contained within the document allowing the end-user to find the relevant information quickly.



Central Accounts Receivable is available for all Business Areas, with the exception of the Bursar and Research Accounting, to use for billing and payment collection for goods and services provided by the University.



Contact CentralAR@psu.edu for details on the services available.


News Published: 1:21 PM - 01/23/2023


Accessing GURU documents with Google Chrome

Accessing GURU documents with Google Chrome


It has been brought to the attention of the Office of Systems & Procedures that fill-and-print forms on GURU created with Adobe Acrobat, do not function appropriately when accessed using Firefox and/or Microsoft Edge. After some research, it has been determined that a work-around is not currently available.


In order to access any of the forms on GURU and have the fill-and-print functionality available, the end-user must access the GURU website using Google Chrome.


If, upon opening a PDF in Google Chrome, the "Fill & Sign in Acrobat" bar does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension on that computer.


Please visit the Enable Adobe Acrobat extension for Google Chrome webpage for instructions to enable individual computers.


Please submit a GURU Technical Support Form for additional assistance.


Thank you, in advance, for your understanding and patience.


Effective 4/7/2021

News Published: 2:31 PM - 04/07/2021


Functionality of forms when using "Print to PDF" option

Functionality of forms when using "Print to PDF" option



It has been brought to the attention of the Office of Systems & Procedures that the functionality of the “print to pdf” option (clicking the printer icon and select PDF) when a form contains fill-and-print form fields has changed. When a document is saved using the “print to pdf” option, the “fill-and-print” form fields on the saved version are inactive. If you entered information on the web-version, saved the document, and now need to add or modify the information saved, that functionality is unavailable. Also, if you selected “print to pdf” by clicking the printer icon on the web-document page, before entering any information, the document contains the same issue (i.e., unable to add information).



The good news is that the “download” icon (arrow pointing down) option is working appropriately. To create a version in which entering information is possible, complete the following steps:



  1. Open the desired form

  2. Click the arrow pointing down (upper right-hand corner) and download the document

  3. Open the document that you just downloaded

  4. Before entering any information on the form, Click File, “Save As” and rename the downloaded document

  5. Open the renamed version of the form

  6. Complete all information and click “Save”



If you continue to encounter any issues with saving forms, please submit an AskGURU HelpDesk ticket

.

News Published: 1:59 PM - 02/25/2021


Enabling Adobe Acrobat extension for Google Chrome

Enabling Adobe Acrobat extension for Google Chrome


The Office of Systems & Procedures is in the process of adding signature boxes to forms appearing on the GURU website. It has been brought to our attention that no all computers across the University are configured to allow for applying digital ID's or electronic signatures.


If, upon opening a PDF in Google Chrome, the "Fill & Sign in Acrobat" bar does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension on that computer.


Please visit the Enable Adobe Acrobat extension for Google Chrome webpage for instructions to enable individual computers.


News Published: 3:21 PM - 02/05/2021


Unsubscribe from GURU Listserv

Unsubscribe from GURU ListServ


Follow the steps below to unsubscribe yourself from the GURU Listserv:



1.) Click the link below.

Unsubscribe from GURU Listserv

2.) Leave the subject of the email blank.
3.) Leave the body/message of the email blank.
4.) Send the email.

You should receive an email confirming your removal from the list.

News Published: 2:14 PM - 06/12/2018





GURU News Announcement for week ending November 4, 2022

GURU News Announcement for week ending November 4, 2022



Business Resources



The SIMBA Chart of Accounts has been revised as follows:

New Financial Officers:



  • Matt Ulmer - Mont Alto Campus (Business Area 3420)

  • Gwen Gummo - Outreach (Business Area 8970), WPSU TV (Business Area 3840), and WPSU FM (Business Area 3850)

  • Charlie Reese - World Campus (Business Area 1620)



Welcome to the University and the Financial Officer organization.



Financial Officer Changes:


In February, Ray Shirey was named as the Financial Officer for 6530 Auxiliary & Business Services and 6750 Office of Physical Plant. Shortly after he started, he was also given 7280 Central Purchasing. This change was not communicated until this week.

News Published: 11/04/2022


GURU News Announcement for week ending September 16, 2022

GURU News Annoucement for Week Ending September 16, 2022



BUSINESS RESOURCES



Airfare Booking Options & Services - This is a new resource to provide information on established guidelines pertaining to booking airfare, airfare payment options, and other services available. The Booking Options and Services page on the Travel.psu.edu website also contains a link to the document.



Interdepartmental Transactions - The Interdepartmental Transactions decision tool that was available on GURU still contained the process “as-it-was” in IBIS and this outdated information was leading to posting errors. The old Interdepartmental Transactions document has been viewed 2562 times since the launch of SIMBA, with 374 of those views being this year. See the SIMBA Transfer Process below for the newest information.



SIMBA Transfer Process - The new SIMBA Transfer Process decision tool is a temporary resource to provide information on the budget transfer process as well as the transfer of funds between Business Areas within SIMBA. It is important to point out these processes continue to be a work in progress with the SIMBA Sustainment Team, the Budget Office, and the University Controller’s Office continuing to work out the process. When that process has been finalized, the Interdepartmental Transactions decision tool will be restored and Procedure CR2069 Internal Service Requests and Direct Billing will also be updated.



Any questions pertaining to these documents should be submitted on the GURU Technical Support Form



Effective 9/16/2022

News Published: 09/16/2022


GURU NEWS ANNOUNCEMENT FOR WEEK ENDING AUGUST 5, 2022

GURU News Annoucement for Week Ending August 5, 2022



BUSINESS RESOURCES



SIMBA Chart of Accounts – The SIMBA Chart of Accounts has been updated to add Financial Officer information and to update the Budget Executive for the Wilkes-Barre campus.



PROCEDURES:



The following is a new procedure:



CR2021 Accountability of Contributions from Non-Governmental Sources – This procedure replaces Policy Guideline FNG01 Flow and Accountability of Gifts and Grants from Non-Governmental Sources.



FORMS:



The following forms have been revised and are available for use:



Fly America Act Waiver Checklist Form – the form instruction page has been updated to include instructions for obtaining digital IDs (electronic signatures) on the form.



Long-Term Vehicle Assignment Request Form – the form instruction page has been updated to include instructions for obtaining digital IDs (electronic signatures) on the form.



Any questions pertaining to these documents should be submitted on the GURU Technical Support Form



Effective 8/5/2022


News Published: 08/05/2022


GURU News of the Week

GURU News for week ending July 8, 2022



BUSINESS RESOURCES:



The following resources are being revised and are currently unavailable for use:



Acquiring Services for the University



Services Matrix



Any questions pertaining to these two documents should be submitted on the GURU Technical Support Form




Effective July 8, 2022

News Published: 07/08/2022


GURU News Announcement for week ending July 1, 2022

GURU News for week ending July 1, 2022



FORMS:



The following forms have been revised and are available for use:


Moving Expenses Support Form – The Internal Revenue Service announced a change to the mileage reimbursement rate effective July 1, 2022. There are now two versions of the Moving Expenses Support Form. Version A contains the rate for moving expenses that occurred between January 1, 2022 and June 30, 2022. Version B contains the rate for moving expenses occurring between July 1, 2022 and December 31, 2022. Beginning July 1st, when clicking the “Form Download” icon on the Moving Expenses Support Form page, version “B” will be the document displayed. Click the form instruction page icon to access version “A”.



Promotion and Tenure Forms – The Promotion and Tenure forms have completed their annual review. The newly revised set of documents are to be used for the 2022-2023 promotion and tenure review process.



BUSINESS RESOURCES:



The following resources have been revised and are available for use:



General Ledger Account Formulation – The General Ledger Account Formulation document is a new resource which provides historical information on general ledger account formulation. Previously, this information appeared in the General Ledger Accounts and Payment Decision Matrix. The General Ledger Accounts and Payment Decision Matrix now contains a link to this document and this new resource contains a link to the General Ledger Accounts and Payment Decision Matrix.



General Ledger Accounts and Payment Decision Matrix – The General Ledger Accounts and Payment Decision Matrix has undergone an extensive review and contains the following revisions:



  1. As noted above, the historical information has been moved to its own document

  2. Non-Personnel Expenses – this section of the matrix has been extensively revised to provide better definitions and the appropriate uses of the various GLs. 1099 tax reportability information has also been added to the appropriate GLs. This information is to ensure that tax reporting requirements are being met.

  3. As previously reported, many GLs have been DECOMMISSIONED and should NOT be used in the new fiscal year. See the June 24th GURU News Announcement for more information on the decommissioned GLs.



Table of Stipends for Postdoctoral Appointments – The Table of Stipends for Postdoctoral Appointments has been revised for the 2022-2023 fiscal year.



SIMBA Chart of Accounts – The SIMBA Chart of Accounts has been updated to reflect the Budget Executive changes effective July 1, 2022.



OTHER NEWS:



Thank You - The Office of Systems and Procedures would like to take this opportunity to thank the members of the General Ledger Accounts Definition Committee for their diligent work on updating the General Ledger Accounts and Payment Decision Matrix. This committee dedicated a significant amount of time over many, many months to improve the matrix for a better end-user experience. A huge thank you also goes out to the SIMBA and SAP Concur Teams for implementing the identified changes.



COMING ATTRACTIONS:


To provide a better end-user experience, the GURU website will be undergoing some changes in the coming months. The FIS IT Team is hard at work developing and testing new resources. Watch the GURU News Announcements for more information on these new resources.



Effective July 1, 2022



News Published: 06/30/2022


GURU News Announcement for week ending June 24, 2022

GURU News for week ending June 24 2022


Form Revisions:


Cost Accounting Justification Forms: The Cost Accounting Justification Forms have been revised to allow the application of digital IDs (electronic signatures).

GURU Public Service Announcement


General Ledger Accounts and Payment Decision Matrix revisions


General Ledger (GL) Accounts are master data in SIMBA. The functionality of the SIMBA system allows master data to be available for use or decommissioned (envision a light switch – on or off). When a GL is added, the light switch is turned on. Adding a GL may occur at any time during a fiscal year.


When a determination has been made that a GL is no longer needed, the GL is decommissioned (the light switch is turned off). The GL will still appear in reporting functions, but it cannot be used in future transactions. The decommissioning of any GL must wait until the year-end close process has completed before being switched off.


There are numerous GLs that will be decommissioned (turned off) at the conclusion of the FY22; however, this decommissioning will not occur until Period 14 opens in FY22, and while these GLs will still appear in SIMBA at the beginning of FY23, they should NOT be used.



The following GL series are impacted:



52211xxx – Supplies – Food Supplies, 5224xxxx – Cost of Goods Sold, and 52361xxx Airport Maintenance – Repairs:



  1. GLs ending in 1 (unallowable F&A) are being added and should be used beginning in Period 1 of FY23.

  2. GLs ending in 0 (allowable F&A) are to be decommissioned and are not to be used beginning in Period 1 of FY23.



On June 30th, an updated General Ledger Accounts and Payment Decision Matrix will be published notating those GLs that are DECOMMISSIONED



Effective June 24, 2022


News Published: 06/24/2022


GURU News Announcement for week ending June 17, 2022

GURU News for week ending June 17, 2022


Form Revisions:


GROUP MEAL AND MEETING SUPPORT FORM: The Group Meal and Meeting Support Form has been revised and contains the following revisions:


  1. The form instruction page has been updated to include information on the appropriate General Ledger Accounts to be used for Group Meal and Meeting Expenses.

  2. The form has been updated to include the use of Non-PO Invoice and reinstated the ability to calculate alcohol expenses.



CERTIFICATE OF INSURANCE – PENN STATE HEALTH FORM – The Certificate of Insurance – Penn State Health form has been revised to include Lancaster Medical Center and Penn State Health have been added as available options in the requestor information section.



GURU Public Service Announcement


General Ledger Accounts and Payment Decision Matrix revisions


Tax Reportability – The General Ledger Accounts Matrix will be expanded to include information pertaining to 1099 and 1042S tax reporting requirements.



Did you know…


There are several ways to search for information within the GURU site. They include:



  1. The Search box located in the upper right-hand corner of the screen allows you to search for information within the overall site.

  2. Ctrl F (holding down the Ctrl key and F key simultaneously) allows for a search within a particular document. A box will appear in the upper right-hand corner of the screen. Type the information to be searched (i.e., numbers or letters). The results will appear in orange. If more than one result is returned, click the up or down arrow to advance to the next result.

  3. To search for Policies – click the Policies link located in the light blue bar near the top of the webpage. You will be redirected to the Policy Library website.

  4. To search for Other Resources – click the Other Resources drop-down button, located in the light blue bar near the top of the webpage and scroll down to select the item of choice.


Effective June 17, 2022



News Published: 06/17/2022


GURU News Announcement for week ending June 10, 2022

GURU News for the Week Ending June 10, 2022


Procedure Updated:


The following procedure has been updated:




GURU Public Service Announcement:


Allowable vs. Unallowable GLs – The General Ledger Accounts and Payment Decision Matrix review committee, including members of Cost Analysis, have identified many GLs that were identified as allowable (a GL ending with 0) when in actuality, they should have been unallowable (a GL ending with 1). The GLs ending with 1 have been added and should be used at the beginning of FY23. The GLs ending with 0 are to be decommissioned, which will occur in FY22 Period 14. These revisions allow for a more precise accounting of Facility and Administrative (F&A) Costs. See Uniform Guidance Subpart E – Cost Principles for detailed requirements regarding costs on sponsored awards as well as definitions of direct, indirect, allowable, and unallowable costs. A spreadsheet containing all GLs added will be provided later this month.



Did you know…


Subscribing to the GURU News Listserv is easy. Please share this information with anyone in your department.



  1. Open the GURU website

  2. Click the “Help” button located within the blue bar near the top of the screen

  3. Click “Subscribe to GURU Listserv



Effective June 10, 2022

News Published: 06/10/2022


GURU News for the week ending June 3, 2022

GURU News for the Week Ending June 3, 2022


Forms Updated:


The following forms have been updated and are available for use:



  • Alien Information Request Form - Part II, section C of the Alien Information Request Form has been revised. When entering information within the I-94 Class of Admission column, please use the “Class of Admission” code found on the U.S. Customs and Border Protection Admission number form (i.e., B1, B2, WTB, etc.). Please contact the Payroll Office with any questions.

  • Incident Form - the Incident Form has been updated to allow for electronic signature (digital IDs).

  • Software Request Form - the form instruction page has been updated.



GURU Public Service Announcement:


The General Ledger Accounts and Payment Decision Matrix is undergoing a complete revision for use in the new fiscal year. A review committee has been hard at work adding expanded definitions and uses, with the primary focus being non-personnel expenses. Over the course of the next several weeks, the GURU News Announcements will provide more information on these pending revisions.



Did you know...


There are several ways to expand the tables appearing within the General Ledger Accounts and Payment Decision Matrix. They are as follows:



  1. Click the “Global Expand/Collapse” blue button located in the lower right-hand corner of the document to expand all tables within the document. A double-black line appearing around the perimeter of the button box indicates that all tables have been expanded.

  2. Scroll to the top of the table to be expanded and click “Toggle Collapse/Show All” gray button appearing just above the table. All rows within this particular table are now visible.

  3. Gray rows in a table indicate that there are more options for use. Clicking in the gray row will display the additional options available. Clicking in the row again hides the rows.


Effective June 3, 2022

News Published: 06/03/2022


GURU News for the Week Ending May 13, 2022

GURU News for the Week Ending May 13, 2022


PROCEDURES:


The following procedures have completed the review process and have been published:


News Published: 05/13/2022


GURU News Announcement for week ending April 1, 2022

GURU NEWS ANNOUNCEMENT FOR WEEK ENDING April 1, 2022



BUSINESS RESOURCES:



SIMBA General Ledger Accounts and Payment Decision Matrix revisions – GL 52300910 IT Services – Internet Connection Charges – The SAP Concur column has been updated to allow employee reimbursement with pre-approval from Financial Officer and only when PO or PCard cannot be utilized. Non-employee reimbursement is not permitted using SAP Concur.



FORMS:



The following form has been revised:



Terms of Offer of a Graduate Assistantship – the form has been updated to allow electronic signatures and the form instructions have been updated detailing the signature process..



Effective April 1, 2022


News Published: 04/01/2022


GURU News Announcement for week ending March 25, 2022

GURU NEWS ANNOUNCEMENT FOR WEEK ENDING March 25, 2022



BUSINESS RESOURCES:



SIMBA General Ledger Accounts and Payment Decision Matrix revisions – GL 52451000 Participant Support Costs – Sustenance for Participants/Trainees has been updated to allow Purchasing Card transactions up to individual cardholder limits. Purchasing Card transactions must be reconciled in SAP Concur.



FORMS:



The following form has been revised:



Purchase Order Change Form - All Cost Objects on the PO requested for change must be open and available for posting in order for the adjustments to be completed. Please verify before submitting the change request to the Office of Central Procurement.



The following form is new:



Group Meal and Meeting Support Form – is used as supporting documentation to document business purposes and attendees for an authorized group meal or group meeting of Penn State employees or visitors to the University. The form may be used for Purchasing Card transactions in SAP Concur (see the form instructions for requirements), and is required for Purchase Orders (Lion Marketplace), Internal Service Requests, or Direct Bill processes in SIMBA.

Effective March 25, 2022


News Published: 03/25/2022


GURU News Announcement for week ending March 11, 2022

GURU NEWS ANNOUNCEMENT FOR WEEK ENDING March 11, 2022


PROCEDURES


The following procedures have been updated to reflect SIMBA processes and to ensure compliance with statutes and regulations:



The following procedures are new:



  • CR2081Short-Term Student Loans – this is a new procedure. It replaces the following procedures which have now been decommissioned: CR2017 Bernreuter Loan Funds for Non-University Park Locations, CR2080 Senior Loan and Grant-in-Aid Fund, GP2012 Emergency Loans to International Students, and GP2013 International Medical Insurance Loan Fund


FORMS


The following forms have been updated:



The following form is new:



  • Contract Cover Sheet – this new form is used on contracts paid via purchase order, non-PO invoice contracts, P-Card contracts, electronic click-through type agreements (except for software), as well as non-financial contracts. The form and instructions are also available on the contracts information website.


BUSINESS RESOURCES



  • SIMBA Chart of Accounts – Jody Heckman is now the Budget Executive for Business Area’s 7860 Office of the President, 7880 VP & Provost – Academic, 7890 VP & Provost – Institutional, and 7900 University Contingency Accounts.


Effective 3/11/2022

News Published: 03/11/2022


Procurement Services new Contract Cover Sheet

Procurement Services new Contract Cover Sheet


Procurement Services Contract Review Team has updated the submission form (see attached contract cover sheet) so that a single form can be used on contracts paid via purchase order, non-PO invoice contracts, P-Card contracts, electronic click-through type agreements (except for software), as well as non-financial contracts. This form and instructions are available on GURU and can also be found on the contracts information website:




Additionally, the riskcontracts@psu.edu email address for submitting contracts is being retired. All contracts that use the new submission form should now be sent to psucontracts@psu.edu.


Effective March 1, 2022




News Published: 02/28/2022


GURU News Announcement for week ending February 11, 2022

GURU NEWS ANNOUNCEMENT FOR WEEK ENDING FEBRUARY 11TH


PROCEDURES


The following procedures have been updated to reflect SIMBA processes and to ensure compliance with statutes and regulations:



The following procedures are new:



FORMS


The following forms have been updated:



The following form is new:



BUSINESS RESOURCES


The following Business Resource has been updated:



Effective February 10, 2022

News Published: 02/10/2022


GURU News Announcements for the week ending January 28, 2022

GURU News Announcements for the week ending January 28, 2022



Procedure Updates:



Procedure CR2079 Value-Added Tax (VAT) Reclamation has been rewritten to document SAP Concur system processes. The new version is available within the Procedures tab on the GURU Home page.



Fun Fact!



So far in the month of January, there have been 6,906 different visitors to the GURU website.




Effective January 28, 2022

News Published: 01/28/2022


GURU News Announcements for the week ending January 7, 2022

GURU News Announcements for the week ending January 7, 2022


Welcoming in the new calendar year:


2022 Standard Mileage Rate


Beginning January 1, 2022 the standard mileage rates for the use of a car (also vans, pickups, or panel tracks) will be:



  • 58.5 cents per mile driven for business use

  • 18 cents per mile driven for moving purposes


The Moving Expenses Support Form has been updated to reflect the new rates. The SAP Concur system has also been updated.


In Other News:


The Business Area Code subsection of the SIMBA Chart of Accounts Business Resource has been updated to reflect the appointment of Kathryn D.R. Drager as the interim Budget Executive for The Graduate School.

Did you know?


GURU contains a set of Business Resources (Decision Tools and Rates and Schedules) to assist end-users with their decision making processes. The View All tab displays the entire alphabetical list of resources available for use.
News Published: 01/07/2022


Federally Fund Capital Equipment Preacquisition Screening Certification form revised and renamed

Federally Funded Capital Equipment Preacquisition Screening Certification form revised


The Federally Funded Capital Equipment Preacquisition Screening Certification form has undergone a complete review and has received a new name. This version of the form is no longer available.



In compliance with 2 CFR 200.318(a), the Federally Funded Property Preacquisition Screening Certification form is used to certify that screening has been performed to determine the availability of similar property, suitable for shared use or reassignment, prior to the purchase of property valued at $50,000 or more purchased with federal funds. This form has digital ID (electronic signature) fields enable. The form instruction page has also been updated to document how to add digital ID and the process for submitting the form.


All bookmarks or "saved as favorite" links will need to be updated to access the new form.


Effective November 15, 2021

News Published: 11/15/2021


Procedure CR2032 Processing and Controlling Prenumbered Receipts updated

Procedure CR2032 Processing and Controlling Prenumbered Receipts updated


Procedure CR2032 Processing and Controlling Prenumbered Receipts has been updated to reflect changes in the way prenumbered receipt books are ordered, as well as to update SIMBA processes. There are now three distinct processes for ordering receipts: (1) University Park, (2) Commonwealth Campuses, and (3) College of Medicine.


Relative to the new ordering process is a new form. The Commonwealth Campus Prenumbered Receipt Book Order Form is to be completed when ordering receipt books for any of the Commonwealth Campuses and submitted to the Multimedia and Print Center (MPC) at University Park.


Effective November 11, 2021

News Published: 11/11/2021


Request for Cash Advance Form updated to include digital ID (electronic signature) process

Request for Cash Advance Form updated


The Request for Cash Advance Form has been updated to include the digital ID (electronic signature) process. The form instruction page has also been updated to include instructions for adding digital IDs.


Any bookmarks or "saved as favorite" locations will need to be updated and/or refreshed to access the new versions of the form and form instructions

News Published: 11/10/2021


University Park Prenumbered Receipt Requests

University Park Prenumbered Receipts Requests


Due to construction on the James M. Elliott Building, the Office of Systems & Procedures will not have access to the inventory of prenumbered receipt books from November 17th through November 29th (at the earliest pending any weather delays). Any requests for prenumbered receipts received between this time period will be processed when access to the building is available. It is advisable to place orders for University Park receipt books (submitting the request through AskGURU and the JE process completed) prior to November 12th.



This building closure does not impact the Commonwealth Campus and/or College of Medicine ordering processes.

News Published: 10/25/2021


Ordering Prenumbered Receipt Books

New electronic process for ordering prenumbered receipt books



There is a new electronic process for ordering prenumbered receipt books from the Office of Systems & Procedures.

University Park Prenumbered Receipt Book Orders:



The first step is to process a journal entry in SIMBA using the following information:
1. The debit portion of the entry will be the ordering Business Area cost object type and number and GL #52210100 General Office Expenses Allowable F&A
2. The credit portion of the entry will be IO 5201000200 and GL #52210100 General Office Expenses Allowable F&A

The price per book is $3.00 per book and there is a minimum order of 5 books. Once the journal entry has processed, submit a GURU Support Form request using the following process:
• Open GURU website
• Click on Help tab located in the toolbar located near the top of the screen
• Select “University Park Prenumbered Receipt Book Order” from the Select Subject dropdown list
• Enter the name of the Financial Officer
• Enter the College or Business Area name
• Enter the Financial Officer Penn State email address
• Enter the Financial Officer office phone number, including area code
• Enter the Financial Officer office address including building name and office number
• Enter the number of receipt books being ordered (minimum of 5 books)
• Enter the journal entry document number
• Enter the journal entry amount
• Enter a message (i.e. ship order or hold for pick-up)
• Click submit

Upon receiving the request, the Office of Systems and Procedures will draw the requested number of University receipt books from inventory and ship to the Financial Officer (or hold for pick-up).
The Office of Systems and Procedures will reply to the original email request acknowledging the order has been shipped and requesting the Financial Officer submit a delivery confirmation email reply upon receipt of shipment indicating the shipment was received in good order.

Commonwealth Campus Receipt Book Order:



A new process for ordering Commonwealth Campus Receipt books is in development. Until that process is completed, Commonwealth Campus locations are to submit the GURU Support Form request using the following process:
• Open GURU website
• Click on Help tab located in the toolbar located near the top of the screen
• Select “University Park Prenumbered Receipt Book Order” from the Select Subject dropdown list
• Enter the name of the Financial Officer
• Enter the College or Business Area name
• Enter the Financial Officer Penn State email address
• Enter the Financial Officer office phone number, including area code
• Enter the Financial Officer office address including building name and office number
• Enter the number of receipt books being ordered (minimum of 5 books)
• Skip the journal entry document number field
• Skip the journal entry amount field
• In the message field enter the beginning receipt number (including the leading alpha letter). This is the last receipt from the current supply +1
• Click submit

Upon receiving the request, the Office of Systems and Procedures will contact the Commonwealth Campus Financial Officer/Director of Finance & Business to discuss the order.
News Published: 08/23/2021


New Forms - Certificate of Insurance Request

New Forms - Certificate of Insurance


Penn State University Certificate of Insurance Request Form


Please use the Penn State University Certificate of Insurance Request Form if you need a Certificate of Insurance ("COI") issued on behalf of the University and there is NO agreement that needs signed on behalf of the University. Email to: certificaterequest@psu.edu (include COI in the subject line) and attach the completed form.



Do not use this form if you have a contract that needs to be reviewed and signed by the University associated with this Certificate of Insurance request. If you need to submit a contract, please complete the appropriate cover sheet found on the Contract Information tab on the Office of Risk Management website and follow the instructions.



Penn State Health Certificate of Insurance Request Form



Please use the Penn State Health Certificate of Insurance Request Form if you need a Penn State Health Certificate of Insurance issued. Email to: certificaterequest@psu.edu (include COI in the subject line) and attach the completed form.



Do not use this form if you have a contract that needs to be reviewed and signed by Penn State Health associated with this Certificate of Insurance request. If you need to submit a contract that needs to be reviewed and signed by Penn State Health, please submit it to the appropriate Penn State Health Contracting or Purchasing Office or the Office of General Counsel.

News Published: 08/08/2021


Business Resource - Table of Stipends for Graduate Assistants updated for 2021-2022

Table of Stipends for Graduate Assistants updated for 2021-2022


The Table of Stipends for Graduate Assistants has been updated to include the rates for the 2021/2022 academic year.


Effective 7/20/2021

News Published: 07/20/2021


Penn State Federal Credit Union form revised

Penn State Federal Credit Union form revised


The PENN STATE FEDERAL DEPOSIT AND DISTRIBUTION OF PSU PAYROLL DEDUCTION form has been revised by the Credit Union. The new version is available on GURU with a 6/2021 effective date.


News Published: 07/07/2021


LONG-TERM VEHICLE ASSIGNMENT REQUEST FORM REVISED

LONG-TERM VEHICLE ASSIGNMENT REQUEST FORM REVISED



The Long-Term Vehicle Assignment Request Form must be used to request a long-term assignment of a vehicle from Fleet Operations for the purpose of conducting official University Business. This form will also authorize the direct billing for that use to a specific Cost Object and general ledger account.



This form has been also been updated to include the use of digital ID’s/electronic signatures. See for instruction page for the process for adding multiple digital ID's.



Effective 7/1/2021


News Published: 07/06/2021


Faculty and Staff Parking Permit Registration and Authorization Form

Faculty and Staff Permit Registration and Authorization Form


Every faculty/staff employee (regardless of shift or office location) wishing to use parking facilities at Penn State's University Park campus, including Innovation Park, must register their vehicle with Transportation Services and, while parked on campus, properly display an authorized parking permit. The Faculty and Staff Permit Registration and Authorization Form is used to register the vehicle and authorize payment via payroll deduction.


Effective July 2, 2021


News Published: 07/06/2021


New Form - Purchase Order Option Line Guidance Form

New Form - Purchase Order Option Line Guidance Form


The Purchase Order Option Line Guidance Form is used to notify Procurement Services when exercising Purchase Order Option Lines on existing purchase orders. This form is available within the Forms Section of GURU.


The Purchase Order Option Line Guidance Form cannot be used to change the funding allocations as originally designated on the purchase order. A Purchase Order Change Form would be used to make funding allocation changes.


The Purchase Order Option Line Guidance Form has the digital ID function (eSignatures) enable. Please see the form instructions regarding the submission process.


News Published: 05/19/2021


2021 Personal Mileage Rates announced

2021 Personal Mileage Reimbursement Rate


The Internal Revenue Service announced that beginning on January 1, 2021, the standard mileage rates for the use of a car (also vans, pickups, or panel trucks) will be:


  • 56 cents per mile driven for business use

  • 16 cents per mile driven for medical, or moving purposes



The SAP Concur application has been updated with the new rate and effective date. All personal mileage expenses for travel dates on or after January 1, 2021 will be automatically calculated using the 56 cents per mile rate.


The Moving Expenses Support Form has been updated to automatically calculate the moving expense mileage at 16 cents per mile.


Effective 1/1/2021

News Published: 01/19/2021


SIMBA General Ledger Accounts and Payment Decision Matrix revised

Business Resource - SIMBA General Ledger Accounts and Payment Decision Matrix revised



The GURU Business Resources - SIMBA General Ledger Accounts and Payment Decision Matrix has been revised. The Non-Personnel Expenses table now contains a column to indicate if a GL may be used in the SAP Concur system.



The Notes and Uses column within the Non-Personnel Expenses table has also been updated to include additional definitions and appropriate uses of the various general ledger accounts. As previously stated, this aspect of the table continues to be a work-in-progress and as more definitions and appropriate uses are identified they will be added to the table.



Two general ledger accounts have been decommissioned. They are as follows:


  • 52276000 Equipment - Non-Capital Government-Sponsor Deliverable has been replaced by 52291000 Equipment Government/Sponsor Deliverable

  • 52277000 Equipment - Non-Capital Government Owned has been replaced by 52292000 Equipment Government/Sponsor Equipment




This new version has an effective date of January 18, 2021.

News Published: 01/18/2021


Procedure CR2017 decommissioned

Procedure CR2017 Bernreuter Loan Funds at Non-University Park Locations Decommissioned


Procedure CR2017 Bernreuter Loan Funds at Non-University Park Locations has been decommissioned effective immediately.


Any "saved as favorites" or bookmarks will return a "page not found" error message and can be deleted.


Effective January 5, 2021

News Published: 01/05/2021


New Form - Course-Related Fees Approval

Course-Related Fees Approval


The Submission of Proposal for New or Existing Student Course-Related Fees form has been retired and replaced with the Course-Related Fees Approval form.


Any bookmarks or "saved as favorites" locations will need to be updated to access the new version of the form.


Effective December 18, 2020

News Published: 12/18/2020


New Procedure - CR2009 Expenditure Guidelines for Costs Not Allowable Under Uniform Guidance

New Procedure CR2009 Expenditure Guidelines for Costs Not Allowable Under Uniform Guidance


Effective immediately Policy Guideline FNG05 Expenditure Guidelines for Costs Not Allowable Under Uniform Guidance has been decommissioned and replaced with Procedure CR2009 Expenditure Guidelines for Costs Not Allowable Under Uniform Guidance. Please update, or create, any "saved as favorite" locations or bookmarks in order to access the new procedure.


Effective November 30, 2020

News Published: 11/30/2020


New Form - Request for Approval of Service Center User Rates

New Form - Request for Approval of Service Center User Rates


The Request for Approval of Service Center User Rates is a new form replacing the Submission of Proposal for New or Existing Fees form.


The Submission of Proposal for New or Existing Fees was decommissioned effective November 6, 2020.


Any "saved as favorites" or books marks will need to be updated to access the new form.

News Published: 11/06/2020


Form Decommissioned - Submission of Proposal for New or Existing Fees

Form Decommissioned - Submission of Proposal for New or Existing Fees


The Submission of Proposal for New or Existing Fees has been decommissioned and replaced with the Request for Approval of Service Center User Rates effective November 6, 2020.


All "saved as favorite" or booksmarks will need to be updated in order to access the new form.

News Published: 11/06/2020


SIMBA General Ledger Accounts and Payment Decision Matrix

SIMBA General Ledger Accounts and Payment Decision Matrix


The SIMBA General Ledger Accounts and Payment Decision Matrix have been combined into a single, comprehensive document.


Please be advised that this document continues to be a "work-in-progress" in that as usages for the general ledger account number are identified, they will be added to the document. If you would like to contribute a suggested use, please complete a GURU Technical Help Support Form indicating the general ledger number and the suggested usage and the this information will be passed along to the administrative team for verification and approval. All assistance will be greatly appreciated.


With the publication of this new document, the separate Payment Decision Matrix has been decommissioned. Any associated bookmarks or "saved as favorite" locations will need to be updated to access the comprehensive document.

News Published: 10/20/2020


Procedure AD2001 Lost and Found revised

Procedure AD2001 Lost and Found



Procedure AD2001 Lost and Found has been revised and is now available for use. All IBIS references have been replaced with SIMBA processes.



In addition, the Lost and Found Finders Claim Form has been updated to a fill-and-print form and is now available on GURU.



The revisions are effective October 13, 2020.

News Published: 10/14/2020


IBIS forms decommissioned
With the launch of SIMBA on July 1st, many of the forms appearing on the GURU website had an IBIS version and a SIMBA version of each available for use. The new version has SIMBA included in the document title. Effective August 31, 2020, the IBIS versions have been decommissioned. If for some unforeseen reason a copy of an IBIS form should be needed, please submit a GURU Support request by clicking "Help" on the toolbar and a copy of the form will be provided.
News Published: 08/31/2020


GURU website - SIMBA documentation
GURU NEWS ANNOUNCEMENT:

Now available on the GURU website – SIMBA documentation

With the launch of the SIMBA financial system, new versions of GURU Forms have been created. The word “- SIMBA” appears at the end of the various forms. When completing paperwork for entry into SIMBA, please be sure to access the correct version of the form.

All procedures on the GURU website have been temporarily decommissioned and replaced with contact information should questions regarding procedures arise. This decommissioning allows end-users and review committee members to become familiar with SIMBA processes before initiating the review process. A review of all procedures will commence in January 2021.

Many of the Business Resources have new SIMBA versions as well. There are three (3) that are of importance:
SIMBA Chart of Accounts (replaces Budget Codes)
SIMBA General Ledger Accounts (replaces Object Classification Codes)
Payment Decision Matrix - SIMBA (replaces Payment Decision Matrix) - this document details the appropriate payment method for each general ledger account number

It is advised to bookmark the above files.

The original IBIS versions of all documents will remain on GURU until the year-end close process is completed.
News Published: 07/03/2020


SIMBA/GURU Procedure Revisions
Effective July 1st, all procedures on the GURU website containing IBIS functions/processes will need to be updated for the launch of SIMBA. All procedural information will be replaced with SIMBA contact information until such time that new SIMBA procedures may be drafted, vetted, and published. Thank you for your patience as review committees become familiar with SIMBA processes and can create relevant procedures. If you should have any question, use the contact information as provided on each procedure link on the Procedures tab of the GURU website.
News Published: 06/15/2020


SIMBA/GURU Form Revisions
With the launch of SIMBA on July 1st, many of the forms appearing on the GURU website will have an IBIS version and a SIMBA version of each available for use. The new version will have SIMBA included in the document title. The IBIS version will remain through the year-end close of IBIS and then be decommissioned.
News Published: 06/15/2020


SIMBA General Ledger Accounts
The SIMBA General Ledger (GL) Accounts document has been added to the Rates and Schedules section of the Business Resources on GURU. This new document is to assist end-users as the University begins the transition from the IBIS financial system to the SIMBA system. The General Ledger Accounts document contains the numeric listing of SIMBA GL Accounts with IBIS Object Code cross-references.
News Published: 05/29/2020


SIMBA CHART OF ACCOUNTS
The SIMBA Chart of Accounts document has been added to the Rates and Schedules section of the Business Resources of GURU. This new document is to assist end-users as the University begins the transition from the IBIS financial system to the SIMBA system. The Chart of Accounts provides information pertaining to Cost Center Hierarchy, Functional Areas, and Business Area Codes within SIMBA.
News Published: 05/29/2020


Procedure CR2067 Processing Foreign Currency Drafts - Decommissioned
Procedure CR2067 Processing Foreign Currency Drafts is obsolete and has been decommissioned. The wire transfer process should be used in its place. Please contact Amber Iwanski in Accounting Operations with any questions.
News Published: 05/13/2020


2020 Standard Mileage Rates
The Internal Revenue Service has issued the 2020 optional personal standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes. Beginning on January 1, 2020, the standard mileage rates for the use of a car (also vans, pickups, or panel trucks) will be:

• 57.5 cents per mile driven for business use (down one half of a cent from the rate for 2019)
• 17 cents per mile driven for medical or moving purposes (down three cents from the rate for 2019), and
• 14 cents per mile driven in service of charitable organizations.
News Published: 01/08/2020


UNIVERSITY SCHOLAR AGREEMENT FORM RENAMED
The University Scholar Agreement is being renamed the University Guest Presenter Agreement.

Recently, Policy AC01 Visiting Scholars was added to the Policy Library and this policy contains a Visiting Scholar Agreement. To alleviate any confusion, and to more accurately reflect its purpose, the “University Scholar Agreement” has been changed to “University Guest Presenter Agreement” effective December 11, 2019.

Since the file name has changed, any bookmarks or saved file copies will need to be refreshed in order to access the new version of the form. Also, any references to the University Scholar Agreement on departmental websites will need to be amended to University Guest Presenter Agreement and the associated hyperlink corrected.
News Published: 12/11/2019


Procedure CR2049 Reporting Moving Expense Compensation and Moving Expenses Support form revisions
Effective November 20, 2019

Procedure CR2049 Reporting Moving Expense Compensation and the Moving Expenses Support form have been revised to reflect the changes to Policy HR104 Payment for Relocation Expenses and to comply with federal law.

To comply with federal law, all University paid or reimbursed moving expense payments are included in the employee’s gross income as taxable compensation. These payments are subject to payroll tax withholding and are reported to the Internal Revenue Service on the employee’s W-2 at the end of the calendar year.

Administrative areas have the discretion of offering three (3) types of employee expense reimbursement: lump sum payment, reimbursement of actual expenses, or a combination of lump sum and reimbursement. Alternatively, the administrative area may engage Purchasing Services to directly contract the moving services.

Lump sum payment is a one-time, non-recurring payment and no receipts are required. Reimbursed Payments requires the employee to submit itemized receipts to their administrative area documenting the actual expenditures. Receipts are no longer submitted as back-up to the Special Request for Check (SRFC). See Policy HR104 Payment for Relocation Expenses for complete details.
News Published: 11/19/2019


Policy Guideline FNG05 to be decommissioned


PENDING REVISIONS


Policy Guideline FNG05 to be decommissioned

Please be advised that Policy Guideline FNG05 - Expenditure Guidelines for Costs Not Allowable Under Uniform Guidance is being prepared to be decommissioned. All information contained within the policy guideline is procedural and as such will be converted from a policy guideline to a procedure. When the new document is ready for publication, FNG05 will be decommissioned on the Policy Library website and the new procedure, CR2009 Expenditure Guidelines for Costs Not Allowable Under Uniform guidance will be available on the GURU website. The projected publication date is September 6th.

Please contact Systems & Procedures at 814-863-8662 with any questions.


News Published: 08/27/2019


Object Classification Code revision
The Object Classification Code list has been revised.

The title of Object Code 0905, as it appears in GURU, has been changed to match the title as it appears in the IBIS financial system.

Prior to this revision, the Object Code 0905 was entitled ARL Admin Fee with use being restricted to ARL. The correct title should be Admin Fee with use being restricted to Central Office.
News Published: 06/12/2019


YEAR-END CLOSING GUIDELINES FOR 2018-2019
Carryforward Policy and Year-End Closing Guidelines 2018-2019
News Published: 04/23/2019


2019 Standard Mileage Rate
The Internal Revenue Service announced that the 2019 Personal Mileage reimbursement rate will be raised to 58.0 cents per mile, an increase of 3.5 cents from the rate for 2018.

The Employee Reimbursement System has been updated with the new rate and effective date. All expenses for personal mileage with travel dates on or after January 1, 2019 will be automatically calculated in ERS using the new rate.

https://www.irs.gov/newsroom/irs-issues-standard-mileage-rates-for-2019
News Published: 12/18/2018


New GURU website Search function
The GURU website has been updated to include Search functions. The search element is located adjacent to the header at the top right of the page.

In order to access the newly revised GURU, and depending on the browser, it may be necessary to clear the cache. Please use a Technical Support Form (https://guru.psu.edu/tech-support-form.cfm) to submit any inquiries or call the Help Desk at 814-863-8592 if further assistance is needed.

Effective: 8/20/2018
News Published: 08/20/2018


Form
The One Day Travel-Meal Reimbursement Report form has been "unretired"

It has been determined that there are additional uses for the One Day Travel-Meal Reimbursement Report which cannot be processed through the ERS system. In order to address this situation, the One Day Travel-Meal Reimbursement Report is once again available on GURU.

Effective: 8/9/2018
News Published: 08/09/2018


New additions to GURU
New additions to GURU:

The Payment Clearinghouse - Access to The Payment Clearinghouse site has been added to the Business Resources/Tools section of GURU. The Payment Clearinghouse is an external link within Rates and Schedules or the View All listing.

Software Agreement Decision Tool - Access to the Software Agreement Decision Tool has been added to the Business Resources/Tools section of GURU. The Software Agreement Decision Tool is an external link within Decision Tools or the View All listing.
News Published: 07/23/2018


GURU Form Retired - One Day Travel-Meal Reimbursement Report Form
GURU Form Retired - One Day Travel-Meal Reimbursement Report Form

The One Day Travel-Meal Reimbursement Report Form has been retired.

The Employee Reimbursement System website should be consulted regarding processing Employee Travel Reimbursement requests.

Websites containing references to this document and/or a hyperlink will need to be revised.

Effective 7/12/18
News Published: 07/12/2018


Users with previous versions of Acrobat Reader should update
Users with previous versions of Acrobat Reader should update to the most recent version to assure compatibility with documents on GURU. Adobe Acrobat Reader DC is now available.
News Published: 05/25/2018


IBIS forms, functions, and transaction instructions
IBIS forms, functions, and transaction PDF downloads are available on the Administrative Information Services (AIS) website.
News Published: 05/25/2018


Disabled pop ups may cause problems
Disabled pop ups may cause problems when using resources on GURU. We understand that users get annoyed with the pop-up windows when visiting various website; however, if you encounter a problem when using GURU resources, be aware that it may be due to your browser not having pop-ups enabled.
News Published: 05/25/2018


Technical Difficulties
If you experience any problems accessing an application or finding a particular page, please contact our support staff by accesing "Help" on the GURU toolbar or by calling (814) 865-9568 for assistance.
News Published: 05/25/2018


YEAR-END CLOSING GUIDELINES FOR 2017-2018
Carryforward Policy and Year-End Closing Guidelines 2017-2018

(Posted 4/23/2018)
News Published: 05/25/2018


2018 Standard Mileage Rate
The Internal Revenue Service has announced the Standard Mileage Rate for 2018 is 54.5 cents per mile.

The Standard Mileage Rates at a Glance page on the IRS website has yet to be updated to include this information.

(Posted 1/25/2018)
News Published: 05/25/2018


Moving Expenses are now taxable
Due to changes to the federal tax law, all moving expenses incurred after 2017 that are paid or reimbursed by the University will be taxable to employees. There are no longer non-taxable payments for relocation expenses under the law. As such, all University paid or reimbursed moving expenses will be reported as taxable income and subject to University payroll tax withholding.

Any questions should be directed to the University Tax Manager.

(Posted 1/9/2018)
News Published: 05/25/2018


Ordering Pre-numbered Receipts
All orders for pre-numbered receipts must be placed within IBIS.

Please prepare an Interdepartmental Charges and Credits (IDCC) in IBIS to order pre-numbered receipt books. Systems & Procedures will continue to fill these orders.

The Supplying Department ID is &sys

The unit cost is $3.00 per book and all orders must be for a minimum of 5 books.

Please contact Mindy Barnett at 814-863-8662 or by email at mag5188@psu.edu with any questions pertaining to pre-numbered receipts.
News Published: 05/25/2018