News

Subject	Ordering Prenumbered Receipt Books
Verbiage	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.
Date	9:45 AM - 08/23/2021

Subject

Ordering Prenumbered Receipt Books

Verbiage

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.

Date

9:45 AM - 08/23/2021

Subject	New Forms - Certificate of Insurance Request
Verbiage	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.
Date	7:49 AM - 08/08/2021

Subject

New Forms - Certificate of Insurance Request

Verbiage

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.

Date

7:49 AM - 08/08/2021

Subject	Accessing GURU documents with Google Chrome
Verbiage	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
Date	2:31 PM - 04/07/2021

Subject

Accessing GURU documents with Google Chrome

Verbiage

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

Date

2:31 PM - 04/07/2021

Subject	Functionality of forms when using "Print to PDF" option
Verbiage	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: Open the desired form Click the arrow pointing down (upper right-hand corner) and download the document Open the document that you just downloaded Before entering any information on the form, Click File, “Save As” and rename the downloaded document Open the renamed version of the form Complete all information and click “Save” If you continue to encounter any issues with saving forms, please submit an AskGURU HelpDesk ticket .
Date	1:59 PM - 02/25/2021

Subject

Functionality of forms when using "Print to PDF" option

Verbiage

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:

Open the desired form

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

Open the document that you just downloaded

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

Open the renamed version of the form

Complete all information and click “Save”

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

Date

1:59 PM - 02/25/2021

Subject	Enabling Adobe Acrobat extension for Google Chrome
Verbiage	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.
Date	3:21 PM - 02/05/2021

Subject

Enabling Adobe Acrobat extension for Google Chrome

Verbiage

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.

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

Date

3:21 PM - 02/05/2021

Subject	2021 Personal Mileage Rates announced
Verbiage	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
Date	10:50 AM - 01/19/2021

Subject

2021 Personal Mileage Rates announced

Verbiage

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

Date

10:50 AM - 01/19/2021

Subject	Unsubscribe from GURU Listserv
Verbiage	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.
Date	2:14 PM - 06/12/2018

Archived Announcements

Subject	Business Resource - Table of Stipends for Graduate Assistants updated for 2021-2022
Verbiage	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
Date	07/20/2021

Subject

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

Verbiage

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

Date

07/20/2021

Subject	Penn State Federal Credit Union form revised
Verbiage	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.
Date	07/07/2021

Subject

Penn State Federal Credit Union form revised

Verbiage

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.

Date

07/07/2021

Subject	LONG-TERM VEHICLE ASSIGNMENT REQUEST FORM REVISED
Verbiage	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
Date	07/06/2021

Subject

LONG-TERM VEHICLE ASSIGNMENT REQUEST FORM REVISED

Verbiage

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

Date

07/06/2021

Subject	Faculty and Staff Parking Permit Registration and Authorization Form
Verbiage	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
Date	07/06/2021

Subject

Faculty and Staff Parking Permit Registration and Authorization Form

Verbiage

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

Date

07/06/2021

Subject	New Form - Purchase Order Option Line Guidance Form
Verbiage	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.
Date	05/19/2021

Subject

New Form - Purchase Order Option Line Guidance Form

Verbiage

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.

Date

05/19/2021

Subject	SIMBA General Ledger Accounts and Payment Decision Matrix revised
Verbiage	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.
Date	01/18/2021

Subject

SIMBA General Ledger Accounts and Payment Decision Matrix revised

Verbiage

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.

Date

01/18/2021

Subject	Procedure CR2017 decommissioned
Verbiage	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
Date	01/05/2021

Subject

Procedure CR2017 decommissioned

Verbiage

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

Date

01/05/2021

Subject	New Form - Course-Related Fees Approval
Verbiage	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
Date	12/18/2020

Subject

New Form - Course-Related Fees Approval

Verbiage

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

Date

12/18/2020

Subject	New Procedure - CR2009 Expenditure Guidelines for Costs Not Allowable Under Uniform Guidance
Verbiage	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
Date	11/30/2020

Subject

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

Verbiage

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

Date

11/30/2020

Subject	New Form - Request for Approval of Service Center User Rates
Verbiage	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.
Date	11/06/2020

Subject

New Form - Request for Approval of Service Center User Rates

Verbiage

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.

Date

11/06/2020

Subject	Form Decommissioned - Submission of Proposal for New or Existing Fees
Verbiage	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.
Date	11/06/2020

Subject

Form Decommissioned - Submission of Proposal for New or Existing Fees

Verbiage

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.

Date

11/06/2020

Subject	SIMBA General Ledger Accounts and Payment Decision Matrix
Verbiage	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.
Date	10/20/2020

Subject

SIMBA General Ledger Accounts and Payment Decision Matrix

Verbiage

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.

Date

10/20/2020

Subject	Procedure AD2001 Lost and Found revised
Verbiage	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.
Date	10/14/2020

Subject

Procedure AD2001 Lost and Found revised

Verbiage

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.

Date

10/14/2020

Subject	IBIS forms decommissioned
Verbiage	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.
Date	08/31/2020

Subject	GURU website - SIMBA documentation
Verbiage	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.
Date	07/03/2020

Subject	SIMBA/GURU Procedure Revisions
Verbiage	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.
Date	06/15/2020

Subject	SIMBA/GURU Form Revisions
Verbiage	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.
Date	06/15/2020

Subject	SIMBA General Ledger Accounts
Verbiage	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.
Date	05/29/2020

Subject	SIMBA CHART OF ACCOUNTS
Verbiage	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.
Date	05/29/2020

Subject	Procedure CR2067 Processing Foreign Currency Drafts - Decommissioned
Verbiage	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.
Date	05/13/2020

Subject	2020 Standard Mileage Rates
Verbiage	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.
Date	01/08/2020

Subject	UNIVERSITY SCHOLAR AGREEMENT FORM RENAMED
Verbiage	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.
Date	12/11/2019

Subject	Procedure CR2049 Reporting Moving Expense Compensation and Moving Expenses Support form revisions
Verbiage	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.
Date	11/19/2019

Subject	Policy Guideline FNG05 to be decommissioned
Verbiage	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.
Date	08/27/2019

Subject	Object Classification Code revision
Verbiage	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.
Date	06/12/2019

Subject	YEAR-END CLOSING GUIDELINES FOR 2018-2019
Verbiage	Carryforward Policy and Year-End Closing Guidelines 2018-2019
Date	04/23/2019

Subject	2019 Standard Mileage Rate
Verbiage	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
Date	12/18/2018

Subject	New GURU website Search function
Verbiage	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
Date	08/20/2018

Subject	Form
Verbiage	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
Date	08/09/2018

Subject	New additions to GURU
Verbiage	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.
Date	07/23/2018

Subject	GURU Form Retired - One Day Travel-Meal Reimbursement Report Form
Verbiage	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
Date	07/12/2018

Subject	Users with previous versions of Acrobat Reader should update
Verbiage	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.
Date	05/25/2018

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

Subject	Disabled pop ups may cause problems
Verbiage	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.
Date	05/25/2018

Subject	Technical Difficulties
Verbiage	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.
Date	05/25/2018

Subject	YEAR-END CLOSING GUIDELINES FOR 2017-2018
Verbiage	Carryforward Policy and Year-End Closing Guidelines 2017-2018 (Posted 4/23/2018)
Date	05/25/2018

Subject	2018 Standard Mileage Rate
Verbiage	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)
Date	05/25/2018

Subject	Moving Expenses are now taxable
Verbiage	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)
Date	05/25/2018

Subject	Ordering Pre-numbered Receipts
Verbiage	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.
Date	05/25/2018

News

New electronic process for ordering prenumbered receipt books

University Park Prenumbered Receipt Book Orders:

Commonwealth Campus Receipt Book Order:

New Forms - Certificate of Insurance

Penn State University Certificate of Insurance Request Form

Penn State Health Certificate of Insurance Request Form

Accessing GURU documents with Google Chrome

Functionality of forms when using "Print to PDF" option

Enabling Adobe Acrobat extension for Google Chrome

2021 Personal Mileage Reimbursement Rate

Archived Announcements

Table of Stipends for Graduate Assistants updated for 2021-2022

Penn State Federal Credit Union form revised

LONG-TERM VEHICLE ASSIGNMENT REQUEST FORM REVISED

Faculty and Staff Permit Registration and Authorization Form

New Form - Purchase Order Option Line Guidance Form

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

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

Course-Related Fees Approval

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

New Form - Request for Approval of Service Center User Rates

Form Decommissioned - Submission of Proposal for New or Existing Fees

SIMBA General Ledger Accounts and Payment Decision Matrix

Procedure AD2001 Lost and Found

PENDING REVISIONS