Financial Policies

To provide travel and procurement guidelines with regard to international travel on behalf of the University.

The purpose of this policy is to outline the process and procedures for reimbursing Non-Affiliate Guests, both US citizens and Non-Resident Aliens. Payments made directly to Non-Affiliates Guests, require additional review and may be subject to income tax reporting or withholding. They should not be processed through the Concur TEM system but submitted via the Penn Marketplace as a Non-PO Payment. Non-Affiliate guests are individuals defined as job applicants, lecturers, visiting scholars and other guests who travel, entertain, or incur other University business related expenses and seek reimbursement. They receive no additional payment (fee or stipend) except an honorarium.

To outline policy, including IRS regulations, with regard to spousal and dependent travel and entertainment in conjunction with an employee conducting business on behalf of the University.

To provide guidelines with regard to non-reimbursable expenses that may be incurred while traveling on behalf of the University.

This policy sets specific rules, including IRS accountable plan requirements for the retention of receipts for reimbursable travel and entertainment expenses to avoid reimbursements being considered taxable income to an employee.

This document describes the authorized payment options for faculty, staff, students, and postdocs who travel or entertain on behalf of the University.

This document describes the process for faculty, staff, students, and postdocs requesting reimbursement and/or card provider payment of travel and entertainment (T&E) expenses that they have incurred on behalf of the University.

This document describes the limited circumstances under which a traveler may obtain travel and entertainment (T&E) related funds to be used in the future (called a T&E Advance) and the related documentation and reconciliation requirements that must be strictly followed. Documentation and reconciliation requirements and related timelines have been designed to meet IRS Accountable Plan rules (see Policy #2352 for more information). While the rules are too voluminous and complex to detail, the IRS requires an employer to establish and consistently administer an "accountable plan”. For International Project/Program Advances over extended periods of time, see Policy #2369.1.

This document describes the limited circumstances under which a traveler may obtain travel and entertainment (T&E) related funds to be used in the future for special projects or programs (called a T&E Project/Program Advance) and the related documentation and reconciliation requirements that must be strictly followed. Documentation and reconciliation requirements and related timelines have been designed to meet IRS Accountable Plan rules (See Policy 2351 for more information). While the rules are too voluminous and complex to detail, the IRS requires an employer to establish and consistently administer an "accountable plan."