Policy Manual

To provide travel guidelines regarding the use of personal vehicles and other ground transportation providers for ground travel on behalf of the University.

This policy provides guidelines with regard to the purchase and reimbursement of meals and entertainment when traveling or entertaining on behalf of the University.

To provide guidelines with regard to telecommunication expenses incurred when traveling on behalf of the University.

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.