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.
February, 2021Responsible Office
This policy and procedure applies specifically to Non- Affiliate Guests for procurement and reimbursement of travel, entertainment, or other miscellaneous expenses from the University regardless of the funding source.
It is the responsibility of the sponsor for guest travel to ensure the guest understands and follows all Universities policies with regard to procurement and reimbursement of travel consistent with their itinerary, the business purpose of their trip and the requirements of the funding source. It is especially critical that any additional requirements for Non-Resident Alien guests are considered before the travel is incurred and reimbursement is requested.
Approvers perform a critical control function for the University. Collectively, approvers ensure that expense reports processed for payment are complete, appropriately funded, compliant with policy, and are associated with activities that have a valid and necessary business purpose. Designated approvers should assist the employee or student as necessary with understanding applicable policies and compliance requirements.
The approver is also responsible to monitor ticket usage to ensure that trips are actually taken, and tickets are used. Full responsibilities of approvers can be found in Policy #2352.
Non-Affiliate Guests are individuals defined as job applicants, external 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. The University will reimburse the business-related travel or other costs of guests as part of our ‘accountable plan’ when authorized by the sponsoring schools and centers. Reimbursement requests should be processed through the Penn Marketplace as Non-PO Payments.