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.
May, 2023Responsible Office
This policy applies to all faculty, staff, students and postdocs traveling and entertaining on behalf of the University and seeking reimbursement for related expenses from the University.
It is the responsibility of Penn travelers to keep all itemized receipts of $25 or more for submission with an expense report. The University’s Schools and Centers may set and enforce stricter requirements.
Full responsibilities of the employee, student or postdoc can be found in Policy #2352.
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.
It is the responsibility of the approver to ensure that all necessary receipts are attached prior to submitting an expense report for processing to the University via Concur-TEM system.
Full responsibilities of approvers can be found in Policy #2352.