|“Know Before You Go”—A Guide to Travel and Entertainment Policy Updates
May 6, 2008, Volume 54, No. 32
“Making it easier for the University community to conduct business by making financial activities more streamlined, efficient, and transparent.”
As part of Penn’s long-term commitment to streamlining the procure-to-pay financial process, the P2P team is pleased to announce that Travel & Entertainment (T&E) policy updates will become effective July 1, 2008. Designed to simplify the reimbursement process for University travelers and entertainers, these policy updates also aim to ensure that resources are spent prudently, spending is tracked to maximize savings through our travel partners, and that IRS and sponsored program requirements are met.
To aid faculty and staff in making informed travel decisions and facilitate reimbursement of T&E expenses they may incur on behalf of the University, a “Know Before You Go” guide has just been published. This convenient guide covers:
1. Booking–Use Penn’s AMEX Travel Desk to save money by booking your travel with Penn’s preferred partners, to charge airline expenses directly to your department or funding source, and to access travel assistance 24/7/365 at (215) 898-9439 or (800) 796-7573.
2. Payment–As full-time staff or faculty, you can request and pay with Penn’s AMEX Corporate Card to keep business expenses from impacting your personal credit limit.
3. Reimbursement–Submit the appropriate expense documentation and required approvals within 10 days of your trip and to meet your credit card billing cycle. However, IRS and sponsored program requirements demand that travel reimbursements must be submitted within six months (182 days) of the end date of your trip or event.
The guide, also full of helpful travel tips, emergency contacts, and international travel information, will be mailed to all faculty and staff in early May, or can be picked up at the information desk in Houston Hall and at the Travel Office. An electronic version of the guide, as well as full access to the updated policies and procedures, is available at www.finance.upenn.edu/comptroller/travel. Direct all policy questions or clarifications to the Travel Administrator, Susan Storb at (215) 898-9662 or firstname.lastname@example.org.
—Stephen D. Golding, Vice President for Finance and Treasurer
—Marie Witt, Vice President for Business Services