International Programs

Administration Supporting Global Operations

Administrators in Penn’s Schools and Centers play a key role in helping to ensure that Penn’s global activities are well-supported and in keeping with Penn policies and applicable laws. The information below is aimed at helping Business Administrators and central School offices access the resources they need to support international research and activities. The goal is to provide central points of contact and information to help ensure that international activities at Penn run smoothly. Please email questions to intlsupport@lists.upenn.edu

Key Topics for Global Operations

Preparing for International Travel
Risk Management and Insurance
Obtaining and Managing Funds Internationally
Individual and Corporate Tax Obligations
International Affiliations
Purchasing Products or Services
Hiring Abroad
Travel Services
Research
Compliance and Legal Issues

Preparing for International Travel

You can help students, faculty, and staff prepare for international travel by suggesting that they look at the international travel website. In addition, if there is a group trip that will be taken involving your school, department or center, the Office of International Programs (at 215-898-1640) can provide support to students and trip leaders and help to ensure that they have the orientation, forms, and information they need for such travel.

Travel Services

Penn’s Office of Travel Services works with a number of preferred agencies that can arrange international tickets for both outbound and inbound travel. Travel Services can help travelers arrange billing so that they do not have to incur out-of-pocket expenses that need to be reimbursed at a later date. Travel Services can also ensure travel that is compliant with the Fly America Act, when applicable. Visit the Travel Services website and the Know Before You Go brochure.

If you find more favorable travel terms independently, please contact the Office of Travel Services at 215-746-4400 for compliance questions and improved service delivery in the future.

Risk Management and Insurance

Penn’s Office of Risk Management and Insurance maintains insurance, which may help protect you and the University in the event of a problem overseas, covering such areas as general liability, professional liability, worker’s compensation, and property. To ensure that your international activity has the coverage it needs, contact the Office of Risk Management and Insurance at 215-898-4327.

Obtaining and Managing Funds Internationally

Contact the Office of the Treasurer at 215-898-7256 or email cash@exchange.upenn.edu to arrange for any of the following:

Transfer of funds electronically to vendors and individuals with whom we do business in foreign countries
Opening and ongoing management of foreign bank accounts
Funding international bank accounts
Disbursement of travel advances

Please keep in mind that University policy requires these activities to be coordinated through the Office of the Treasurer and that many of these activities are regulated by specific US and international laws.

Individual and Corporate Tax Obligations

Overseas activities often have tax implications. Please contact Penn’s Tax Office at 215-898-6573 to help ensure that payroll and record-keeping procedures comply with relevant tax regulations and requirements.

International Affiliations

Individual faculty and staff members may not sign any international agreement on behalf of the University. For contracts, please contact your Dean’s Office for review and discussion with the appropriate offices. For international agreements, which include a broad range of arrangements with international institutions and organizations, such as letters of intent, memoranda of understanding and exchange agreements. Please work with the Office of General Counsel to ensure that the agreement follows Penn guidelines. Please contact the Provost’s Office if the agreement needs to be signed by central administration or involves more than one school.

Please file a copy of all international agreements with your Dean’s Office and with the Office of the Provost.

Purchasing Products or Services

Domestic Suppliers. A purchase order is the approved method for purchases of products from US suppliers that are shipped to international destinations. Please ensure that such purchases are arranged through the purchase order system. A valid “Ship To” location must be set up in the system. When a New Supplier Request form is received by Purchasing, Purchasing verifies that the supplier is not on the Federal Government debarred supplier list prior to approving and entering the new supplier into the system.

Foreign Suppliers. A Purchasing Card is the approved method of buying and payment, when possible, for purchases of products/services from foreign suppliers which are to be shipped to foreign destinations or any “in-country” purchases. Alternate transaction limits may be available for international purchases. Please contact Mark West for details.

Penn supports two procurement card programs for international purchases to help facilitate operations abroad.

Penn’s MasterCard Purchasing card can be used for international purchases of products/services.

The American Express Corporate Travel card is to be used for authorized University business expenses when traveling or entertaining on behalf of the University. Contact the customer service number on the back of the card – International Collect at 336-393-1111.

Please contact the Travel Services and Procurement Cards office at 215-746-4400 for questions about either procurement card program.

Hiring Abroad

Hiring abroad can be a complex process, involving issues such as benefits, compensation, leave policies, and affirmative action. To get started with hiring abroad, contact the Division of Human Resources, Recruitment and Staffing at 215-898-7281.

Research

Research-related activities under any circumstances are subject to a variety of important requirements. When there is an international component, these requirements still apply and there may be additional compliance issues that need to be addressed.

Research Protections

Penn is governed by ethical principles and requirements to protect human subjects and animal subjects in research activities – whether at home or abroad. Please advise faculty members and others engaged in human-subjects or animal-subjects research with an international component of the continued applicability of these requirements, as well as the appropriate resources and necessary approvals indicated below. Contact the appropriate offices with additional questions.

Human Subject Protections

Penn’s Office of Regulatory Affairs and Institutional Review Boards ensure review and approval of human subjects protections.

Animal Subjects Protections

Penn’s Office of Regulatory Affairs and Institutional Animal Care and Use Committee ensure review and approval of animal subjects protections.

Sponsored Research

Research-related activities under any circumstances are subject to a variety of important institutional requirements, which also apply when there is an international component. For example:

Subcontracting to non-domestic organizations involves requiring that any sub-recipient of grant funds have adequate financial controls in place

Export control requirements

International travel on grant funds (indeed all travel) must be properly documented

For sponsored research with an international component, please contact Penn’s Office of Research Services at 215-898-7293 to ensure compliance with federal law, granting agency requirements, and other applicable requirements.

Export Controls

International research may have export controls considerations. For questions about export controls, please contact the Office of General Counsel at 215-746-5200.

Compliance and Legal Issues

There are a range of operational and compliance issues that may arise when conducting research or other activities overseas. Some of these areas are driven by U.S. law, and some by the law of the country in which the operations are taking place.

If you are unsure about whom to contact, or have compliance or operational questions not covered here, please contact Penn’s Office of Audit, Compliance and Privacy. You can reach OACP by calling 1-215-P-COMPLY or by visiting the website. You may also contact the Office of General Counsel at 215-746-5200.

	International Programs Penn Abroad \| ISSS \| International Travel and Research
International Programs Penn Abroad International Student & Scholar Services Staff Directory International Travel and Research	Administration Supporting Global Operations Administrators in Penn’s Schools and Centers play a key role in helping to ensure that Penn’s global activities are well-supported and in keeping with Penn policies and applicable laws. The information below is aimed at helping Business Administrators and central School offices access the resources they need to support international research and activities. The goal is to provide central points of contact and information to help ensure that international activities at Penn run smoothly. Please email questions to intlsupport@lists.upenn.edu Key Topics for Global Operations Preparing for International Travel Risk Management and Insurance Obtaining and Managing Funds Internationally Individual and Corporate Tax Obligations International Affiliations Purchasing Products or Services Hiring Abroad Travel Services Research Compliance and Legal Issues Preparing for International Travel You can help students, faculty, and staff prepare for international travel by suggesting that they look at the international travel website. In addition, if there is a group trip that will be taken involving your school, department or center, the Office of International Programs (at 215-898-1640) can provide support to students and trip leaders and help to ensure that they have the orientation, forms, and information they need for such travel. Travel Services Penn’s Office of Travel Services works with a number of preferred agencies that can arrange international tickets for both outbound and inbound travel. Travel Services can help travelers arrange billing so that they do not have to incur out-of-pocket expenses that need to be reimbursed at a later date. Travel Services can also ensure travel that is compliant with the Fly America Act, when applicable. Visit the Travel Services website and the Know Before You Go brochure. If you find more favorable travel terms independently, please contact the Office of Travel Services at 215-746-4400 for compliance questions and improved service delivery in the future. Risk Management and Insurance Penn’s Office of Risk Management and Insurance maintains insurance, which may help protect you and the University in the event of a problem overseas, covering such areas as general liability, professional liability, worker’s compensation, and property. To ensure that your international activity has the coverage it needs, contact the Office of Risk Management and Insurance at 215-898-4327. Obtaining and Managing Funds Internationally Contact the Office of the Treasurer at 215-898-7256 or email cash@exchange.upenn.edu to arrange for any of the following: Transfer of funds electronically to vendors and individuals with whom we do business in foreign countries Opening and ongoing management of foreign bank accounts Funding international bank accounts Disbursement of travel advances Please keep in mind that University policy requires these activities to be coordinated through the Office of the Treasurer and that many of these activities are regulated by specific US and international laws. Individual and Corporate Tax Obligations Overseas activities often have tax implications. Please contact Penn’s Tax Office at 215-898-6573 to help ensure that payroll and record-keeping procedures comply with relevant tax regulations and requirements. International Affiliations Individual faculty and staff members may not sign any international agreement on behalf of the University. For contracts, please contact your Dean’s Office for review and discussion with the appropriate offices. For international agreements, which include a broad range of arrangements with international institutions and organizations, such as letters of intent, memoranda of understanding and exchange agreements. Please work with the Office of General Counsel to ensure that the agreement follows Penn guidelines. Please contact the Provost’s Office if the agreement needs to be signed by central administration or involves more than one school. Please file a copy of all international agreements with your Dean’s Office and with the Office of the Provost. Purchasing Products or Services Domestic Suppliers. A purchase order is the approved method for purchases of products from US suppliers that are shipped to international destinations. Please ensure that such purchases are arranged through the purchase order system. A valid “Ship To” location must be set up in the system. When a New Supplier Request form is received by Purchasing, Purchasing verifies that the supplier is not on the Federal Government debarred supplier list prior to approving and entering the new supplier into the system. Foreign Suppliers. A Purchasing Card is the approved method of buying and payment, when possible, for purchases of products/services from foreign suppliers which are to be shipped to foreign destinations or any “in-country” purchases. Alternate transaction limits may be available for international purchases. Please contact Mark West for details. Penn supports two procurement card programs for international purchases to help facilitate operations abroad. Penn’s MasterCard Purchasing card can be used for international purchases of products/services. The American Express Corporate Travel card is to be used for authorized University business expenses when traveling or entertaining on behalf of the University. Contact the customer service number on the back of the card – International Collect at 336-393-1111. Please contact the Travel Services and Procurement Cards office at 215-746-4400 for questions about either procurement card program. Hiring Abroad Hiring abroad can be a complex process, involving issues such as benefits, compensation, leave policies, and affirmative action. To get started with hiring abroad, contact the Division of Human Resources, Recruitment and Staffing at 215-898-7281. Research Research-related activities under any circumstances are subject to a variety of important requirements. When there is an international component, these requirements still apply and there may be additional compliance issues that need to be addressed. Research Protections Penn is governed by ethical principles and requirements to protect human subjects and animal subjects in research activities – whether at home or abroad. Please advise faculty members and others engaged in human-subjects or animal-subjects research with an international component of the continued applicability of these requirements, as well as the appropriate resources and necessary approvals indicated below. Contact the appropriate offices with additional questions. Human Subject Protections Penn’s Office of Regulatory Affairs and Institutional Review Boards ensure review and approval of human subjects protections. Animal Subjects Protections Penn’s Office of Regulatory Affairs and Institutional Animal Care and Use Committee ensure review and approval of animal subjects protections. Sponsored Research Research-related activities under any circumstances are subject to a variety of important institutional requirements, which also apply when there is an international component. For example: Subcontracting to non-domestic organizations involves requiring that any sub-recipient of grant funds have adequate financial controls in place Export control requirements International travel on grant funds (indeed all travel) must be properly documented For sponsored research with an international component, please contact Penn’s Office of Research Services at 215-898-7293 to ensure compliance with federal law, granting agency requirements, and other applicable requirements. Export Controls International research may have export controls considerations. For questions about export controls, please contact the Office of General Counsel at 215-746-5200. Compliance and Legal Issues There are a range of operational and compliance issues that may arise when conducting research or other activities overseas. Some of these areas are driven by U.S. law, and some by the law of the country in which the operations are taking place. If you are unsure about whom to contact, or have compliance or operational questions not covered here, please contact Penn’s Office of Audit, Compliance and Privacy. You can reach OACP by calling 1-215-P-COMPLY or by visiting the website. You may also contact the Office of General Counsel at 215-746-5200.
	International Programs Penn Abroad \| ISSS \| International Travel and Research