The processing of T&E reimbursements for travel related transactions is handled by the office of Individual Disbursement Services (IDS), a division of the Payroll Department. IDS processes reimbursement payments for the University, including faculty, staff and students and individual non-employees. The department is located at 308 Franklin Building, 3451 Walnut St. Philadelphia, PA 19104.

After the reimbursement request and other supporting forms have been completed by the customer and required approvals have been obtained from the higher level approver and TAC holder, the TAC holder or their administrative assistant submits the forms to IDS either via intramural mail or in the person. The IDS group will only process fully completed, accurate and properly approved reimbursement forms.

It is expected that properly completed reimbursement requests will be processed by IDS within ten (10) days of receipt. It is strongly recommended that all staff and faculty sign up for direct deposit to ensure timely reimbursement. IDS cannot be responsible for lost or misplaced paper checks.

There are three reasons why a form could require an additional review once it reaches IDS. They are:

1. T&E reimbursement forms for international travel on a federal grant or contract must be reviewed and approved by Research Services. To eliminate a delay, be sure to attach an Expenditure Justification for Sponsored Research Project form, and ensure that Research Services has approved the travel before sending it to IDS. The form can be found here.
2. T&E reimbursement forms for all non-resident aliens (except for faculty and staff on payroll) must be reviewed by the Corporate Tax Office. See Resources for forms.
3. T&E reimbursement forms for customers not in BEN Financials system (non-employees and visitors) or customers with a new mailing address.

For information on the status of your reimbursements, you can check BEN Financials or click on My Reimbursements on the U@PENN site. Non-employees, should consult the TAC holder, travel arranger, or an individual with BEN Financials access, for payment status.