Frequently Asked Travel Questions

Travel Policies
Penn’s Travel Department’s new motto for Travel and Entertainment (T&E) “Know Before You Go,” should be reviewed before you plan your next trip -- http://www.finance.upenn.edu/comptroller/travel/

How Do I Request a T&E Advance?

T&E advances can only be requested when circumstances are such that no other payment option is feasible. T&E advances can not be requested for airline tickets which can be obtained through the Penn desk at American Express Travel. T&E can not be requested for any expenses that can be charged to the University’s Corporate American Express (AMEX) Card. This includes train tickets, conference registration frees, hotel deposits, meals and other ground transportation options

In the unusual circumstance whereby the traveler or entertainer is unable to obtain and use an AMEX card or other personal credit cards, the University will advance monies to or make direct payments on your behalf.

What Paperwork Is Necessary to Obtain an Advance?

- Everyone must fill out the University C-7a form (Advance Justification) http://www.finance.upenn.edu/forms/c7.pdf

- Students must complete the Statement of agreement form in addition to the advance justification form http://www.finance.upenn.edu/forms/Advance%20Justification%20form-04-08.pdf

If you are driving your own vehicle you can claim gas mileage. Reimbursement will be at the mileage rate determined by the Federal Government at the beginning of every year. You are also expected to prove the mileage incurred. A mileage log should be included. A print out from a web based search engine like Mapquest is an acceptable receipt.

T&E advance requests must include a detailed breakdown of the anticipated expense and an explanation as to why other payment options cannot be sued. Cash advances may only be obtained within five days of the planned trip or event and are limited to $200. Advances over $200 must be requested within one month of the date of the trip or event and not less than ten (10) days prior to the date of the trip or event to allow the necessary processing time to issue a check.

A per diem is a payment to a person to cover meals and incidentals while traveling for business purposes. Per Diem amounts are determined by the federal government and are specific to major cities. The University does not reimburse lodging on a per diem basis. Actual lodging receipts are required. Travelers claiming reimbursement on a per diem basis must use this method for the entire trip -- http://www.finance.upenn.edu/comptroller/travel/lodging/

Failure to account for a Travel Advance and return any excess funds within 120 days will necessitate some form of disciplinary action.

How do I reconcile an advance or receive reimbursement for travel?

A C-5 (Travel and Reimbursement Justification) form is required

http://www.sas.upenn.edu/fas/finance/bhbas/forms/reimbursementjustification.pdf

The individual requesting reimbursement is responsible for ensuring that the incurrence of the expense and the related reimbursement request complies with all applicable University policies, is properly approved, and is properly supported with required receipts and other documentation. Students must also include a statement of agreement form along with the C-5 In addition, a printout of the proper exchange rates foe each and every receipt must be included using the information provided by (oanada.com). The conversions must comport with the rate on the actual date each transaction occurred.

The traveler or entertainer may be reimbursed if they have provided a SIGNED bona fide business purpose of the trip or event description, and have provided the required original receipts TAPED to an 8 ½ x 11 white sheet of paper and other documentation.

To reconcile a travel advance the traveler must provide evidence that the trip occurred in the form of a flight boarding pass and/or other receipts, provide a breakdown of the actual expenses including receipts to support the expenditure claims, and then show how the actual expenditures compare to the amount requested in the advance request. If one is claiming per diem to cover the advance, it is necessary to provide evidence that the trip occurred as mentioned above, as well as a print out of the proper per-diem rates sheet.

For domestic rates:

http://aoprals.state.gov/content.asp?content_id=185&menu_id=78

and for international rates:

http://aoprals.state.gov/web920/per_diem.asp

for international rates.