School of Arts&Sciences - University of Pennsylvania

Frequently Asked Questions

Q: How do I choose a caterer for an event; are there any procedures that I should be aware of? A: Penn has a procedure for choosing caterers which can be found at http://www.purchasing.upenn.edu/buyinfo/how-to-select-caterer.php . It's particularly important that it be followed if the caterer is providing on-site services such as preparation, set-up, serving, and clean-up. Purchase orders are the required form of payment. University policy requires the use of a University-approved caterer for in-house events. Payment should not be made by C-form or procard for such services because the person arranging the event was not aware of Penn's requirements (although in such cases we have little choice but to do so.)
Q: How can I get access to the Student Records System? A: Contact Kirsten Chalfen in The College of Arts & Sciences at 215-898-9657, kchalfen@sas.upenn.edu
Q: How do I get a new CREF created for new faculty? A: The SAS Budget Office creates new CREF numbers and maintains a current list of all assigned CREF’s in SAS. Contact Elissa Tieyah http://www.sas.upenn.edu/fas/budget
Q: When will faculty research funds be transferred? A: SAS Finance transfers the faculty research funds every fiscal year. Starting in FY06, the goal is to have all known transfers completed by the end of August.
Q: How can I find out if a faculty member’s research funds have been transferred? A: Check in the Commitments database under faculty last name. If you see journal entry batch info then the transfer has been completed. If not and if you are an SAS Business Officer, please contact Crystal Ward http://www.sas.upenn.edu/fas/finance/. All others please contact your regional business office.
Q:Who is the SAS “Dean’s Designee” that signs off on faculty grant proposals? A: Robert (Bob) Allison http://www.sas.upenn.edu/fas/finance/. In Bob’s absence, Audrey Masciocchi, Manager of Administration & Finance for the DRL regional business office, http://www.sas.upenn.edu/fas/drlbas/ is the authorized designated back up signer.
Q: How long does it take for my travel subvention request to be processed? A: If a completed, signed, and properly documented travel request is submitted, a check should be issued within 10 business days from the Travel Office.
Q: How long does it take for my payment/ non-travel reimbursement request to be processed? A: If a completed, signed and properly documented payment request is submitted, a check should be issued within 30 days of the invoice date from Accounts Payable.
Q: Why did I receive a travel reimbursement check for less than the amount I submitted on my request form? A: Taxes were withheld from the check. If you’re a foreign national graduate student, the provisions in the tax treaty between the USA and your country of domicile determine how much is withheld in taxes from your check.
Q: How do I request a new org#? A: Complete the New Org Request Form and submit to Crystal Ward in SAS Finance & Administration.