Travel & Reimbursement Policies
Please follow the links provided below for access to University policies related to business travel and reimbursement. Faculty, staff, and students should submit all travel reimbursements through Concur.
Concur
Concur is Penn's travel services partner and hosts the online travel booking and expense management tool. All out-of-pocket and travel card reimbursement requests must be submitted via Concur. Expenses are reimbursed via direct deposit to the same account designated for an individual's payroll direct deposit. If a direct deposit account does not exist, one should be established prior to filing for reimbursement of expenses.
Log in to Concur with your PennKey and password.
Travel, Lodging, Meals, & Entertainment Policies
View Penn's Air Travel, Rail Travel, Ground Transportation, and Personal Vehicle policies.
- ASC Travel Upgrade Policy
- Pursuant to the above policy, Faculty and Staff flying business class for any other reason or for a duration less than 6 hours should obtain the Dean's approval prior to booking.
- Faculty Guidelines for Cellular Phone and Wi-Fi Reimbursement
Guest Travel Reimbursement
Guest travel reimbursements are processed through the Penn Marketplace.
- ASC Faculty and Staff who need to have guest travel and/or honoraria processed should email the ASC Business Office with the guest name, email address, and physical address.
- A request for a new Non-PO supplier in the Penn Marketplace will be initiated for guests to register.
- The individual will then receive an invitation to register and will need to have the following documents/information ready to upload:
U.S. Citizens or U.S. Resident Aliens
- Form W9
- ASC Guest Travel Reimbursement Form
- Banking Information (Bank name, address, account number, and routing number)
Nonresident Aliens
- Form W-8BEN
- ASC Guest Travel Reimbursement Form
- Photocopy of main page of passport
- Photocopy of I-94 Document or Stamp of Entry IRS I-94 Instructions
- Banking Information (Bank name, address, account number, and SWIFT number)
Upon completion of the registration, the ASC Business Office will process the reimbursement.