You can now access our intranet using your Pennkey username and password.

On our intranet, you’ll find easy access to many resources, including educational, financial, human resources, reimbursements, staff contacts/responsibilities, and faculty resources. The documents found on the intranet are specifically geared to and intended for use only by DBEI-CCEB faculty, scholars, staff, and students.

For questions and/or updating requests, please contact Lisbeth Dennis (dennisls@pennmedicine.upenn.edu).

I.    Planning travel

 

GENERAL PRINCIPLE: 

Funds from Penn accounts must be spent judiciously and in accordance with University and School policies, as summarized below.When exceptions to policies seem warranted (and sometimes they are), consult with the business office before finalizing arrangements. As stated in Penn’s Travel Policy, “Individuals traveling and entertaining on behalf of the University should exercise good judgment with respect to incurring [Travel and Entertainment] T&E expenses and are expected to spend the University's funds prudently. The individual requesting reimbursement is responsible for ensuring that his/her incurrence of the expense and related reimbursement request complies with all applicable policies, is properly authorized, and is supported with required receipts and other documentation.”

A.   Flights: Economy fares should be purchased, with the following exceptions: 1) single flights taking 8 or more hours can be purchased in business class; 2) medical condition, verified by a written note from a physician, that business class is required for safe travel.  First class travel on a flight with 3 classes of travel is generally not permitted; if a traveler believes first class is warranted, a justification should be provided to the Business Office, which must obtain approval from the PSOM Finance Office prior to purchasing the ticket.

Note: For travel with stops for personal reasons, travelers will be expected to pay for additional costs from personal funds.  At time of booking, travelers should document the fare with no personal stops as well as the fare of the desired itinerary, in order to facilitate reimbursement.

Note: for travel supported by an outside group that requires economy fares, a traveler may be reimbursed using personal SOMD funds for costs to upgrade to business class if the flight meets the requirements indicated above.

Note: to the extent possible, book flights as soon as you know your schedule as fares go up as one gets closer to the departure date.Flights to meetings and conferences with dates established well in advance should not be booked at the last minute.

Note:for travel supported by a federal agency, a U.S. flag carrier must be booked when such flights are available. See more details here: https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act

Note:Penn prefers that flights be booked through Concur.

B.   Trains:  Coach fares should be purchased.  Acela fares will be fully reimbursed only under the limited circumstances when an Acela train is required to allow traveler to arrive at destination on time (e.g., the N.E. Regional train is canceled or greatly delayed).

C.   Private car:  Travelers choosing to drive rather than fly or take the train will be reimbursed for mileage, tolls and parking expenses up to the amount that train fare or airfare + ground transportation would have required.  Traveler should provide the relevant “could have” train/airfare when requesting reimbursement.

D.   Rental car:  Travelers choosing to drive with a rental car rather than fly or take the train will be reimbursed for car rental and parking expenses up to the amount that train fare or airfare + ground transportation would have required.  Traveler should provide the relevant “could have” train/airfare when requesting reimbursement. Travelers renting a car for Penn business must complete Penn’s Fundamentals of Driver Safety Training (available on Knowledge Link and must be up to date within 3 years) prior to travel.

Note:Penn has preferred car rental agencies (currently Enterprise, National, Avis and Budget) that offer negotiated rates that include insurance coverage for business travel.These rates can be applied to personal travel also but will not include insurance coverage.

E.   Ground transportation:  travelers are expected to use taxi service, other rider services (e.g., Uber, Lyft), shuttles or public transportation.  Limo service is not reimbursable unless other options are unavailable. Rental cars for ground transportation may be reimbursed up to the “could have” cost of taxis or other ride services or public transportation, unless this is the only available option.  When rental cars are used for ground transportation, justification should be provided.

F.   International telephone calls/ data plans when travelling internationally: To the extent possible, international calls should be made via Skype or wifi connections to avoid charges.  If you are out of the country and must use your personal cellphone on University business, there are two options: 1) you can provide an original, detailed phone bill that itemizes individual calls (excluding personal calls) to be reimbursed, or 2) you may temporarily upgrade phone plans while travelling internationally, as long as you provide a valid “University Business” justification, documenting the reason that this was needed for Penn business purposes, and not merely for personal communications.  This second option is typically simpler and less costly.   

G.   In-air Internet service: Air phone and in-air internet usage is considered unallowable by Penn “…unless reasonable, required for business purposes, and authorized by the traveler’s School/Center.” Therefore, if you plan to request reimbursement for in-air internet service, you should provide a business justification that cites a specific business need—for example, using in-flight time to communicate with study collaborators due to a grant or publishing deadline, or to prepare for an event soon after arrival.

II.   Requesting reimbursement

A.   Reimbursement requests should be submitted shortly after travel is completed.  Penn policy states that receipts should be submitted within 10 days after completion of travel. Requests should include a brief description of the business purpose of the trip (e.g., attending the XXX conference), as well as a business purpose justification for specific costs (such as in-air internet) that would normally be considered  unreimbursable (e.g., needed to work on grant submission during flight). 

Note: Penn policies indicate that reimbursement requests submitted more than 6 months following completed travel may be rejected.

B.   Reimbursement for meals while away will be on a per diem basis; it is not necessary to submit receipts for meals. 

Note: if meals were included in the registration fee, or provided without cost to meeting attendees, the per diem costs for such meals should be deducted from the per diem reimbursement.

Note: if meals include a non-Penn participant for Penn business purposes (e.g., someone we are recruiting, or a collaborator) whose expenses you intend to cover, a justification and receipt will be required and the expense limit (see policy on meal reimbursements on the page for reimbursements for other than travel) will apply.

C.   Receipts are required for reimbursement for hotels, ground transportation and any other local expenses, as well as for reimbursement of international telephone calls or upgrades to cellphone plans while in use internationally.  Hotel folios and taxi receipts typically include dates and the purpose is self-evident; receipts for other expenses should include date, list of items purchased and the business purpose of the expense.

Note:if no receipt was provided (e.g., purchase of fare card for public transportation) or if receipt was lost, submit expense on a missing receipt affidavit along with other expenses.

D.   If travel was to attend a meeting, information about the dates of the meeting and evidence of registration should be provided.  If registration was paid through Concur, that is sufficient evidence of registration. 

E.   If requesting reimbursement for days outside the time of the meeting and required travel, please provide a reason related to your Penn responsibilities or flight schedules for the additional day(s).