Finance
C-FORMS
Below are some helpful answers to basic questions about C-Forms. Click here for more details on C-Forms. Please contact your Business Administrator with any additional questions.
When do I use a C-Form?
C-368 IDS: Request for Payment/Reimbursement other than Travel to Individuals. Individuals without vendor numbers need to include a W-9 Form.
C-368 AP: Request for Payment/Reimbursement other than Travel to Foreign Corporations and Foreign Drafts. Corporations without vendor numbers need to include a W-9 form.
C-368 AP: Request for Payment/Reimbursement other than Travel to Foreign Corporations and Foreign Drafts. Corporations without vendor numbers need to include a W-9 form.
C-1: Travel and Entertainment Expense Report. All T&E forms need the signature of a Higher Level Approver. This is usually the direct supervisor of the person requesting reimbursement.
C-1A: Travel and Entertainment Expense Report. Meal Reimbursements for more than one person must include a C-1A form.
C-7: Travel and Entertainment Advance Request. Must include a C-7A form.
C-7A: Travel and Entertainment Advance Justification. Must be included with C-7 to explain the circumstances and support the need for advanced funds.
C-5: Travel and Entertainment Reimbursement Justification. Must be submitted with a C-1 Form when:
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A higher class of service is used
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Meals exceed the per person threshold
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A limo/sedan service is used
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Complete documentation of original itemized reciepts are missing
C-12: Independent Contractor Determination and Certification. To determine whether an individual (without a Taxpayer Identification No) providing services to Penn is an independent contractor under IRS guidelines. Form must be submitted with a W-9 and Contract for services rendered.
W-9: Request for Taxpayer Identification Number and Certification. Must be included with C-368 for individuals/coporations that do not have a vendor number.
Statement of Business Connection: Travel and Entertainment Reimbursement Justification for students or trainees. Must be submitted with C-1 for student/trainee reimbursements.
Where do I find the account number for a C-Form?
Contact your Business Administrator for the account number.
Where do I submit my forms?
All forms are submitted to your Business Administrator.
What is a vendor number and where do I find it?
A vendor number is a unique identifier for University qualified contractors. Click here for the Approved Supplier List and vendor numbers.
How long does it take for a supplier to receive payment?
Suppliers should receive payment within 4-6 weeks after the invoice and forms have been submitted to Accounts Payable. To expedite payment submit invoices and C-Forms to your business office as soon as possible.
How long does it take to receive a reimbursement?
It usually takes 4-6 weeks to receive a reimbursement from Accounts Payable, the Travel Office, or Individual Disbursement Services (IDS).
PETTY CASH
Petty Cash funds are used for expenditures in connection with approved University activities, the amount and significance of which are so small as to preclude requesting disbursement be check.
A PDF version of the Provost Office's Petty Cash Guidelines is available below. Plese keep this as a constant reference. Departments will recieve emails regarding updates to this list.
Questions? Please contact Marisa Rambaran at or (215) 898-6841.
