Payments and Reimbursements

The information here will help you determine the appropriate procedures for payments and reimbursements. If you have further questions, please contact your Business Administrator.

Concur is now used to process all faculty, staff, and student requests for payment/reimbursement for travel, meals, and entertainment expenses.

The Guest Travel Reimbursement (GTR) is used to support travel expense reimbursement for Penn guests (governed by Penn’s accountable plan/policy) and must be attached to the Non-PO Payment Request form on the Penn Marketplace. Individuals without vendor numbers need to include a W-9 Form.

For payments that need to be made in foreign currency to Foreign Corporate Suppliers, Foreign Individuals, or Foreign Non-Corporate Entities, use Form PDA-FC.

Independent Contractor Determination and Certification is used 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 is for requesting Taxpayer Identification Number and Certification.  Must be included for individuals/corporations that do not have a vendor number.

Accounts Payable is responsible for processing invoices and issuing payments for Companies and Individuals. This includes payments to Foreign Nationals, students, faculty, staff, and independent contractors. Any paper forms should be submitted to their offices.

Concur is now used to process all faculty, staff, and student requests for payment/reimbursement for travel, meals, and entertainment expenses online.

A vendor/supplier number is a unique identifier for University qualified contractors.  Click here for the Approved Supplier List and vendor numbers.

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 PDA Forms to your business office as soon as possible.

It usually takes 4-6 weeks for a non-affiliate vendor/supplier to receive reimbursement from Accounts Payable.  Affiliates of the university should receive reimbursement within a weeks of final approval via Concur.