Payments and Reimbursements
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The information here will help you determine the appropriate procedures for payments and reimbursements. If you have further questions, please contact your Business Administrator.
Effective Friday, March 12, 2021, SAP Concur will migrate to Western Union Business Solutions (WUBS) to process business expense reimbursements for all faculty, staff, and students. Concur Expense users will be asked to take two important steps so that their expense reimbursements may continue uninterrupted.
- Concur Expense users must authorize WUBS to direct deposit their expense reimbursements into their bank account. After the migration to WUBS, users will be prompted to make this one-time authorization before submitting their first expense report.
- Concur Expense users will be required to include their personal postal address, if it is not already available in the system, when entering or updating their USD bank information within the Expense Settings of their Concur profile.
Once these steps have been taken, Concur Expenses users will be able to successfully submit their expense report. No action by individuals seeking reimbursement will be needed prior to the March 12 migration. After the March 12 transition, individuals submitting expense reports for which a reimbursement is owed will be asked to complete these actions when filing their first expense report after the migration.
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.
WUBS 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.