This section provides information about travel and financial reimbursement.
Penn State Travel website: https://travel.psu.edu/
The budget administrative coordinator for the department is Mandy Thompson.
- email: met15@psu.edu
- office phone: 814-865-7040
- office address: 302 Walker Building.
Mandy can assist you with travel arrangements and reimbursement and group meal reimbursement. Please review the information in this section for important guidelines and forms.
Travel Guidelines and Forms
The University has guidelines for employees to follow regarding business-related travel. Most of the information you will need to plan and to be reimbursed for your travel is contained in the University Travel policy (TR02). Before you travel you should familiarize yourself with this policy as travel and expenses that are outside of University policy cannot be reimbursed. The subsections outlined below cover key sections of interest of the Travel Policy,
Please contact the department budget coordinator with any questions or clarification needed regarding this policy.
Per Diem for Meals and Incidentals
Employee Reimbursement System (ERS)
All travel incurred on behalf of the University is to be settled through the Employee Reimbursement System (ERS). Three (3) forms are available to use to document expenses and are required. Please see the Checklist for ERS Travel Form.
Non-employee travel reimbursement expenses
In order for a non-employee to receive a travel reimbursement OR for the department to reconcile any meals, lodging or airfare purchased on behalf of the non-employee, a Non-employee Information (NEI) Form and a Non-employee Travel Reimbursement Form must be completed, signed, and all requested back-up submitted to the department budget office, with itemized receipts.
For an honorarium, the Non-employee Information (NEI) Form is also required, as well as a W-9 Form.
Complete details and links for the forms are available in the NONEMPLOYEE TRAVEL section of the Penn State Travel Policy. More information can be found in the Non-U.S. Citizen Payment Guidelines.
Airfare
Please review the University Travel policy (TR02). and utilize the Airfare Booking Options and Services Grid to clarify documentation needed to receive reimbursement for the cost of airfare purchased.
References and Resources (checklists and lookup tools)
ERS Travel Reimbursement Checklist – CONUS (domestic travel)
ERS Travel Reimbursement Checklist – OCONUS (international travel)
Business Purpose
Provide a detailed explanation (including, who, what, when, where, why) for your travel. Include the details of why you traveled and the specifics of what you did while you traveled. Please attach a separate piece of paper to the travel form if necessary. Remember, the person processing the report for reimbursement and those in the approval path were not along while you were traveling and any information to help clarify your travel and your requested reimbursement is greatly appreciated.
- More specifically, for field work, a memo with dates and details of your activity is required.
- Always include your conference registration receipt when that is the reason for your travel and provide a document indicating the dates of the conference, if it is not on the registration receipt.