Reimbursement for expenses (typically: conference travel) is one of the most administratively demanding tasks in the lab. The goal of this wiki (created by Sophia Linguiti and now maintained by Lia Brodrick) is to make this processess as efficient as possible and reduce headaches. Nonetheless, there are many compliance requirements and as such it is strongly reccomended that this instructions are closely adhered to. If there are aspects that need clarification please contact Lia Brodrick (cc Ted) so we can keep this wiki up to date.
For all lab-related expenses that you wish to have reimbursed via the CONCUR system follow the documentation outlined below. If you have a PennKey then you are able to submit reimbursements. It is essential that this be done in a timely manner; Penn policy prohibits reimbursements after 6 months. Please submit expenses immediately after they are incurred and allow for a lengthy administrative review process.
Note that questions regarding reimbursement can be posted to the #concur slack channel to preserve knowledge over time.
For allowable expenses and funding for travel, please see the travel guidelines wiki.
Explanation on how to complete each step is listed below
- Prepare expenditure justification form
- Send receipts and expenditure justification to Sharon Liu and John Hyon for pre-review
- Incorporate feedback and submit receipts and expenditure justification via CONCUR
- You will receive notice if it has been approved via email
For each expenditure you must first prepare the standardized Expenditure Justification report. It is STRONGLY encouraged to use a previously approved justification report examples to avoid multiple rounds of rejection and revision. Prior examples can be found on PennBox (you can ask Lia to be shared on the CONCUR folder). It is encouraged to retain as much wording from previously approved documents as possible while maintaining accuracy. A blank copy of the expenditure justification form can be found here, but again editing apreviously-approved example is far preferred to starting from a blank copy.
Project Title: Fill in the name of the study the expense will be billed to
Principle Investigator: Dr. Theodore Satterthwaite
Project/Grant Number: This is the funding nickname for project/Sponsor. Please ask Ted what fund to use.
Funding Source: This is a 26 digit budget code. Lia has these. You can always ask John Hyon if you are unsure of the funding source number.
Description of Expense: Brief description including how the expense was paid for and to which vendor. (ex. To reimburse Dr. Satterthwaite for monthly subscription to CircleCI vendor for data management)
Amount of Expense: Total amount requesting reimbursement, itemize if necessary.
Date of Expense: Date that the transaction occurred
Explanation or Cost Allocation and Justification of Expense: Fill out why the expense was necessary. See examples and modify as needed. For travel it is essential to include the phrase “present research data” in the justification.
Signature: Obtain Ted’s signature (or PI of grant if not Ted)
NOTE: If you are unsure about this step definately feel free to review this form with Ted and Lia before sending this to Sharon and John (see below)
Send the prepared Expenditure Justification in word document form to both Sharon Liu (email@example.com) and John Hyon (Hyon1@pennmedicine.upenn.edu) for pre-review BEFORE submitting via concur. Please cc Ted and Lia on all emails regareding reimbursement. Note that Sharon and John are EXTREMELY busy and we try to limit asking them lots of q’s if possible– please ask q’s on the #concur slack channel first.
Make sure to also send the receipt for all expenses. The receipt must include the confirmation of payment (not just the invoice), how the payment was made (typically last 4 digits of the card listed on receipt), each expense itemized, the total amount paid, and the date the payment was completed. Alcohol is never an allowable expense.
Sharon and John may give you edits, but once the form has been approved you can convert the document to PDF to be uploaded to CONCUR.
Navigate to the CONCUR website, click on the “CONCUR” icon, and sign in with your PennKey
- Click “Start a Report” on the top right, which will take you to the Report Header page
- Type of Travel/Reimbursement: if expense involves travel, you will select either domestic, international, local (<50mi.); any other expense, you will select Non-Travel Expense – (for expenses that include overnight travel – see “CONCUR Troubleshooting” for more helpful links & per diem)
- Country Code: Whatever country the expenses are from
- Report Name: Create an informative report name
- Business Justification: 1-2 sentences describing the report e.g., “Dr. Satterthwaite traveled to [city] to present data findings at [conference name]. See the expenditure justification report attached for all expenses.”
- Trip Begin Date/Trip End Date: if it’s a travel report, include those dates
- LEAVE EVERYTHING ELSE AS IS
- Click NEXT to continue
- Select “New Expense” and select the category that best matches your expense
- Note: each receipt must have it’s own expense entry, each item on the receipt must be itemized below it’s entry.
- For Ex. If you are creating a report for a conference where you took a flight that had taxes and paid for conference registration, these would be two expenses under the same report. One expense will be “flight” which you will itemize for cost of flight and then taxes (see example below). The other expense will be listed as “conference fees” This can be tricky but Sharon Lui and Sophia Linguiti can be resources if you need help.
- Note: Alcohol can never be reimbursed via University/Grant Funds and Taxes are not reimbursed. Can mark those items as “non-reimbursable” under the itemization
- Enter the vendor, transaction date, city, total amount, and a business justification similar to that listed on the report header.
- Click “attach receipt” on the bottom right where you will attach both the receipt for the expense and the expenditure justification form
Click SUBMIT when you are done
- You will get a notification within a few days if the concur report has been approved or if it has been sent back with edits.
- If a concur report is returned, you can find the business administrator’s feedback by clicking into the report where you see the listed expenses –> click “details” –> “comments” – this is where approvers will comment if they need additional information or documentation
Helpful websites for filing overnight travel expenses on CONCUR: (for per diem)
- Step 1 set up an itinerary: https://cms.business-services.upenn.edu/penntravel/images/stories/NUI-TEM_Training/cncrtr%20-%20create%20itinerary%20for%20per%20diem%20-%20nui.pdf
- Step 2 enter per diem for meals: https://cms.business-services.upenn.edu/penntravel/images/stories/NUI-TEM_Training/cncrtr%20-%20enter%20per%20diem%20for%20meals%20-nui.pdf
- Helpful websites for filing for reimbursements at UPenn:
- For further help contact:
- Sophia Linguiti - firstname.lastname@example.org
- John Hyon (expenditure justification related) - email@example.com
- Sharon Lui (concur related) - firstname.lastname@example.org
- If you need help and would like another person to be able to view your concur, you can add them as a delegate following the instructions below
- Click “Profile” on top right corner –> “Profile Settings” –> “Expense Delegates” –> “add” –> Search by email/name –> make sure to check all the boxes next to the new name (Can prepare, can view receipts, receives emails) –> Click “Save”
- To order supplies that are within our Penn system, you need to complete a series of trainings. This will be for when Ted needs to order certain supplies that can be found in the Penn marketplace. You will be responsible for preparing the purchase order and putting into place for the next step of approvals.
- You will need to complete the following trainings in KnowledgeLink:
- BEN Buys - Requisitioner - FTD
- Penn Marketplace Non-PO Payment Request for Preparers Curriculum
- Penn Marketplace Non-PO Payment Request - Application Training for Approvers
- Penn Marketplace Non-PO Payment Request - Application Training for Preparers