New Concur Interface Announcement: Click Here for Details!
- Access Concur expense reporting and travel arrangement system.
- If you are traveling internationally, please register your travel in the Global Activities Registry.
Students seeking reimbursement, please review:
- Be sure to sign up for direct deposit before beginning expense reimbursement process. Set up or verify your direct deposit information.
- Full instructions for students who will be seeking reimbursement for University approved expenditures.
- Please register to be set up in Concur for a reimbursement if you ware not already in the system (PennKey and password required). You only need to do this once!
Faculty & Staff seeking reimbursement, please review:
To assist you in submitting expenses through the TEM system, we are providing a “starter-kit” to access the Concur Expense Report and to highlight some of the important processes involved in creating a report. Access the Concur starter kit now.
- Reviewing Reimbursements Processed: To see if your reimbursement has been processed yet, you no longer need to go to “My Reimbursements.” Instead, on your home page in Concur, look at the section called, “My Expenses.”
- Setting up your Concur Account: Set up your mobile app to take a picture of your receipt and utomatically store the image under your own user login of Concur, as well as making travel plans and tracking expenses while you travel. Here are easy instructions for setting up your account.
- Training Materials and Videos: For training materials and videos provided by the Concur Team, please see the Training Manuals available here. Watch a video of the seminar held at the Law School on Thursday, July 18, with Penn’s Travel Manager, Hilary Easly.
- Bank of America Visa card: Full-time faculty and staff are eligible for the new Bank of America credit card. This card will automatically be credited after reporting expenses through the new reporting system. Apply for the card as full-time faculty or staff.
- Hands-on Help at the Law School: To assist individuals as you learn to prepare your expense report, Business Affairs staff will be available in the computer lab in T-222 each Tuesday at 10:00 am through September to assist you. We are also available as needed if that time doesn’t work for you in the Dean’s Suite (GK-101).
General Questions about Penn Law policies? Check our policies here:
- Travel and Entertainment (select option 2350 from the dropdown list)
- Procurement (select option 2300 from the dropdown list)
If you will be working at Penn Law, the three forms below need to be completed and returned to the Business Affairs office before starting work. Please complete the on-line I-9 form by clicking on the “online I-9 form” link below, and selecting Law School as the location. You will then be forwarded to a screen that allows you to review health care options as provided by the Affordable Health Care Act, and then to enter your employment eligibility information. Appropriate ID is required for the I-9, and original documents should be brought with you to the Business Affairs office when submitting your paperwork (this is typically either a current passport or the combination of a driver’s license and social security card, but the full list of acceptable documents is available on the website).
If you are a foreign national, then additional paperwork will be required. Please see any of us in the Business Affairs office for the additional paperwork required to put you on payroll if you are eligible.
- W-4 form
- Employment Information Form
- Voluntary Self Identification Form
- Online I-9 form
- Philadelphia and/or Pennsylvania state tax exemption form (only necessary when working outside Philadelphia AND you are not a resident of Philadelphia)
- Foreign National Information form (foreign nationals only)
- W-8BEN (for foreign national only for payroll or expense reimbursement)
If you have been pre-approved for independent contractor work, please click here for the Independent Contractor Certification Form.
The University of Pennsylvania does not issue paper checks as a form of payment from payroll. In its place, you can either choose to have funds directly deposited into your US bank account, or the University will issue you an Aline Paycard that is loaded with your net pay on each payment date, and can be used where debit cards are accepted. The paycard will be issued to you automatically when your information is loaded into the payroll system.
If you wish to have direct deposit, you may link to the U@Penn site here, and click on “Enroll in or Update Direct Deposit” in the “My Pay” section of the page.
Entering your payroll information
For work-study students, student workers, temporary employees, and weekly-paid research assistants, your hours must be reported weekly to the Business Affairs Office by 10:00 am on Monday morning (holiday weeks will have a modified schedule) for the previous week’s work. Work-study time-sheets should be submitted to the office (Download a blank work-study time sheet), while the others can log in their time in the log sheet located in our office (GK-101).
For students who are not work-study that may have forgotten to submit their hours, you may e-mail your hours to firstname.lastname@example.org, indicating by date how many hours you worked in that given week.
Foreign National Reimbursements
The following signed, completed documents are typically required for reimbursement of any foreign national. If you have any questions, please contact any of us in the Business Affairs office.
Ernie R. Gonsalves
Vice Dean Business Affairs
Director of Fiscal Operations