2022 Summer Student Worker Offer Letter

 

Travelers may book air, lodging and rental cars through the Concur online booking application, or by phone through Penn’s preferred travel management company, World Travel. In doing so, travelers have the option to charge business-related airfare through the centrally billed (BTA). Hotel and rental car reservations require the Penn Travel Card or a personal credit card to hold the reservations. The resources listed below are useful for Penn Law Faculty, Staff and Students seeking reimbursement through Concur:

• Access Concur expense reporting and travel arrangement system
• 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! Please note that once registered, you will have access to the TEM system for reimbursement within two business days.
• Full instructions for students who will be seeking reimbursement for University approved expenditures .
• Be sure to sign up for direct deposit before beginning expense reimbursement process. Set up or verify your direct deposit information.
• Please visit this site to review Penn’s travel policies (select policy 2350 for travel-related questions, and policy 2300 for procurement-related questions).
• Please see our Concur Tips below to assist with preparing and submitting Concur Expense Reports
• If you are traveling internationally, please register your travel in the Global Activities Registry.

• 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 automatically 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.
• 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)

The University of Pennsylvania is pleased to announce that it has introduced a new online portal as part of Penn’s ongoing efforts to improve the reimbursement process.

The new portal, is a web-based solution that allows travelers to collaborate with Penn in a secure, online environment. All individuals (not affiliated with Penn) need to be invited to use the portal.

STAFF/STUDENTS - Click here to enter the Supplier Portal Onboarding Website

REGISTERED SUPPLIES - Click here to enter the Supplier Portal

Supplier Portal Resources

• Directions for Staff/Students who wish to reimburse Non-Penn Affiliates
• Directions for Non-Penn Affiliates
• Individual Registration Guide- Walkthrough
• Requesting a New Supplier- Walkthrough

For hotel, rental car and all other reimbursable travel and entertainment expenses, Penn offers the Penn Travel Card, a Visa card issued by Bank of America Merrill Lynch. The Penn Travel Card integrates with Concur, linking travel charges directly into the Concur expense system for ease in the travel expense management process.

More information about University Travel & Expense Management - please select - here .

• Quick Reference Guide
• Non Penn Affiliates (US) Visitors [CHECKLIST]
• Non Penn/Non-US Affiliates Visitors [CHECKLIST]
• TEM Tips and Tricks
• Foreign Non-Affiliate Payments and Reimbursements (pdf)
• W-8BEN

Please login to Concur for direct billing of travel. Indicate budget to be charged and business purpose so Business Affairs can approve within 24 hours. Please book travel between 12 PM Sunday and 12 PM Friday.

• Concur
• Concur Instructional Guides
• Concur Video How-To Guides

• Penn Travel Reimbursement Policy
• Access Concur expense reporting and travel arrangement system.
• Guest Travel Reimbursement Worksheet
• W9 Form

Purchasing and the related payment transactions are initiated by (designated) BAs at the departmental level and then processed centrally by Penn. For additional reference, please see the following University prescribed processes: Purchase Order Process, Shoppers Guide, and “Procure-to-Pay” (P2P) Process.

Below is the Penn Model for Purchasing.

For the procurement of goods and services at Penn, there are two approved methods of purchase:

1. Purchase Order

The first, and most preferred method of purchasing at the University is to establish a Purchase Order (PO).

1. Purchasing Card (P-Card)

Where permitted, smaller purchases (generally less than $1,000), which may not be feasible for PO issuance, may be ordered using a University issued Purchasing Card (P-Card).

Other Cards

Additional, function-specific purchasing cards are available for event and meeting planners, managers of fleet vehicles, and students authorized to make purchases on behalf of Penn.

View more information on Penn’s procurement cards.

For payments that are not able to be transacted by PO or approved procurement card, the PDA form and process serve as a payment request for direct payment.

Please review the below documents for instructions on how to access CSR funding.

• Instructional memo
• TRF (transaction request form)
• List of approve caterers

• Quick Reference Guide
• Preferred Caterer/Food Vendor List (PO Vendors)
• Preferred Lodgings/Hotels List
• Independent Contractor procedural guide
• Service Provider Evaluation
• Service Provider Questionnaire
• Limited Engagement Form
• Purchasing Card Services Home Page
• Penn Marketplace – “Shopper Only” Access
• University Purchase Order Process
• University Financial Policy
• Shoppers Guide
• “Procure-to-Pay” (P2P) Process
• Penn Non-Reimbursable Expenses
• For a searchable list of approved vendors at Penn, click here.
• For a direct bill for room reservations or catering at the Inn at Penn, or for direct billing at Penne restaurant, click here ( Complete Sections I and II for hotel reservations, or sections I and III for catering or Penne reservations, and submit to businesshelp@law.upenn.edu for signature and submission to the hotel).
• For a direct bill for room reservations or catering at the University Sheraton, click here (Complete Sections I and II for hotel reservations, or sections I and III for catering, and submit to businesshelp@law.upenn.edu for signature and submission to the hotel).
• View the instructions on buying wine and spirits .

U.S. Citizens	Link to packet
Foreign Nationals	Link to packet

**NOTE: Please be sure to complete and submit an offer letter (samples found on SharePoint site) to the Business Affairs office to accompany the above checklists.

p>Below are links to template offer letters than can be used for student workers, temporary workers, research assistants, and postdoctoral researchers. Please just change the bold areas at the top (date/name/salutation), rate of pay and start and stop dates in the first paragraph, and of course your name and title in closing. The letter has all the instructions the student will need to be added onto payroll (and what forms to bring to Business Affairs). The new employee should visit the Business Affairs office with the required paperwork and identification as detailed in the instructions included with the letter. Once you send the offer letter to the new hire, please also send a note to businesshelp@law.upenn.edu alerting us to the new hire and the account that should be charged for their services.

• J-1 Visiting Scholar
• Postdoctoral Fellow
• Research Assistant
• Student Worker
• Temporary Worker

You may find the applicable University Policy located - here.

Please contact the Business Affairs Office to confer before proceeding with payroll transactions - at our preferred location - businesshelp@law.upenn.edu. Please secure and remit the appropriate documentation to Business Affairs in order to complete changes to pay and payroll.

Complete the on-line I-9 form by clicking on the “online I-9 form” link - here, 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).

Separate from the I-9 process, you must bring in your social security card as part of the employment process to comply with IRS regulations and the Affordable Care Act. If you are a foreign national, then additional paperwork will be required.

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, please log into and update your Workday account.

Workday

Our new HR system, Workday, launches on July 1. One of Workday’s great features is an easy to use system for Time Reporting. Starting July 1, University staff will use Workday for time reporting. All weekly-paid non-exempt staff, including temporary and student workers, will report their hours worked and time away from work, such as paid-time off, each week in Workday. Supervisors or designated administrators will use Workday to review and approve these weekly timesheets.

For all individuals paid on an hourly basis:

• Your time must be entered into Workday each week in order to receive a paycheck for that week.
• Your department can discuss timesheet submissions, but we are recommending a noon on Friday entry by the staff person with approval by the manager by COB (knowing staff have until 9pm on Sunday and Managers have until 10am on the next Monday for approvals).
• You’ll receive a notification automatically when your timesheet is approved by your supervisor and Workday timekeeper.
• If special circumstances prevent you from accessing Workday, your manager or a designated timekeeper (Business Administrator) may enter time on your behalf.

Below is a listing of resources to assist you with Workday and time reporting:

• Workday Time Entry training webinar
• Workday and time reporting tip sheet

The IRS, in its Frequently Asked Questions, has indicated that the 2018 income tax withholding tables are designed to minimize taxpayer burden as much as possible and will work with employees’ current Forms W-4.

That being said, the IRS encourages individuals to check their withholding and will help educate taxpayers about the new withholding guidelines and the tax calculator. This effort is designed to help workers ensure that they are not having too much or too little tax taken out of their pay. Please note that the IRS recommends that you not include yourself as an exemption on your W-4.

To view your current Tax Status and Exemptions, click on “My Pay” in the My Pay section of the U@Penn portal and enter your PennKey and Password. If you determine that your Tax Status and Exemptions need to be updated, print and complete the Form W-4 and send to the Payroll Office, Room 310 Franklin Building, 3451 Walnut Street, or contact the Payroll Office at 215-898-6301.

• IRS Withholding Calculator

For new hires to Penn (US Citizens), click here for full packet.

For new hires to Penn (Foreign Nationals), click here for full packet.

• 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)
• Direct Deposit Sign up Form

• Procedural Guide for Independent Contractors
• Service Provider Questionnaire
• Service Provider Evaluation Worksheet
• Limited Engagement Agreement - U.S. Citizens/Resident Aliens
• Limited Engagement Agreement - Non-Resident Aliens

Penn-Affiliated Hotel Direct Bill Forms

Complete Section I, II and/or III as appropriate and submit form to businesshelp@law.upenn.edu to complete lower section and submit to the hotel.

• Inn at Penn Reservation Form
• University Sheraton Reservation Form

Tax Filing Information

• W2 Mailing Opt Out Information 
  

Certificate of Insurance Request

The University of Pennsylvania deems any project which commits a specific line of scholarly or scientific inquiry, typically documented by a statement of work and where the sponsor identifies a period of performance as a term and condition.

We liaise with Penn Law Faculty and the Office of Research Services to prepare, submit and administer applications for sponsored research.

University Sponsored Research Policy

You may find the applicable University Policy located - here.

Please contact the Business Affairs Office to confer re. operational approach before proceeding with proposal submissions - at our preferred location - businesshelp@law.upenn.edu. Please secure and remit the appropriate documentation to Business Affairs in order to prepare and submit all applications.

Sponsored Research Resources

For the procurement of goods and services at Penn, there are two approved methods of purchase:

• Office of Research Services
• Penn Data for Proposals
• Quick Reference Guide
• Independent Contractor procedural guide
• Service Provider Evaluation
• Service Provider Questionnaire
• Limited Engagement Form
• Penn Law Gift Policies
• Penn Law Development and Alumni Relations

You may contact the Business Affairs team in the Dean’s Suite (GK-101), via email at businesshelp@law.upenn.edu, or via telephone at 3-9595.

Please visit our Concur Tips section above

What is the Procurement (select option 2300 from the drop down list)

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.

Support for both programs (direct deposit & Aline) are administered by the university and can be found at the following website (includes a FAQ).

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).

 

Please visit the Approved Caterers page on the University’s Purchasing website.
Once you contact the caterer and make your menu selections, send the Business Affairs office the proposal, including cost, so a purchase order can be issued. With a purchase order, you don’t need to worry about making any payments as Penn pays the vendor directly.

 

The PennCard is the official University of Pennsylvania identification card for students, faculty, staff, and other members of the Penn community. The PennCard is also used for many activities including building access, recreation and library services, and PennCash purchases. If you are a FT faculty, student or staff member, you may obtain your PennCard by going to the Second Floor of Penn Bookstore.

 

For information regarding the University of Pennsylvania parking, please visit the departmental website, where you will find information regarding permit and daily rate parking.