A&A Intranet

1. Anthony Travel is the Preferred Travel Agency for Penn State Employees.

• Access to an after-hours (24/7) service so travelers can quickly resolve issues when on the road outside of normal business hours
• No comparisons needed when requesting travel reimbursement since they are the University’s approved travel agency
• No booking fees
• PSU Travel Services On-Lion travel.psu.edu/

2. Use of any other source for purchasing business travel requires same day documentation—obtained from Travel Services Online—verifying that the price obtained was lower than the price available through other sources if the flight is $1000 or over and booked outside of one of the Penn State approved systems, flying from another airport other than the one closest to the person’s primary work location, and adding personal to business travel.

3. The University has discounted pricing agreements with Delta, United, American, and Southwest Airlines. This discounting is only available when reservations are made through Travel OnLion or Anthony Travel with the exception of Southwest Airlines, which is not available on the Delta website or any other third-party site.

4. Proper instructions for approval to use an outside travel agency other than the University approved agents.

• obtain on-line quote from Anthony Travel
• obtain on-line quote from outside agency
• faculty member purchases tickets with own funds and submits for reimbursement after the travel has been made

The most important thing is to request approval prior to the trip (and prior to making the purchase). Also, submit printouts of the PSU Travel Services quote with the travel support form.

There is no limitation on the number of times this can be done. As long as the traveler provides the quote from Travel Services, and they can find something cheaper, they are welcome to do so. Traveler must remember that it can be difficult to make changes to a flight if they book with an on-line service. It is easier to make changes if you work with a travel agent.

Airfare booking options and services

International Travel frequently consists of both business and personal components.

1. If a trip is longer than one week, traveler must define what percent is business vs. personal.

2. If business stay is 2 months or longer, that is considered an Extended Stay. For business travel of 2 months or longer, per diem is allowed for maximum of 3 weeks. After 3 weeks, the traveler will be reimbursed based on Actual expenses.

• First 3 weeks, per diem is acceptable.
• After 3 weeks, Actual expenses are used for lodging, meals and all other subsistence expenses
• Receipts are required for lodging.
• If on extended business travel, employee must submit request for reimbursement on a monthly basis.

• College of A&A Internal Guidelines for Travel and Entertainment Related Expenses (includes Group Meals)
• Deadlines for Approval-Group Travel, Field Trips, and International Programs
• COAA Travel Reimbursement Policy

Arts & Architecture is instituting a new policy for any visitor to the University. Travelers who are not employees of the University, such as job candidates, consultants, guests of the University, new hires who travel for house hunting are all to be reimbursed in accordance with the standard travel policy for all employees.

Visitors from other countries require special processing in order to comply with federal immigration and IRS requirements.

Before you initiate any document (Purchasing Card transaction, direct charge – NLI, Penn Stater, etc.) related to their trip, you must have the visitor complete the Non-Employee Information Form (formerly the VISIT form)

Failure to complete the Non-Employee Information Form exposes the College and the Department to potential fines (up to $35,000). After you have the Non-Employee Information Form and complete the reimbursement for the expenses – file the Non-Employee Informaion Form with the visitor’s paperwork and keep in your area (current +3 years). Expenses for a non-employee will NOT be approved without the Non-Employee Information Form. In the notepad section of electronic forms – indicate if the Non-Employee Information Form has been completed and the visitor’s VISA type.

• If a University budget is used for reimbursement, the Non-Employee Information Form must be completed.
• Individuals providing services at a non-campus location (out of state) still need to complete the Non-Employee Information Form per Larry Friedken, “As long as the individual enters the United States, the visit form and all the related INS rules apply”.
• Only one Non-Employee Information Form needs to be completed for an individual visiting the University several times, provided the individual has stated they are a U.S. citizen.

As per our Finance Office meeting on November 21, 2016, refreshments for retirement and receptions are permitted on OGE funds and are limited to a maximum amount of $300.00. Gifts are not allowed to be purchased using University funds. The Dean’s approval is required prior to purchasing items. Please send approval requests to Nicole Hane at nll130@psu.edu.

• Internal College Cash Handling Procedure
• X-Coding Guidelines