Employee Reimbursement System

ERS Home Page (click here)

New Travel Policy Highlights:
Purchasing cards may now be used for all travel expenses (must be enabled for these expenses - contact your business office).

Required Receipts
- Receipts required for all non-per diem expenses with the exception of tolls and the $25 allowed at private residences (see Lodging below).
- All other expenses without receipts will be limited to a combined total of $5 per day.
- Copies of receipts are acceptable.

Meals and Incidentals
- Domestic meals (48 U. S. states) - per diem based on where traveler spends the night (no receipts required).
- Foreign meals - per diem based on where traveler spends the night (no receipts required).
- Per diem Domestic includes $3 for incidentals (non meal tips and gratuities).
- Prorating meals: Breakfast 12:01 am to 10:00 am 20% of per diem; Lunch 10:01 am to 4:00 pm 30% of per diem; Dinner 4:01 pm to 12:00 am 50% of per diem.
- All meals provided - no per diem (eligible to receive the $3 for Domestic incidental expenses).
- Group meal charge on general funds may not exceed the daily per diem (remainder must be on unrestricted funds).
- All alcohol must be charged to unrestricted donor funds.

Lodging
- Domestic (48 U.S. states) - actual (itemized receipts required).
- Foreign - per diem (no receipts required).
- Lodging in a private home - employee may be reimbursed up to $25 per day for actual expenses (dinner, gift, etc. - no receipt required).
- No longer need approval for stays longer than 21 days in one location.

Airfare
- Must use an approved university travel vendor.
- Purchases from an unapproved travel vendor must include a same day comparison from an approved travel vendor showing the traveler purchased a less expensive ticket.
- Approved travel vendors are: Centre for Travel, eTravco, Penn State Travel Services, or Penn State Travel Services Online
- Itemized receipts are required.

Ground Transportation
- Must use National Rental Car if available.
- Do not accept any additional insurance on any rental car within the 48 U.S. states.
- Must accept damage waiver and liability insurance when renting a car outside the 48 U.S. states.
- Receipts required for taxi or other commercial transportation.

Combined Business and Personal Travel
- It is possible that the traveler may combine personal travel with a business trip that would reduce the overall cost to the University. This is acceptable provided the University's cost is not more than the business portion alone.  The traveler must provide comparable price quotes from an approved travel vendor to document the difference in cost.  In the event the traveler leaves the business destination, the University will not pay any expenses at the personal destination.

Miscellaneous Expenses
- All business expenses with a valid receipt will be reimbursed.
- Expenses without a receipt (including lost receipts) are limited to a combined total of $5 per day.
.  

New Travel Policy    (click here)

FAQ's

If my travel began before Feb 6, 2006 and I returned after Feb 6, 2006, do I use ERS for my reimbursement?

Answer: You can use the IBIS system or you could try ERS, but any previous p-card charges for the trip will not tie-in.

If I purchase food for a group meeting after Feb 6, using my purchase card, will my p-card need reconciled in IBIS or cleared in Concur (ERS)?

Answer: If the merchant code for the food purchased is a travel code (most likely) the charge will be in ERS.

If we reimburse employees for travel whose home budget is Hershey or some other college, do we use ERS or IBIS?

Answer: During Pilot phase, use IBIS.

If I get a p-card for the first time for travel only, do I need to take the tutorial and quiz?

Answer: No, not at this time, Only the Designated User Form needs filled in, signed and approved by the financial officer.

Do I need to fill out and sign a group meal form for ERS?

Answer: No, the form in ERS takes the place of the group meal form. However, you need to add the purpose of the meal in the comment section.

Other Information:

Travel Reimbursement Worksheet-ERS(pdf)

Difference between Non-Reimbursable Other Expenses and Personal-do not reimburse:

Non-reimbursable Other Expenses will deduct the amount from the expense report or if there isn't enough to cover this amount from the expense report it will be taken from their pay check.

Personal-Do not reimburse does not deduct it from the expense report.

MCC Codes- Merchant Codes that will be forwarded into ERS from purchasing card transactions: MCC Codes worksheet(download)