Finance and Accounting Office: Resources You Need to Succeed

• Cost Accounting Justification Form (Non-Personnel)
• Cover Sheet for Cost Accounting Justification  (Non-Personnel)
• Cash Advance Policy for HHD
  • Request for Cash Advance
  • Cash Advance Settlement Log for Research Participant Payments
• Charge Out Rates
• Checking the Status of a Workday Form
• Deposit Bag Tracking Link
  • "Drop" Deposit Bags
• Gift Card Policy
  • Gift Card Purchase Request Form 
  • Gift Card Reconciliation Log
• Group Meal and Meeting Support Form
  • Event Expense Attendee Form
• Guidelines for Allocating Sponsored Project Effort, Salary Release and Summer Salary Supplements
• Honorarium/Non-Guest Speaker Payment Form
• Human Participants in Research (IRB)
  • Payments to Human Participants in Research Policy RPG03
  • Research Participant Cash Payment Exception Form (payments over $100.00)
• Membership Policy
• Mileage Log
• Online Research Surveys  
• Request for Research Approval on Restricted GL Accounts Template 
• Supplemental II Payments Over 20% Cap 

• Policy AD18 Possession, Use, and Distribution of Alcoholic Beverages
  • Alumni Relations AD18
  • Bennett Pierce Prevention Research Center AD18
  • Biobehavioral Health AD18
  • Center for Childhood Obesity Research AD18
  • Center for Health Care Policy Research AD18
  • Center for Healthy Aging AD18
  • Center for Safe and Healthy Children AD18
  • Communication Sciences and Disorders AD18
  • Dean's Office AD18
  • Health Policy and Administration AD18
  • Human Development and Family Studies AD18
  • Kinesiology AD18
  • Nutritional Sciences AD18
  • Recreation Park and Tourism Management AD18
  • School of Hospitality Management AD18

• Cellular Usage Agreement (Dedicated Device)
• Cellular Usage Agreement (Pooled Devices)
• Consulting Justification
• Cost Accounting Justification (Administrative Clerical)
• Cost Accounting Justification (Non-Personnel)
• Cover Sheet for Cost Accounting Justification (Non-Personnel)
• Employee Travel Reimbursement Checklist - CONUS
• Employee Travel Reimbursement Checklist - OCONUS
• Entertainment Agreement Guide (forms below are located on Central Procurement SharePoint - access is not required if  logged in with PSU credentials) 
  • Standard Entertainment Agreement Instructions
  • Master Entertainment 
  • Stage, Sound, and Lighting 
  • DJ
  • Speaker
  • Co-Curricular Instructor/Referee 
• Fly America Act Waiver Checklist
• GURU Forms Page
• Long-Term Vehicle Assignment Request
• Moving Expenses Support Form
• Non-Employee Information Form
• Non-Employee Travel Reimbursement Form
• Procurement Assistance Request Form
• Procurement Contract Request Intake Form
  • Software Request Form
    • Software Request Form Checklist
  • Affiliation Agreement Cover Sheet
• Purchase Order Change Form
• Request for Authorization to Use University Tangible Assets at a Non-University Location
• Request for Travel Exception
• Research Participant Cash Payment Exception Form
• Scholarship Award Form
• Single/Sole Source Justification Form
• Substantiation for Lost or Unobtainable Receipts Form
• University Guest Presenter Agreement
• W-9 Form - Penn State University - signed

• Corporate Controller's Office
  • Accounting Operations
  • Cost Analysis
    • Charge out rates
    • F&A
    • Membership allowability
    • Restaurant allowability guidance
• Purchasing
  • Purchasing Website 
  • Purchasing Card Website 
  • Purchasing Forms Page
  • Purchasing Decision Tools
    • Procurement Search Tool
    • General Ledger Accounts Decommissioned List
    • Services Matrix
    • Software Request Form Decision Tool
    • Visa Document Chart
  • Supplier Registration Process
    • Determination of Independent Contractor status is now part of the Supplier Registration process. 
• Travel
  • Airfare Booking Options and Services Chart
  • Anthony Travel 
  • SAP Concur
  • Employee Checklist for Travel - CONUS
  • Employee Checklist for Travel - OCONUS
  • Non-Employee Travel Reimbursement Form
  • Travel Policy
  • Travel Safety Network
    • All Penn State students, faculty and staff traveling internationally on Penn State business are required to record their travel with TSN.
• Invoice/Billing Portal
  • PSU Direct Billing Invoices
• Guru
  • Policies
  • Forms
  • Procedures
  • Business Resource Tools
  • Procurement Search Tool
• WorkLion
• Bank Deposit Tracking
  • "Drop" Deposit Bags

• Penn State Policies
  • Webpage with all Penn State Policies
• BS14 Penn State Purchasing Card
  • Purchasing Card - Specific Restrictions of Goods and Services
• FN10 Other Business Expenses and Activities
  • Alcohol, events, group meals/meetings, awards, gifts and miscellaneous expenses
• RA04 Gifts, Grants and Contracts (The Funding Matrix)
• RP03 The Use of Human Participants in Research
• RPG03 Payments to Human Participants in Research
• TR02 Travel Policy
• Decision Tools
  • Acquiring Services for the University 
  • Airfare Booking Options and Services
  • Alcoholic Beverages Decision Tool  
  • Central Accounts Receivable: Invoicing
  • General Ledger Accounts Decommissioned List
  • Non-US Citizen Payment Guidelines - SIMBA 
  • Service Matrix - SIMBA 
  • SIMBA Transfer Process
  • Software Request Form Decision Tool 
  • Speaking Engagement Payment Guidelines - SIMBA 
  • Visa Document Chart 

• SAP Concur
• Airfare Booking Options and Services Chart
• Anthony Travel 
• Travel Forms
  • Employee Travel Checklist - CONUS
  • Employee Travel Checklist - OCONUS
  • Non-Employee Travel Reimbursement Form
    • Non-Employee Information Form
    • Non-U.S. Citizen Documentation Chart
  • Fly America Act Waiver Checklist
  • Request for Travel Exception Form
• CONUS Per Diem Rates
• OCONUS Per Diem Rates
• Travel Safety Network
  • All Penn State students, faculty and staff traveling internationally on Penn State business are required to record their travel with TSN.
• Travel Policy

2020

• October 2020 - Participant Payment GL, GL Parking Permits & Portfolio Fees (see April 21'), How to Find Your Department IO's (Cost Objects Dashboard)
• November 2020 - JE Entries/AP Invoices detail, SAP Allocations for Report, JE for Cash Deposits
• December 2020 - Finance Office Resources Webpage, Personal funds should not be used, Non-Research gift cards, Cash Deposit Reminder (use document type YC)

2021

• January 2021 - Format for naming shopping carts and SAP Reports, NEI for Non-employees, Goods Confirmation Process in SIMBA
• February 2021 - JE Entries/AP Invoices detail reminder, Software Request Form, General Office vs Lab Supplies GL's
• March 2021 - SIMBA Wire Payments, Capital GL's, Background/Fingerprinting Fees, How to view parked documents, ShopOnlion Delivery Date, Conference & Seminar Registration GL
• April 2021 - Wearable Technology, Credit by Portfolio Fees, New GL's (Books, Bindings, Videos, CDs), SIMBA: Guide to Verify Check Number
• May 2021 - Shopping Carts & Lion Marketplace Cart (Goods Confirmation), Gift Cards (Request Form/Prior Approval), Memberships, Supp I Payments, General Funds Budgeting
• June 2021 - Product Category (Purchasing) vs GL Account (Finance), Purchase Order Option Line Guidance Form, Labor Distribution
• August 2021 - How to Edit a Rejected Document/Back Into Approval Flow, Pcard for Travel, GL Account/Expense Type Updates
• September 2021 - Group Meal/Meeting Expense GL's (*some GL's have changed due to decommissioning as of 6/30/22)
• October 2021 - Helpful SIMBA Fiori Tiles (HCM PERNR, Display Internal Order, Cost Objects Dashboard, Budget vs Actual by Funds Center)
• November 2021 - Pcard Spending Limits, How to Request a Temporary Increase, How to Cancel a Pcard, How to Clear a Fraudulent Charge
• December 2021 - Cost Transfers, Honorarium Payment Form, Research Request/Approval for Restricted GL's, DBAF Clearing Accounts, Reminder: Personal funds should not be used, All PSU Employee Meal Charges on Travel

2022

• January 2022 - Goods Confirmation Process in SIMBA (When to Submit, How to Find Orders Requiring Confirmation)
• February 2022 - Mid-Year Budget Clean Up, Reinstating Pcards, Reminder: Research Request Review/Approval for Restricted GL's, GURU News
• March 2022 - Processing JE's, Group Meals, OGE/MGR/Endowment Reporting
• April 2022 - Goods Confirmation, GURU Forms 
• May 2022 - SAP Expense Report Attachments (G&S Only)
• June 2022 - Pcard Reinstatement Request, Research Participants Payments (Subject Payments), Reminders for SAP Concur Reports
• August 2022 - Pcard Reminders (Workflow Approvals, Policy & Procedure, Transferring or Leaving), SAP New User Interface
• November 2022 - Accepted Caterers, GL Accounts (Publication Fees, Health & Medical Services)

2023

• January 2023 - Parked Document Report, Gift Card Reminder, 2023 IRS Mileage Rate
• March 2023 - Defining Acronyms, Travel News, ISR Decommissioned
• April 2023 - Budget Clean Up, HHD Mileage Overage Policy, Reminder: Personal funds should not be used
• July 2023 - Event Expenses on Grants, Software on Personal Computers
• August 2023 - GL Accounts Decommission List, Event Expenses - Unallowable, Visitor Parking Permits
• October 2023 - Purchase Order Change Form (ServiceNow), Pre-Approved Hardware Ordering List, Pre-Approved Software
• December 2023 - Non-Employee Information (NEI) Form, Non-Employee Travel Reimbursement Form, Redesigned Sole Source Justification Form, Reminder: Cost Transfers

2024

• February 2024 - University Guest Presenter Agreement, Team Shopping Cart, Authorized Signatures-Contractual Documents
• March 2024 - Memberships, Travel Policy Update, Journal Entry of Incoming Funds, Event Expenses with Alcohol
• April 2024 - Sole Source Justification Form, Blocked Invoice Report, Request for Cash Advance Form
• May 2024 - Budget Clean Up, Event Expenses - Unallowable, Fiscal Year End Reminders/Helpful Reports
• June 2024 - "Financial Systems Training Resources" in LRN, Important Reminders (Event Expenses-Unallowable; Conference Registrations; Shipping Addresses), Wearable Technology
• August 2024 - Finance Office Main Line, Flight Comparisons, After the Fact Comparisons
• September 2024 - New 911 Addressing, Contracts Requiring Signature, Purchases Requiring ISS Approval, PSUBuy

• HHD FAQs
• GL Account Clarification 

• Shop OnLion
  • How to Create a Free Text Shopping Cart
  • How to Create a Shopping Cart with Lion Marketplace
  • How to Rename a Shopping Cart​​
  • Format for Naming a Shopping Cart and SAP Report 
  • Product Category vs GL Account
  • How to Find Check/ Payment Information for PO
  • Create Goods Confirmation
• Non-PO Invoice/ Journal Entry 
  • How to Edit a Rejected Document
  • How to Find Check/ Payment Information for Non-PO Invoices 
  • Park Vendor Invoice​​​​​
  • Journal Entry for Incoming Funds
  • Processing a Payback 
  • Cash Advances in SIMBA 
  • Reconciling a Cash Advance Through SIMBA 
  • Checks to UP Student Organizations ASA 
  • Creating a Standard Journal Entry 
• SAP 
  • Request Purchasing Card Maintenance 
    • Requesting a New Purchasing Card 
    • Cancelling a Purchasing Card
    • Temporary limit increase 
    • Permanent limit decrease 
    • Transfer Purchasing Card to new department 
    • Replace a worn out damaged card 
    • Suspending a Purchasing Card 
• How to Approve 
  • Non-PO Invoice 
  • Journal Entry
  • Shopping Cart 
• Reporting
  • Helpful Reports  
    • FM BOBJ Report
    • FM Budgets vs Actuals Summary Report
    • FM Budgets vs Actuals Detail Report
    • Cost Objects Dashboard
    • HCM PERNR Details
  • Budget vs Actual by Funds Center
  • Clearing Account Report - Clean up