Penn State College of Engineering

Finance Office News Bulletin


A Reminder on Third-Party Credit Card Processing

As a reminder, under no circumstances is anyone at Penn State permitted to use a third-party vendor for credit card processing without a contract.

If you wish to accept credit card payments, you must work with the financial officer, get approval through the Controller’s Office and ITS Security Operations and Services, and all agreements must go to Risk Management for review.

None of the web-advertised sites such as TicketLeap, Brown Paper Tickets, EventBrite, Square or any other application to accept credit card payments may be used.

GSI Schedule Reminder

This is a reminder of the July 1st GSI date.

Due to the new date, the GSI processes will be starting in May and going through June this year. Further dates and details are to come.

P-card Expiration Dates

This is a notification to remind all purchasing cardholders to update their profiles in ERS and Travel OnLion with the new expiration date on their new chip p-cards.

It will only take a few minutes to update your profiles, and this will prevent delays related to credit card declines when booking travel.

Payments for Background Checks

SRFC’s should be routed on a local account (your department routing budget), but can be direct charged to central by using account 01-044-07 UP 10010 Object Code 363.

ERS reports must be charged to a local account (215-91 10010) and the finance office will JV them at a later time.

P-cards ideally should not be used for payment due to privacy issues; however in the event that they are used for payment, they should also be reconciled to a local account (215-91 10010) and the finance office will JV them at a later time.

A few other notes regarding the payments for background checks:
      - The current cost for all three is $45.75
      - All employees (including Post Docs, Research Associates, Research Assistants) can be charged to the central budget
       unless these costs were specifically included in a sponsored budget—which would be highly unlikely
      - Background checks for volunteers have to be paid by the local unit/department

POC: Sue Swartz, 5-7731

Penn State Moving to Per Diem for Employees Traveling on University Business

The article below was recently released regarding the decision to move to Per Diem, which Penn State was already using, but NOT permitting units to request receipts for individual meals.

This aligns Penn State with the federal government standards and using 75% per diem for first and last day of travel.

The change also includes moving to 75% per diem for one-day travel meals. There was consideration to not allow reimbursement unless one day travel was over 12 hours, however, that was NOT approved.

Receipts will still be required for group meals, per policy.

Here is a link to the article. This is all effective July 1st and ERS will be updated as of that date.