Business Office Resources

The Department of Biology Finance Team is here to help with all of your University-related financial needs. Helpful information and resources are listed below for processing expenditures and reimbursements, reconciling travel, and assisting with research/miscellaneous accounts.

PCARDS

Purchasing Card (PCard) Process

• PCard Online Tutorial - required to obtain your PCard.
   
• PCard Support Form - used to document each PCard purchase. Original receipt must be attached to this form.
   
• Lost/Unobtainable Receipt Form - used when a receipt for a PCard purchase has been lost or unobtainable.
   
• Cost Justification Form - used when a purchase for Software, IT peripheral is over $100.
   
• Tax Exemption States and Forms (including tax-exempt letter)
   
• Software Request Form
   
• PCard Exception Request Form - used to request PCard limit exception.

GROUP MEAL AND TRAVEL EXPENSES

Please review the Penn State travel policy (TR02) when submitting meal and travel expenses.

For additional travel information visit Penn State Travel.

• Group Meal/Meeting Form - used as supporting documentation to justify the business purpose and attendees for authorized group meal/meeting of Penn State employees and/or visitors to the University. The form is required for any group meal/meeting purchase that is made using University funds, regardless of payment method.
   
• Travel Safety Network - all international travel must be registered with the TSN at least 30 days in advance, regardless of whether PSU funding is being used. Visit Export Compliance Procedures and read the TSN Reminder for more information.
   
• Travel Reimbursement Form - must be completed by any employee wishing to claim travel reimbursement when they are not the one personally preparing the ERS Report for submission. Please plan to review this document and all supporting information with your finance assistant when submitting for reimbursement.

PURCHASE ORDERS (POs)

Purchase Orders are for large ticket items.

• PO Order / Service Agreement Request Form - used to request the purchase of item(s) over the PCARD limit ($2K) and if the product is not available for purchase on Shop onLion through an approved vendor with a dollar amount less than ($5K).
  • Note: any purchase order request over $10,000 being ordered from a specific vendor must have a completed Sole/Single Source Justification Form. Purchases for software, IT peripheral over $100 require a completed Cost Justification form. Please check with the Eberly College of Science IT office prior to purchasing any software, IT peripheral and complete the Software Request Form for approval.
     
• Sole/Single Source Justification - used as justification for a purchase from a single or sole source without open competition, when the purchase total is $10,000 or more and must accompany a completed Purchasing Order Request Form.
   
• Cost Justification Form - used when a purchase for Software, IT peripheral is over $100. 
  • Note: Please check with the Eberly College of Science IT office prior to purchasing any software, IT peripheral and complete the Software Request Form for approval.
     
• Tax Exemption States and Forms (including tax-exempt letter)
   
• Software Request Form - must be submitted and approved before your purchase.