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News & Announcements

New visual theme for sap concur travel and expense.

SAP Concur will be updating the visual theme of your signed-in web experience for SAP Concur Travel and Expense. Starting March 4th, 2024, the next time you sign into your SAP Concur account, you will see a refreshed look and feel.

• Read more about New Visual Theme for SAP Concur Travel and Expense

Virtual Travel Learning Series 'Lunchtime Layover' next session: Thursday, May 9, 2024

Penn Travel Services' Lunchtime Layover showcases a University preferred travel supplier. The monthly virtual sessions are an opportunity to learn about discounted rates, services, and benefits Penn Traveler's receive from Penn's various preferred suppliers.

• Read more about Virtual Travel Learning Series 'Lunchtime Layover' next session: Thursday, May 9, 2024

Real ID Deadline Extended to 2025

Beginning May 7, 2025, the U.S. Department of Homeland Security will begin to officially enforce the REAL ID Act of 2005.

• Read more about Real ID Deadline Extended to 2025
• Air Travel Sustainability
• Fly America Act
• Handling Travel Emergencies
• International Travel Guidance
• Know Before You Go
• Register Your Trip
• Training Materials
• Kathryn Homa Director Penn Travel Programs (215) 746-4400 [email protected]
• Sarah Bandos Manager Travel Services (215) 898-9662 [email protected]
• Help Line Concur Travel & Expense Reporting  BEN Helps Support Portal (215) 746-4357 Option 3 [email protected]
• World Travel Inc. Penn Preferred Travel Agency (888) 641-9112 +1 (484) 348-6313 (outside the U.S.) [email protected]

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Travel Updates

For the latest travel updates, please visit the following resources:

Penn TEM – COVID19 Updates Penn Coronavirus Website Penn Global – Guidance for Traveling Abroad

Penn’s Travel Resources

Booking travel via Concur or with our dedicated World Travel Agents is easy. Learn about the Bank of America Travel card and activating your travel and expense profile in Concur.

For all airline reservations (Penn Staff, Faculty and Students, along with non-affiliates/guests), please use  World Travel, Penn’s sole Travel Management Company . Contact information and directions for the Travel Portal in Concur are available through this link.

Highlights of using World Travel

World Travel is the primary preferred TMC (Travel Management Company) for the University of Pennsylvania, providing fulfillment of travel needs.  Travel needs are met by agents dedicated to the Penn account, whether reserving through the Concur on-line booking tool or by calling the agent directly.

Benefits of World Travel to Penn travelers include:

• As a method of best practice, use Penn direct bill for airfare, rather than using a credit card
• Book online in Concur or directly with an Agent
• Concierge Service to accommodate Group Travel Arrangements  – this option gives you the ability to have WT Agents manage the reservation, with given guidelines and thresholds by a department or program. For a nominal fee, they will work directly with your guests, travelers or incoming students to book air travel
• Duty of Care - knowing where our travelers are in case of weather emergency or domestic/international incident
• Low price guarantee for airfare
• Management of unused tickets available for rebooking
• Penn Negotiated Rates for Airlines, Hotels, Rental Cars applied automatically
• Quality Control process on every trip booked

Travel Policy Exceptions

Penn policy states that the most economical fare (on planes and trains) be purchased, however, with prior approval from your direct supervisor and  Jason Presley or Greg Tausz , you may be given approval for higher cost fares. Fares booked outside policy require a statement of business justification.

Getting Started with Access

Individuals who are new to Penn (GSE) need to request that their Travel and Expense profiles be active. Complete this  initial steps document  and check with the  Business Office  to ensure you have access.

Concur/World Travel Booking Fees

When using Concur, the fee is minimal.  The Concur online booking tool is best used for domestic air travel, easy point to point foreign air travel, hotel bookings and car rental reservations. 

For more complex international air travel, a World Travel agent will most probably save you both time and money.  The agent fee is higher, but quite reasonable for the use of this valued resource.  For specific dollar amounts of fees, please contact  Penn Travel Services .  (We do not publicly publish the fees due to vendor contract confidentiality.)

Penn Global Services

My Trips (International Travel Registry) , sponsored through Penn Global – International Travel Guidance, is Penn’s central resource for collecting traveler information. This information is Pennkey protected and is used to contact travelers in case of emergency, pre-authorize travelers to use International SOS and traveler medical insurance as well as assist individuals and groups, as needed, with pre-travel preparations.

International SOS  is for students, faculty and staff traveling on Penn-affiliated trips which includes travel medical insurance. The ISOS membership includes 24/7 medical and security consultation, hospital referrals, travel medical insurance and emergency evacuation assistance. In order to be pre-authorized travelers  must  register in Penn’s  My Trips (International Travel Registry) .

Contact the Penn GSE Business Office

[email protected] Submission of forms, invoices and requests to compensate or reimburse individuals or companies not on-boarded as PO supplier, and journal transfers and general payment questions.

[email protected] Submission of forms, invoices and requests to compensate or reimburse individuals or companies who  are  on-boarded as PO suppliers, and general Purchase Order questions.

[email protected] Submission of forms and contracts as they pertain to on-boarding new non-affiliates to Penn. 

Unrestricted Accounts

Gregory Tausz Senior Director of Finance and Facility Management 215-898-5422 3700 Walnut, Room 221

Ken Zeferes Assistant Director of Fiscal Operations 215-898-5694 3440 Market, Room 382

Sherri King Financial Administrator 215-746-7736 3440 Market, Room 390 Responsible for:  SMHC, School Leadership, ISTR, Catalyst@Penn , Educational Entrepreneurship, MedEd and CLO Programs, HED, Exec Doc HEM, Mid-Career, PLN, UTR, Support Services

Miriam Harris Financial Administrator 215-898-6447 3440 Market, Room 388 Responsible for:  Dean’s Office, Development, Business Office, IT, Communications, School Partners (PAS and Lea Schools), APHD

Eric Blanchet Financial Administrator 215-898-3199 3440 Market, Room 389 Responsible for:  ECS, IEDP, TLL, Ed Policy, QM, ELX, RWL and Student Activities, UTAP

Coral Haas Business Administrator, Payroll 215-746-6575 3440 Market Street, Room 377 Responsible for: Catalyst, Center for Professional Learning, Center for School Study Councils, Coalition for Educational Equity, Consortium for Policy Research in Education, Educational Linguistics, GSE Registrar, GSE Student Services, Higher Education/AHEAD/Higher Education Management, Education Policy, Human Development & Quantitative Methods, Literacy, Culture and International Education

Anna Reed Associate Director of Payroll 215-573-8013 3440 Market Street, Room 375 Responsible for: GSE Admissions, GSE Associate Dean/Faculty Affairs, GSE Career and Professional Development, GSE Communications, GSE Dean's Office, GSE Development and Alumni Relations, GSE Development, GSE Films, GSE HR, GSE IT, Teaching, Learning, and Leadership, Education Entrepreneurship, Independent School Teaching Residency, Med Ed & Chief Learning Officer, Mid-Career, School Leadership Program, School Mental Health Counseling, Teacher Education, Urban Teaching Residency

Grant Accounts (Sponsored Programs)

Helen Mitchell Sears Director of Sponsored Programs 215-746-8524 3440 Market, Room 384

Joyce Cook Assistant Director Grants & Student Financial Aid 215-898-8223 3700 Walnut, Room 219

Frank Graham Pre-Award Grants Manager (Proposal Development) 215-746-4486 3440 Market, Room 385

Mike Kelly Post-Award Grants Manager (Financial Reporting) 215-898-9262 3440 Market, Room 381

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• Make Travel Reservations Faculty, Staff, Students and Visitors
• Expense Report Create, Approve and Track Payments
• Preferred Travel Vendors --> Helpful Information FAQs, Newsletters and Resources

News & Announcements

New visual theme for sap concur travel and expense.

SAP Concur will be updating the visual theme of your signed-in web experience for SAP Concur Travel and Expense. Starting March 4th, 2024, the next time you sign into your SAP Concur account, you will see a refreshed look and feel.

• Read more about New Visual Theme for SAP Concur Travel and Expense

Virtual Travel Learning Series 'Lunchtime Layover' next session: Thursday, May 9, 2024

Penn Travel Services' Lunchtime Layover showcases a University preferred travel supplier. The monthly virtual sessions are an opportunity to learn about discounted rates, services, and benefits Penn Traveler's receive from Penn's various preferred suppliers.

• Read more about Virtual Travel Learning Series 'Lunchtime Layover' next session: Thursday, May 9, 2024

Real ID Deadline Extended to 2025

Beginning May 7, 2025, the U.S. Department of Homeland Security will begin to officially enforce the REAL ID Act of 2005.

• Read more about Real ID Deadline Extended to 2025
• Air Travel Sustainability
• Fly America Act
• Handling Travel Emergencies
• International Travel Guidance
• Know Before You Go
• Register Your Trip
• Training Materials
• Kathryn Homa Director Penn Travel Programs (215) 746-4400 [email protected]
• Sarah Bandos Manager Travel Services (215) 898-9662 [email protected]
• Help Line Concur Travel & Expense Reporting  BEN Helps Support Portal (215) 746-4357 Option 3 [email protected]
• World Travel Inc. Penn Preferred Travel Agency (888) 641-9112 +1 (484) 348-6313 (outside the U.S.) [email protected]

Student Health and Counseling: PennChart Transition

On January 9th, Student Health and Counseling transitioned to a single, unified electronic health record (EHR) by adopting PennChart, powered by Epic. To find out more about our new EHR and the new Student Health and Counseling portal, click here .

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The Student health and Counseling travel team offers travel consultations, travel immunizations, and completion of travel-related forms. We also see patients for evaluation of illnesses related to travel and routine testing for an exposure that may have occurred during a trip. We offer group and individual travel consultations. Students can schedule individual appointments 2-4 weeks before departure by calling  215-746-WELL (9355).   Please bring a copy of your complete travel itinerary to your visit. Make sure to upload any travel vaccines you have received in the past to your Wellness Portal prior to your visit. We will also ask questions regarding any ongoing medical conditions and any current medications.  

Travel Medicine: Frequently Asked Questions

In most cases, you do not need a consultation for travel in the United States, Canada, Western Europe, Australia, and Japan. The CDC Destination Tool can give you more information about your destination(s), including vaccine recommendations, food and water safety, insect and animal precautions, and safety concerns. CDC also has a helpful Before-You-Go Traveler’s Checklist .

Student Health and Counseling's travel staff can help determine if you need a travel consultation. Please call  215-746-WELL (9355) and press option 1 to speak to the medical team.

We recommend scheduling your travel consultation 2-4-weeks before your trip. This gives us enough time to have you fully vaccinated—especially for trips longer than 30 days. It also ensures that you will be able to have your travel appointment with us. Waiting until the last minute may make it difficult to be seen at Student Health and Counseling due to high demand for these appointments.

We can complete some of the many study abroad and visa forms. Penn Abroad uses an electronic health form that is sent to Penn students traveling with Penn Abroad. We will review the form and reach out to the student if we have any concerns. We can also complete  Penn Global health forms. Please bring a copy of the form with you to your travel consultation. A provider can also complete Wharton Leadership Ventures forms at your travel consultation, although many of these forms do not require you to be seen by a healthcare provider. Again, please bring the form with you to your appointment.

Outside study abroad agencies have their own forms. We can help with completion of these forms in most cases. Please call and ask to speak with a travel nurse for help scheduling, especially if your form requires a physical. Do not wait until the last minute to schedule. Depending on the time of year, we may not be able to schedule you on short notice. Please bring any outside forms with you to your appointment. We do not have access to study abroad forms at our office. Visa forms that require completion by a “civil surgeon” cannot be completed at our office. We are happy to help with other official forms, but you must bring the form with you to your appointment. 

Visit the CDC Destination Tool and type in your destination. You will see a list of recommended vaccines. Compare the recommendations to your own vaccine records that you may view through your Wellness Portal . We are happy to help if you are unsure about your vaccine history or the length of effectiveness of a particular vaccine. Please call  215-746-WELL (9355) and press option 1 to speak to the medical team.

Routine vaccines are scheduled vaccines given to everyone in the United States based on their age, health condition, or other risk factors. Many of these will fall under your university immunization requirements. A required vaccine is one that travelers must have in order to enter a country, based on that country’s regulations. Sometimes yellow fever, meningococcal, or polio vaccines may be required. Recommended vaccines for travel are those that we give to protect your health, even if not required for entry.

*Remember: Penn has immunization requirements for all full-time students. Before our team administers travel-related vaccines, you should be up-to-date with your University requirements. For information on how to upload your vaccine documentation, visit Wellness'  Immunization Requirements  page.

The Yellow Fever vaccine provides immunization against Yellow fever, a virus transmitted by mosquitos in parts of Africa and South/Central America. The vaccine is a live virus vaccine that has a proven record of safety and effectiveness. Because it is a live vaccine, it cannot be given to pregnant travelers or some travelers with immune system deficiencies such as cancer, HIV, age > 70, or medications that suppress the immune system. There is an increased risk of severe vaccine reaction in these patients. This vaccine cannot be given within 4 weeks of other live virus vaccines (MMR and varicella are the most common). This vaccine should be given 10 days or more before arrival at your destination. Proof of vaccination may be required at your destination (check the  CDC Destination Tool ). We will provide you with an International Certificate of Yellow Fever Vaccination or “yellow card”. The vaccine and the yellow card are good for the rest of your life.

If you are on the Penn Student Health Insurance Plan (PSIP), your travel consult and vaccines are both covered. If you are a full-time, undergraduate student at Penn or a graduate student and have paid the Clinical Fee , there is no charge for the travel consultation, but you will have to pay for your vaccines. If you have outside insurance, you can submit the receipt to your insurer for possible reimbursement. Coverage for travel-related vaccines varies by insurance carrier. 

View Student Health and Counseling's current vaccine costs . 

Please bring your complete itinerary and any updated vaccine information. Knowing your exact destinations helps us tailor our recommendations to your itinerary. This may include malaria prophylaxis or prophylaxis for altitude sickness. 

In general, you can drink the tap water in the US, Canada, Western Europe, Australia, and Japan. There are other countries where you can drink the tap water in major cities, but not rural areas (ie. South Africa). Drink bottled beverages if you are unsure (and make sure the seal is intact before drinking). You can check the CDC travelers’ destination page for information about the risk of traveler's diarrhea at your destination and other advice on food and water safety. 

Traveler's diarrhea is the most common and predictable travel-related illness. Eating street food, drinking tap water, using ice cubes, or eating uncooked foods like fruit and raw vegetables are common causes of traveler’s diarrhea. Don’t forget to wash your hands and watch what you eat and drink. A good rule of thumb: boil it, cook it, peel it, or forget it. 

Self-care should include rehydration with fluids, including electrolyte replacement solutions (Gatorade powder packets). Eat bland easily digested foods, for example, the BRAT diet: bananas, rice, applesauce, toast. You can bring loperamide (Imodium) or Pepto Bismol for self-treatment of diarrhea. These are both available over the counter (no prescription needed). Use caution with Imodium—it may cause constipation. Pepto Bismol may temporarily turn the tongue and stool black.

If you are traveling to a country with a moderate to high risk of traveler's diarrhea, you should consider bringing an antibiotic for self-treatment. This prescription will be provided at your travel consultation. 

Seek medical treatment if your symptoms last more than three days and do not resolve with self-care or antibiotics or if you develop a high fever (temp >101 F). Penn travelers can always call International SOS (ISOS) for assistance. International SOS is available 24/7 to provide medical or security consultation and referrals. ISOS will activate your insurance coverage if needed, using the contact information below: 

• 1-215-942-8478
• 1-800-523-6586 (overseas)
• [email protected]

If traveling to a region with many mosquitoes/insects, the CDC recommends using an insect repellent product with DEET 25% or Picardin 20%. These products are effective for up to 10 hours after applying to exposed, intact skin. You can also use permethrin, a chemical insecticide, on clothing to help repel insects. Spray permethrin on clothing or gear (not skin) 48 hours before packing. Permethrin is available in camping stores and will remain effective for at least 2 weeks even if you wash the garment. Mosquito precautions can also help prevent diseases transmitted by ticks, sandflies, and other arthropods. Try your best to avoid bug bites.

If you are traveling to a malaria endemic area (view the  CDC malaria map ), you should sleep indoors. If there are mosquitos inside your accommodations, you should sleep under a bed net. There may also be a recommendation to take malaria prophylaxis depending on your specific geographical location within a country. The kind of anti-malarial medication prescribed will depend on your destination and health history. 

Animals bites are common in many parts of the world. Monkeys and stray cats and dogs are especially problematic. Practicing avoidance of animals is important. Some countries may have shortages of rabies vaccine and immunoglobulin necessitating evacuation for emergency treatment of an animal bite. Use caution around strays. Do not try to pet them and do not offer them food. If an animal bites you while traveling, wash the bite thoroughly with soap and water and call International S.O.S for assistance. Penn travelers can always call International SOS (ISOS) for assistance. International SOS is available 24/7 to provide medical or security consultation and referrals. ISOS will activate your insurance coverage if needed, using the contact information below: 

• [email protected]  

Do not wait until you return home. Rabies vaccine and immunoglobulin must be administered promptly to prevent spread of the virus. 

We offer rabies pre-exposure vaccine to those traveling to remote locations or those planning to live overseas in high-risk areas. The pre-exposure series is two rabies vaccines given one week apart. This can buy some time after a bite and may prevent the need for evacuation. If bitten, you will still need to see a health care professional for two booster doses of vaccine, but you will not need immunoglobulin which is expensive and difficult to find. The best treatment for animal bites is avoidance.

Most people tolerate altitudes up to 8,000 feet. The risk of altitude sickness increases at elevations higher than 8,000 feet (approximately 2,500 meters). The most common form of altitude sickness we see is acute mountain sickness (AMS). The symptoms include headache, malaise, fatigue, and nausea and generally lasts for three days. The symptoms slowly improve as your body adjusts to the altitude. AMS can worsen into more severe forms of altitude sickness: high altitude cerebral edema (HACE) and high altitude pulmonary edema (HAPE). The risk of becoming ill at high altitude is higher if you are sleeping at high altitude. The risk is lower if you are just climbing to high altitude and then returning to a lower altitude to sleep. There is no way to predict who is at risk for altitude sickness, but if you have had problems in the past, chances are you might again. If you have been to high altitudes without problems, you will likely be okay at a similar altitude.

Ascend gradually, when possible. The biggest risk is a sudden change in altitude, such as flying from sea level to 13,000 feet as you do with travel to Cusco, Peru. Avoid alcohol until you have adjusted to the altitude. Avoid sedatives like sleeping pills. Do not over exert yourself until you have had time to adjust to the altitude. Stay hydrated. Consider taking a prescription medication (acetazolamide) that can help offset the effects of high altitude and help speed acclimatization. 

Deep Vein Thrombosis (DVT) and Pulmonary Embolism (PE) can occur with long flights—more commonly flights >8 hours. Certain risk factors put you more at risk: oral contraceptives, pregnancy, cancer, recent injury, smoking, and obesity. Symptoms include leg or ankle swelling, followed by pain in the leg (calf or thigh). Blood clots in the leg can become dislodged and travel to the lungs where they cause chest pain and shortness of breath. Try to avoid inactivity by taking walks around the airplane. You can also do foot/ankle movement exercises while sitting to keep the blood flowing. Keep your legs uncrossed while seated and wear comfortable and loose-fitting clothing. Compression stockings can also decrease the risk and symptoms of DVT. 

Jet Lag is a temporary sleep problem that can affect anyone who quickly travels across multiple time zones. Symptoms usually last 24-48 hours and include fatigue, daytime drowsiness, nighttime restlessness, and headaches. Circadian rhythms gradually readjust to new time zones after a few days.

Before departure, try to shift your body clock. If traveling west, go to bed later than usual for a couple of days before departure. If traveling east, go to bed earlier than usual for a couple of days before departure. Drink fluids during and after your flight to prevent dehydration. Once you arrive to your destination, expose yourself to daylight by staying awake during daylight hours and sleeping when it is dark. Melatonin at bedtime may be helpful in resetting your sleep cycle. The recommended dose is 1-5 mg at bedtime. 

Yes, you are covered under the Penn Student Insurance Plan (PSIP) worldwide except for countries that have an economic or trade sanction issued by the United States. Coverage abroad is on a reimbursement basis and uses the in-network level of benefits. For more information, call PSIP On Call International - US  1-866-525-1956 or call collect if overseas 1-603-328-1956 .

University of Pennsylvania students and staff are encouraged to use the Penn International SOS travelers’ assistance policy for medical and security problems when traveling on Penn affiliated trips. You can call for injuries, illnesses, or non-medical emergencies using the contact information below: 

• Penn ID# 11BSGC000012

Helpful Travel Links and Information

• CDC Travel: https://wwwnc.cdc.gov/travel
• International Society of Mountain Medicine:  http://ismm.org
• Penn Student Insurance Plan (PSIP) On Call International: US  1-866-525-1956 or collect overseas  1-603-328-1956
• Penn Student Insurance Plan (PSIP): 1-888-792-3862 is the contact number for vacation override for prescription medications needed with long term travel
• International Association for Medical Assistance to Travelers:  https://www.iamat.org
• INCB International Narcotics Control Board website and/or the destination countries embassy page if traveling with medications, especially controlled substances:  https://www.incb.org/
• Register Penn affiliated trips with Penn Global: https://global.upenn.edu/travel-guidance/register-your-trip
• Register all trips at your embassy. U.S. citizens: Smart Traveler Enrollment Program - https://step.state.gov
• Wellness at Penn's Student Health and Counseling can help you navigate international mental health resources while studying abroad. Call 215-746-WELL (9355) and press option 2 to speak with the counseling team. 
• International Suicide Hotline: https://ibpf.org/resource/list-of-international-suicide-hotlines/
• Student Health and Counseling Vaccination Costs

A useful reference outlining the rules and regulations that govern the University.

This page links to important Penn policies and compendia of policies in some areas that affect Penn faculty, staff, students, and the community. For information about policies specific to  Penn Medicine  or one of Penn’s 12 Schools, consult the website of the individual health system or school.

University Policies

Principles of responsible conduct.

Penn’s underlying expectations for the conduct of all University and Health System activity.

Adherence to University Policy

Penn’s expectations for employee compliance to laws, policies, and procedures.

Non-Retaliation Policy

Information about reporting suspected policy non-compliance and about policies prohibiting retaliation against report claimants.

Conflict of Interest

Extramural and institutional policies on what constitutes an employees’ improper benefit from their position of trust at Penn (for research-specific policies, see below).

Use of Penn Name

Policies related to the sanctioned use of the University name in official, licensed, and private capacities.

EEO and Affirmative Action

Penn’s Nondiscrimination Statement and the University’s policy on Equal Opportunity and Affirmative Action.

Sexual Misconduct (PDF)

Code of conduct, available resources, and procedures for resolving complaints of sexual harassment within the unit or at the University level.

Student and Academic Life

The pennbook.

A collection of policies related to student life at Penn, including the Code of Academic Integrity and the Code of Student Conduct.

Faculty Handbook

A set of policies governing faculty life at Penn, including links to policies on frequently searched topics.

Policies on Graduate Education

University-wide policies for Ph.D. and research master’s programs.

Research and Sponsored Programs

Human subjects research.

The Penn Institutional Review Board’s Standard Operating Policies manual includes details about informed consent and HIPAA authorization, responsibilities of investigators, and more.

Animal Subjects Research

Resources include guidelines, policies, and standard operating procedures dictated by Penn’s Animal Care and Use Committee and University Laboratory Animal Resources .

Find information regarding the University’s Research-Related Financial Conflicts of Interest (FCOI) Program.

Sponsored Research Policies

Online resources include the Sponsored Projects Handbook; policies related to research, financial operations and sponsors; federal OMB Circulars; and more.

Postdoctoral Fellow Policies

Resources include Penn’s Policy for Postdoctoral Fellows and Penn’s Policy for the Appointment of Foreign Nationals Under the Postdoctoral Trainee Program.

Environmental Health & Radiation Safety

Covers policies related to biological safety , chemical waste management , laboratory safety , laser safety , radiation safety , and workplace safety .

Research Misconduct

Comprehensive policies for faculty and for non-faculty members of Penn’s research community.

Patents (PDF)

Penn’s Patent and Tangible Research Property Policy governs the intellectual property created by faculty, employees, students, and guest scholars of the University.

International

Penn abroad.

Resources include academic and financial policies and expectations for student participants and their study abroad experience.

International Students and Scholars

Find instructions and forms on the full range of requirements for international students and scholars.

Register Your Trip

It is mandatory for all Penn students and all Penn faculty and staff traveling with Penn students on Penn-affiliated trips to register their international travel.

Administrative

Human resources policy manual.

The source for all policies related to employment at Penn, including benefits, compensation, performance, recruitment, sick leave, termination, time off, and more.

Financial Policy Manual

A reference guide for administrators with financial responsibilities at Penn. The manual delineates responsibility, authority, and accountability in matters such as payroll, gifts, travel, and more.

Computing policies and guidelines for each user of the University’s computing resources. Covers topics from mobile devices to networking and security.

Policies and materials to guide faculty, staff, and students who work with personal information. Includes policies on FERPA, SSNs, CCTV, and links to Penn’s Confidential Help and Reporting line.

Facilities Management

Information on design guidelines and standards for all facilities-related work; safety procedures and protocols; and policies associated with outdoor space, signage, and leasing.

Learn about the policies that govern the use of the University’s human resources and payroll platform.

Safety and Security

Penn policies on weapons and other dangerous articles , fire safety , bicycles , and the use of CCTV cameras for safety and security purposes.

If you have any questions or concerns regarding Penn policies, please contact Penn’s Confidential Reporting and Helpline at 215-P-COMPLY (215-726-6759) or visit the 215-P-COMPLY website .

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Graduate Student Travel Fund Policy

Current Travel & Entertainment Policy: http://www.finance.upenn.edu/comptroller/travel/

Please note: reimbursements from the funds listed below will count toward the fiscal year in which you submit the receipts for the trip in question. For example, if you take a trip at the end of fiscal year 2020 but submit receipts in FY 2021, that trip will count as your disbursement from the relevant fund for fiscal year 2021. The fiscal year begins July 1 and ends June 30. Fiscal years bear the number of the calendar year in which they end (e.g., FY 2021 runs from July 1, 2020 thru June 30, 2021).

All travel reimbursements must be submitted within 182 days (6 months) of the ending date of a trip or event.  Failure to do so will result in the expense being declined for reimbursement.  We encourage you to submit your requests within 10 days of the ending date of the trip or event.

SASgov and Other Individual Sources of Funding

Important Note

All applications should be submitted at least 15 working days in advance of the event/ travel date(s).

SASgov Travel Grant

http://www.sasgov.sas.upenn.edu/funding-for-individuals

​This grant of up to $400 is designed to support a wide range of academic and professional travel.  Eligible travel includes:

• Presentation or attendance at academic conferences
• Participation in professional development workshops
• Travel for academic job interviews, either at conferences or institutions, if not provided for by the potential employer

Applications are reviewed by the SASgov Finance Committee during our application windows.  Applications are processed on a first come first serve basis but are adjudicated and rewarded selectively. Applicants are only eligible for SASgov individual travel grant funding once every academic year.

​Only enrolled SAS graduate students are eligible for awards.  The maximum eligible award is $400 subject to other conditions of review and/or possible award.  Applications are subject to adjudication; awards are not guaranteed.  Submitted applications become the property of SASgov.

GAPSA Research Student Travel Fund

The GAPSA Research Student Council has some funds available to distribute as individual travel grants to help defray the cost of qualified travel expenses for doctoral students presenting their research at academic conferences and meetings.

• Individuals presenting: max. $800
• Individuals attending only: max. 50% of total cost or $500, whichever is less

Please note that you are only eligible to receive one GAPSA-administered award per academic semester, for a total of 2 such awards per academic year, which begins in the summer. Other restrictions may apply.

Contact Greg Callaghan, Chair for Research Students, [email protected]

SAS Travel Subvention Request Fund

The travel grants awarded by the Graduate Dean covers up to $500 in expenses.  Funds may be used to cover any eligible travel expenses consistent with University policy.

• Each student may apply for funding only once each year.
• No student will receive more than $500.
• Please plan accordingly, as the SAS Travel Subvention Form must be submitted to Barbara Baldwin-Mears over at SAS BEFORE the trip.
• Your dissertation advisor or sponsoring faculty member must sign the application form.  After you receive approval from your faculty advisor, please submit the form to the Graduate Coordinator . They will get approval from the Graduate Chair.

Form Needed: SAS Travel Subvention Form

English Department Library Research Travel Fund See here: http://www.english.upenn.edu/graduate/funding/travel/travel-library-research

Curran Fund for Graduate Travel See here: http://www.english.upenn.edu/graduate/funding/travel/stuart-curran-fund

At this time, we recommend all  Penn-affiliated  travel to Israel, West Bank, Gaza, and Lebanon be deferred.  If you are planning travel to any of these locations, please reach out to [email protected] for the most up to date risk assessment and insurance exclusions. As a reminder, it is required that all Penn-affiliated trips are registered in  MyTrips .  If you have questions, please contact  [email protected] . 

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What is considered heightened risk travel.

• Heightened security risk is defined as travel to a country designated “Level 4: Do Not Travel” by the U.S. Department of State and/or travel to a region rated “high” or “extreme” risk by International SOS. 
• Heightened medical risk is defined as travel to a country designated “Level 4: Do Not Travel” by the Centers for Disease Control & Prevention (CDC). 

Click on the links below to find the risk rating for your destination country or region:

Please note : International SOS rates regions and cities within a country, not necessarily the country as a whole. One country may have several risk ratings.  If you need assistance determining the risk rating of your destination, please contact [email protected] .  

Choose Type of Traveler

If you are traveling to a heightened risk region, please select your affiliation below to review related policy and procedures:

Or a group trip with at least one undergraduate student.

Graduates, Postdocs, Faculty, & Staff

While a petition is not required for this population, we encourage all travelers to take the following steps before traveling to a heightened risk region. 

If you have questions about inbound travel to Penn, visit for further guidance:

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Policies related to the financial operation of the University of Pennsylvania

1101 General Accounting – University Financial Activity

To provide information on the University's financial operation to management, Trustees, and other interested parties.

1100 – Accounting

Comptroller

1102 General Accounting – Financial Resources

The primary purpose of the accounting system is to account for resources in accordance with objectives established by the Trustees, management, donors, government agencies or others.

1103 Accounting Systems Maintenance

Maintenance of BEN Financials (BEN), the financial accounting system is necessary to ensure financial accounting and reporting integrity.

Financial Systems & Training

1104 Investments

To provide policy for the accounting for investments.

1105 Inventories of Materials

Certain materials and supplies are held in inventory by the University and used for instruction, research and service related activities, and for resale.

1106.0 Plant Assets: Definition

To define the parameters for capitalizing assets.

1106.01 Plant Assets: Definitions – Land & Building

To define capitalized land/land improvements and buildings/building improvements

Facilities and Real Estate Services (FRES)

1106.02 Plant Assets: Definition – Equipment & Other

To define capitalized equipment and other assets.

1106.1 Plant Assets – Capitalization

To provide a capitalization policy for Plant Assets.

1106.2 Plant Assets – Depreciation

To provide the depreciation policy for plant assets.

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Penn Travel and Entertainment Reimbursement Policies

Individuals traveling and entertaining on behalf of the University should exercise good judgment with respect to incurring Travel and Entertainment (T&E) expenses and are expected to spend the University's funds prudently. The individual requesting reimbursement is responsible for ensuring that his/her incurrence of the expense and related reimbursement request complies with all applicable policies, is properly authorized, and is supported with required receipts and other documentation.

Travel and Entertainment Reimbursement Policies