Travel Grant Reimbursement Instructions

Travel Reimbursement and the Employee Reimbursement System (ERS)

Please consult the CSA staff assistant, Susan Bass, at 814-865-3449 if you have questions about travel reimbursements. Original receipts must be submitted to Trudi in 300 Rackley. Memberships and expenses related to job searches are not reimbursable.

Per the Travel Grant Application Instructions, airfare must be "direct billed" through the department unless you made prior alternate arrangements for payment.

Attach receipts to a sheet with the following information: 

• Your name and PSU student ID#
• Dates: Provide the dates that you began and ended your travel.
• Miles: If you drove your own vehicle, provide mileage and a map from an Internet map service such as Yahoo. Only the person who owns the car should submit miles.
• Lodging Expenses: This should come directly from your hotel receipt.
• Actual Meal Expenses: Add up the total spent on food per day.
• Other Expenses (Please list):
  • Conference Registration
  • Parking
  • Tolls
  • Other
• Clarifications that might be helpful to Penn State accounting and get you your reimbursement faster:
  • If you shared lodging expenses, provide the names of your roommates
  • If you have no hotel expenses, "stayed with friends in town"

Call the College Student Affairs program at 814-865-3559 if you have questions.

Entering the ERS

After forwarding the above information and receipts to Susan, you need to enter the Employee Reimbursement System (ERS)

To receive a travel reimbursement you must first access the Employee Reimbursement System and add Susan as a delegate:

1. Access the system at www.ers.psu.edu. Log on with your Access ID and password.
2. Once you log on, you’ll click on "Profile" across the top of the page.
3. Click on “Expense Delegates” which appears in the second column.
4. Click on “add delegate".
5.  Then search by my last name. Once that comes up, click on it. This should add my name to the box on the left side of the screen. Click OK to complete the process. (I’ve never made it beyond this, but the instructions say that then you’ll need to turn on delegating rights for me by clicking “Can prepare” and “Can view images” checkboxes.)
6. Then, last but not least, click “Save.”

Once a report is created on your behalf, you will receive an email notification from AutoNotification@concursolutions.com.

Approving an Expense Report

After receiving notification that a report is ready for review and submission:

1. Log into ERS.
2. Select “View & Edit” in the “Expense Reports” section.
3. The “Expense Report List” page will reflect all of your expense reports.
4. Select the report you want to act on by clicking on the name.
5. Select the “View Receipts” (or “Check Receipts”) link on the right above the expense list to review receipts. I need receipts for meals, taxi, and airport shuttle, but they will not be attached.
6. If you are satisfied with the report, click on the “Submit” link at the right above the expense list.
7. Selecting “OK” at the submission statement is your certification that the report is accurate. The “My Updates” section of the system will reflect the status of the report as it moves through the appropriate channels up through and including the final status of “Paid-System.” Once the status is “Paid-System,” your reimbursement will be direct deposited to the same account checking or savings account as your pay.