Reimbursement Request Form

Use this form if (a) you choose not to use a Penn-approved vendor, (b) you're paying for goods/services with cash, or (c) you need to be reimbursed for a charge that has been previously incurred and that you didn't pay for with a Purchase Order. We encourage you to use a Purchase Order, when possible, since it's a much easier process. 

If you need to submit a Concur reimbursement and have not already been activated in Concur:

  • Please email Leah Westermann, leah.westermann@pennmedicine.upenn.edu, the following information for you to be activated in the system:

    • Your full name (including middle name)

    • Your Penn ID number

    • Your current local address

  • Activation takes approximately 5 business days. Once this time period passes, please contact Leah Westermann for further assistance.

  • Once you have been added to the system, Leah will send you an email with the Concur website and a link to a website with Concur FAQs. If you have additional questions, email her at leah.westermann@pennmedicine.upenn.edu to schedule an appointment on how to use Concur.

After you have been activated in Concur and understand how to use it:

  1. Fill out the form below to request a reimbursement.

  2. Create and submit an expense report in Concur, filling in all the relevant information and attaching both an itemized receipt and a list of people who attended the event, as well as a receipt of the total with tip, if applicable.

    1. Click here for a step by step guide to filling out Concur.

  3. If there are any issues with the Concur request, Rosemary Welsh will email you to work them out.

  4. It will take 4-6 weeks for you to receive a reimbursement check, but direct deposit will also be an option. 

  5. Important information per the Academic Programs office:

    1. Please make every effort to submit your Concur report as close to the expense as possible, not to exceed 30 days. If unforeseen events occur and your receipts are over 30 days, you must add a justification for the delay, i.e., studying for exams, out-of-the-country, clinics, etc.

    2. Reimbursement requests should be made in a timely fashion. Submissions exceeding 180 days may not be reimbursed per University policy.

    3. The name of the report must indicate the actual reason/business purpose for the expense. Each expense line item needs to have justification/business purpose AND the vendor’s name, even though there won’t be a red line on the left hand side of those particular boxes. Otherwise, the report will be sent back to you for this information to be added.

    4. For food purchases for meetings (food/snacks for more than one person), please choose “campus business meeting” for the expense type.

    5. If there are too many attendee names to enter, please add a word per line, such as “please” “see” “uploaded” “list”, and attach the list of attendees as a receipt.