The MatSE Financial Office assists faculty, staff and students with all University-related financial needs — from the processing of expenditures and reimbursements to the management of research and miscellaneous accounts.
- Group Meal/Meeting Form
- Lost/Unobtainable Receipt Form
- Non-Employee Information Form
- Non-Employee Travel Reimbursement Form
- PCard Authorization Form
- PCard Support Form - For each purchasing card purchase, this form and receipt will need to be uploaded into SAP CONCUR. When you open this form click the “edit” option to add your information.
- Personal Reimbursement Form
- PO/Order Request Form
- Proposal Submission Form (EMS - must be logged in to submit)
- Sole/Single Source Justification Form
- Postdoc New Hire Form
- Wage/Payroll New Hire Form
- Tax Exempt States and Forms (including tax exempt letter)
- Travel Reimbursement Form
*Please note that these forms are also available on guru.psu.edu
Purchasing Card (PCards)
Penn State Visa purchasing credit card
The Penn State Purchasing Card (PCard) is a Visa charge card that enables authorized Penn State employees to purchase certain goods and services and travel expenses directly from a supplier. It eliminates the need for additional paperwork (such as purchase orders and invoices) and it can be used for transactions up to a predetermined limit, which varies by employee. Shop OnLion should be used in lieu of the PCard whenever possible. Click here for MatSE PCard Policy and forms.
PO/Order Request Form
Purchase orders for over $2,000
Purchase Orders are for large ticket items.
- PO/Order Request Form
Used to request the purchase of item(s) over the PCARD limit ($2K) for educational/research purposes. Any purchase order request over $10,000 being ordered from a specific vendor, must have a completed Sole/Single Source Justification Form accompany the request. - Sole/Single Source Justification Form
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.
Employee Reimbursement
Reimburse individuals for work-related expenses
- Personal Reimbursement Form
Used to reimburse individuals for work-related expenses paid for with personal funds. Receipt(s) must be attached to form.
Non-employee Reimbursement
Payment or travel reimbursement
- Non-Employee Information Form
To be filled out by any non-employee receiving payment or travel reimbursement. - Non-Employee Travel Reimbursement Form
To be filled out by any non-employee receiving travel reimbursement.
Proposal Submission
Submitted to EMS
Submission of this form is required for all proposals, pre-proposals and white papers requiring an Authorized Organizational Representative (AOR) signature. Principal Investigators are highly encouraged to complete and submit this form no later than 3 weeks (15 workdays) prior to the sponsor’s due date. This form allows research administration staff to assess the level of support required for proposal preparation and compliance review. Please refer to the EMS Proposal Submission Timeline and the EMS Proposal Submission Guidelines. You must be logged in to submit this form.
Travel and Meal Expenses
Employee and visitor
Prior to traveling or hosting a meal and submiting expenses, please review: TRAVEL AND MEAL EXPENSE GUIDELINES AND TIPS
For additional travel information go to the Travel website
- Group Meal/Meeting Form
Use as supporting documentation to justify the business purpose and attendees for an 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. - Export Compliance Procedures
All foreign travel requires export control review prior to the start of the travel, regardless of PSU funding being used for the travel. - Travel Reimbursement Form CONUS or Travel Reimbursement Form OCONUS
Must be completed by any employee wishing to claim travel reimbursement when they are not the one personally preparing the ERS Report for submission.
Tax Exemption
Federal and State
*Please note that these forms are also available on guru.psu.edu