Updated September 2026
Section 1: Overview
Financial Services Team
The Financial Services Team (FST) manages the budgets of all student organizations under Penn Student Government (PSG); this includes the Undergraduate Assembly (UA), the Nominations & Elections Committee (NEC), the Student Committee on Undergraduate Education (SCUE), the Social Programming and Events Committee (SPEC), and student groups funded by the Student Allocations Commission (SAC). The FST is located in the Office of Student Affairs (OSA), Suite 200 Houston Hall and consists of an Associate Director of Finance & Administration and four Financial Coordinators (see Directory at end).
Each student organization is assigned a primary Financial Coordinator (FC). This individual is responsible for executing all financial transactions for their respective groups. They can provide guidance on big picture budget performance and OSA policies. However, it is the responsibility of the group to track event budgets and closely monitor spending throughout the year. If your FC is not in, please feel free to address your questions to any member of the FST. The name of your group’s Financial Coordinator is available via SAC ONLINE and you can find a comprehensive list on the FST WEBSITE.
Record Keeping
All student organizations are required to be good stewards of their funding by reviewing their financial records on a regular basis, maintaining a complete knowledge of OSA policies, and updating any leadership changes. Those currently in leadership roles are responsible for passing any group operations information to those stepping in to the role after them. Your FC is responsible for processing all your financial transactions and posting them to your account for your review; you are responsible for communicating with your FC and spending your funding appropriately.
Registration
All returning organizations are required to register with OSA through PENN CLUBS. Re-registration is available through the Fall semester and is a requirement for every group that uses University space and resources, including submitting a reservation through SPACE & EVENTS and LOCUST WALK BANNERS & TABLES. Only registered Undergraduate groups may be funded by the Student Allocations Commission (SAC). Registration for new groups occurs during the month of October.
SAC Online Budget Tracking System
SAC funded groups can submit funding requests as well as review their budgets via SAC ONLINE.
Group Treasurers (or role equivalent) must attend the STUDENT ORGANIZATION SUMMIT at the start of every new school year to obtain access to SAC Online. Only one member per group will have access at a time.
The Student Allocations Commission (SAC) is responsible for allocating student group budgets. SAC Liaisons will alert your group of funding awards, rejected funding requests, and be your point of contact for any appeals. SAC funded groups should direct all questions regarding budgets, carryover surplus or deficit, and/or SAC spending policies to their SAC Liaison or the SAC Advisor, Rodney Robinson. For SAC funded groups, please contact your
Financial Coordinator (FC) to correct an entry that has been placed in the wrong category, duplicated, or omitted. SAC Online is a helpful tool for tracking your group’s finances, but it does not replace record keeping by group treasurers.
Financial Training
The STUDENT ORGANIZATION SUMMIT is a requirement for all returning groups. Hosted in August, before group operations begin, group leadership is expected to attend each year. Those in the role or equivalent of President/Vice President will attend the Leadership Track. Those in the role or equivalent of Treasurer will attend the Operations Track.
We expect group Treasurers to review these Financial Guidelines carefully, ensure group operations follow policy, and pass along the information during role turnover.
*SAC funded groups are required to schedule an appointment with their FC before planning a large event or bringing a speaker or performer to campus to ensure all necessary documentation is in place.
All other student organizations should seek advice from their organization’s advisor and/or reach out to the OSA for guidance.
Financial Policies/Forms
Budgets and Budget Codes
1. Budgets/Fiscal Year
Budgets are allocated according to the University’s fiscal year and are meant to be spent in the year given. Financial business must be completed by the last day of classes each semester.
2. University Budget Codes
SAC funded groups with an operating budget have a budget code through which all financial transactions should be made. University departments can debit and credit this account with ease. Please have departments requesting your budget code contact your FC; the code will not be given directly to students. If you are unsure if you have a budget code, contact the OSA.
Student organizations are not allowed to have outside bank accounts or collect funds through cash management platforms. Discovery of outside accounts could result in the loss of registration status and University funding.
Section 2: Purchasing
Penn Suppliers
To ensure financial accountability and compliance with university policies, student groups are required to use only approved Penn Suppliers when purchasing goods or services for activities, events, or programs funded by the university or conducted under its name. Penn Suppliers have been vetted to meet institutional standards for quality, pricing, insurance, legal compliance, and ethical business practices. Student organizations must only make purchases through OSA’s Financial Services Team processes and should not engage unapproved vendors without prior authorization from the group’s assigned Financial Coordinator. Requests to use a non-approved supplier must be submitted in advance and include a clear justification for the exception. The opportunity to onboard a new supplier will be scheduled at the beginning of each semester. Failure to comply with this policy may result in loss of registration status, denial of future funding, cancellation of purchases, or other administrative actions.
Financial Coordinator/Budget Codes
Groups must work with their FC to make all payments/purchases before their planned events. FCs will use your group’s budget code for processing.
Payments by Credit Card
The University of Pennsylvania Purchasing Card Program offers multiple types of credit cards for the use of university staff and students. In the OSA STUDENT PROGRAM CARDS (SPCards) can be issued to students. Staff are Purchasing Card (PCard) holders.
1. Student Program Cards (SPCards)
Reserved for groups with substantial revenue and frequent purchase needs. SAC funded groups must first have received approval from their Financial Coordinator before applying. Request the application information from your FC.
In short:
- Complete the Student Program Card training course in Workday and screenshot your quiz results page (must score 100% to pass).
- Send the screenshot of your results and the OSA SPCard Info Sheet to your
- Once your FC has confirmed receipt of these items, you may complete the online JP Morgan Chase credit card application.
Important Notes about the SPCard:
- The card is in an individual’s name and may be used by that individual The card is not transferable.
- The card may not be used for personal
- The maximum single purchase amount is $500. You may not split a charge into two transactions to get around this limit. See your FC to make larger purchases.
- Report all purchases to your FC by emailing them with the details of the purchase immediately, then follow up with the documentation by filling out a PCARD REPORT FORM and attaching the receipt within 48 hours
- Prohibited purchases include but are not limited to gas, alcoholic beverages, gift cards, payments to individuals, shipping (see your FC for the correct process), and When in doubt, consult the SPCard policies or your FC to determine whether it is appropriate to use the SPCard for a given purchase.
- PaymentNet is the web platform for reviewing purchases and disputing transactions. You are encouraged to go into PaymentNet on a weekly basis and enter notes describing each purchase.
- Your SPCard will be canceled for improper use and/or delinquent reporting. Disciplinary action and the forfeiture of your group’s budget may also occur.
2. Purchasing Cards (PCards)
Your FC can use their PCard for the purchase of tax-free items with a total dollar value under $3000. Please speak with your FC about the purchase to make sure the PCard is the appropriate purchasing method for that item and find out how they prefer to complete the transaction. It is imperative that your FC receives all documentation of the sale—invoice, receipt, packing slip, etc. and a completed PCard Report Form.
Payments by Purchase Order (PO) and Non-PO
There are two methods for issuing payments by check or electronic transfer to entities outside of the University. A Purchase Order, more commonly referred to as a PO, and a Non-PO Payment. Please begin the process for either payment method by completing the FST’s PAYMENT REQUEST FORM.
Student organizations can only use approved Penn Suppliers. Requests to onboard a vendor as a Supplier will be accepted during the dedicated time at the beginning of each semester. This process takes time and requires input from the supplier – please plan ahead!
1. Purchase Order
A Purchase Order (PO) is a buyer-generated electronic document that authorizes a purchase transaction for the University. After the PO is created, an invoice is submitted to Accounts Payable for the goods/services and payment will be issued to the supplier.
University policy mandates that a purchase order must be issued before goods and services are provided. Only authorized University staff members can commit funds from a university account. Arrangements made between a student and a supplier without obtaining a PO may result in personal liability for the student.
Purchases of $10,000 or more require another level of approval. Please contact your FC well in advance of when services or items will be needed for more details on this process.
If your organization requires major office supply expenditures, you should order them through your FC. The University has a contract with WB Mason and receives a sizable discount on their catalog prices.
You can search the WB Mason website online and provide the item number to your FC.
All catering (food delivered, set-up and served by the vendor), must be processed through your FC before the event takes place—a PO must be issued. POs can only be processed for caterers that are on the Purchasing list of approved caterers.
2. Non-PO Payment
The Non-PO payment process is used for vendors that are not PO suppliers in the University’s financial database. An invoice is required.
Payments to Individuals
Payments to individuals for performances or services are made by direct deposit or check and mailed directly after services have been rendered. Student groups must use Penn-approved professional service providers for specialized services, including but not limited to DJing, photography, videography, entertainment, and similar contracted services. Students may not be hired or compensated to provide these professional services for university-funded or university-sponsored activities unless they are engaged through an approved university process and authorized in advance. This policy ensures compliance with procurement, insurance, tax, and risk management requirements while maintaining consistent standards of professionalism and accountability. Requests for exceptions must receive prior approval from your Financial Coordinator before any service is arranged, or payment is made.
Should a group want to engage an individual that is not in our systems, they can do so during the dedicated time at the beginning of each semester. It can take four (4) weeks or longer to process these payments, so please notify your FC as soon as you have identified the individual who will be compensated by completing the Payment Request Form. This includes speakers, performers, DJs, caterers, photographers, and all others who will render some service. Please note that all payments to individuals who provide their service in Pennsylvania but reside outside of Pennsylvania will be taxed according to PA Act 43.
1. Payments to Penn Affiliates
Penn Faculty and Staff hired to provide a service for a student organization must be paid through Workday. Any engagement of a Penn affiliate must be initiated before the service takes place.
- Step 1 – Reach out to your Financial Coordinator tell them who you would like to hire and for what service/program.
- Step 2 – If the individual can be hired, your FC will respond with an Offer Letter to be completed and These documents can contain sensitive information so please give them back to your FC either in-person, through an encrypted email, or via Secure Share.
- Step 3 – Once the forms have been received and reviewed the position will be created the Faculty or Staff member will be assigned the position.
*This process is only for Penn Faculty and Staff. Students cannot be hired by student organizations for professional services however, if a student is hired by a department for a Student Worker position, that department’s hiring manager will work with the individual to onboard into Workday.
2. Limited Engagements: Payments to Non-Affiliates under certain circumstances
If an approved individual is providing a service of an academic nature, short duration, and/or low dollar amount ($5,000 or less per transaction; $5,000 per calendar year max), the Limited Engagement form is required, and payment will be processed as a Non-PO (see previous section). Please use the paperwork below that applies to the individual’s citizenship status. Individuals who have not been paid by Penn before will need to complete supplier registration. This process takes time and requires input from the individual – please plan ahead! For individuals who do not meet these criteria (e.g., instructors, directors, choreographers), please see the next section on Independent Contractors.
For US citizens who are not Penn-affiliated for a one-time service:
- Contract (see following section on Contracts for more details)
- Limited Engagement Form completed
- Invoice (this may be written on the contract if applicable)
- *Reminder* Payments to individuals who provide service in Pennsylvania but reside outside of Pennsylvania will be taxed.
For non-US citizens who are not Penn-affiliated for a one-time service:
- Contract (see following section on Contracts for more details)
- Limited Engagement NRA – Non-Resident Services Performed in the US
- Limited Engagement Form -Global Services performed Outside of the US
- Invoice (this may be written on the contract if applicable)
- *Reminder* These payments will be taxed at a 30% rate or may not be eligible for payment depending on Visa classification. Please see your FC if you have any concerns.
3. Independent Contractors: Payments to Non-Affiliates for All Other Services
Independent Contractor services are services provided by an approved individual doing business with the University as a supplier of general goods or services. The University has the right to specify the results to be accomplished, but not the means and methods by which those results are accomplished. Independent Contractors are not supervised, have control over their work schedule, have a set of skills not found elsewhere within the University, and provide the same or similar services to the public as part of a continuing trade or business. The University does not withhold income tax from payments to Independent Contractors.
To begin the classification process for Independent Contractor status, begin with submitting a PAYMENT REQUEST FORM. If the individual is classified as an Independent Contractor they will be paid with a purchase order (PO – see previous section for more details on POs). The process to onboard the individual as a PO vendor only takes place once; your FC can determine if the individual is already established as a PO vendor. If not, the Purchasing department will send the individual a form to complete. They must return this to Purchasing in order for the payment process to proceed. Once they have been added to the system as a PO vendor, a purchase order will be issued, and an invoice will be submitted to Accounts Payable in order to have a check sent to the individual.
Travel & Entertainment
The University has multiple methods by which travel and entertainment purchases can be made without having to use personal funds. The matrix below indicates the rules for the most common types of expenses.
| Airfare | Conference Registration | Taxi, Bus, Amtrak, & SEPTA | Car Rental | Food (Delivery) | Food (Catered – Someone serves food) | Office Supplies (Paper, binders, pens, etc.) | Event Supplies (Paper plates, cups, etc.) | |
| Purchasing Card | X | X | X | X | ||||
| Student Program Card | X | X | X | X | ||||
| World Travel | X | |||||||
| Purchase Order | X | X | X | X | ||||
| Enterprise | X |
If you are unsure if a purchase can be made with your card, refer to the online training you completed. SPCard holders can refer to this short list of authorized and un-authorized SPcard purchases. PCard holders can also refer to the Commodity Matrix.
1. Train and Air Travel
Reservations for train and air travel for members of your group or guest speakers/performers can be arranged with the assistance of your FC.
- For air travel, arrangements can be made through World Travel at http://cms.business-upenn.edu/penntravel/make-travel-reservations.html.
- Once you complete the reservation, a copy of the itinerary will be emailed to the Associate Director of Finance and Administration for approval. Please let your FC know as well.
- For Amtrak train travel, use your SPCard or see your FC to make the purchase using their
NOTE: Only coach air and rail fares are appropriate.
2. SEPTA fare
SEPTA one-way or two-way trip passes can be purchased by FC’s via for an online purchase, minimum purchase quantity is 50 passes shipping and handling is extra.
3. Chartered Buses
Please contact Penn Transit for charter bus information
4. Car Rental
All drivers (even if using personal car) must also take the driver safety course offered by the University.
- To complete the required Driver Safety training at upenn.edu.-Log in with PennKey and click the menu in the upper left corner, select “Learning”-Select “Browse Learning Content”-Search for training name “Fundamentals of Driver Safety”. If you rent a car on your own, you will not be reimbursed for any personal insurance.
- Cars should be rented through Enterprise/National using the web portal (rental age 21). Please use the Direct Bill option so payment can be made using a University Purchase order. A purchase order must be obtained prior to making the reservation. Create a “mock” reservation to receive a dollar amount and upload the request to the FSC Payment Request form. Please see guidelines on the Travel website.
5. Driving your own car
If you are driving for your organization, for business reasons, you must also take the driver safety course. You can be reimbursed for car mileage through Concur.
6. Hotel
Local hotel accommodations can be made for your guests. University departments and student organizations receive a discount rate at the Inn at Penn and at the University City Sheraton. Check with the hotel about availability and then ask your FC for an authorization form. *Your university budget code will be billed directly.
7. Pre-Payments
Conference Registration can be pre-paid with a university credit card. You will need to furnish complete documentation—original registration for and invoice. Registration fees should be paid by PCard whenever possible. Please see your FC if a check is required.
Section 3: Reimbursements
The University of Pennsylvania’s Travel and Expense Management and Reporting system is called Concur. The Travel website has training manuals with step-by-step guides to assist you. You can also call the University’s Concur help line 215-746-HELP at any time to request assistance with your expense report.
Guidelines
Reimbursement requests are eligible only for expenses approved in advance by your Financial Coordinator. Expenses totaling $500 or less will be considered for approval. Any single or combined expense exceeding $500 as well as any prohibited expense will not qualify for reimbursement. Student organizations must obtain approval before using personal funds for any expenses. If an expense is more than $500, groups should work with their Financial Coordinator to utilize Penn Suppliers. All reimbursement requests must include appropriate supporting documentation, such as itemized receipts and proof of payment, and must be submitted within 10 days of purchase. Exceptions will not be granted unless authorized by your Financial Coordinator before using personal money for any expense.
Reimbursements will be made by Direct Deposit to your bank account.
- Processing time is five to seven (5 to 7) days from final approval
- You can check the status of your reimbursement in Concur at any time.
Non-Reimbursable Expenses
- Single or combined expenses that exceed $500 will not be eligible for
- Sales tax must be itemized and marked non-reimbursable from all non-travel/entertainment, and food
- The University will NOT reimburse you for payments made to individuals for services (DJ, photographer, musician, ) or honoraria (speaker). Ask your Financial Coordinator how these payments should be made.
- Receipts over 60 days old may not be Please process receipts in a timely manner.
- Gifts/Prizes: You will not be reimbursed for purchases of gift cards for students, staff, faculty, or speakers, etc. This includes prizes that are given for a competition or as door prizes. Cash prizes may be awarded to winners of competitions; they must submit a W-9 form.
- Items purchased from Amazon: Amazon is now a Penn Marketplace Supplier and any purchase needs to be made with your Financial Coordinator.
Guest Travel Reimbursement
Guests can be reimbursed for travel if they are not receiving a speaking fee, through the NON-PO payment process.
Please complete the Payment Request form with the speaker’s information along with a completed GTR Worksheet and their receipts so they can be on-boarded into the Penn Marketplace.
Section 4: Contracts
Contracts that your student organization may encounter include those used to pay speakers, performers, or vendors who are providing you with services or goods.
Guidelines
No student may sign a contract on behalf of their organization.
- All contracts for venues, lectures, performances, conferences and services sponsored by student organizations must be reviewed by the Office of Student Affairs and signed by the Procurement Office through your organization’s advisor. Contracts must be submitted to your FC at least three (3) weeks BEFORE the event.
- You will need to see your FC to arrange for payment—they will need the following documents to process payment:
- A copy of the fully executed contract, meaning fully edited to fit the needs of your organization per recommended guidelines (below).
- See previous sections on Payments by Check or Payments to Individuals for more details.
Best Practices
- If possible, create an all-inclusive contract, meaning your payment includes costs to cover hotel/lodging/travel fees, that way you are not making any travel arrangements for them.
- Remove requirements that go beyond what is necessary – examples: alcohol in dressing rooms, excessive food/accommodations, etc.
Section 5: Deposits
Collecting Revenue
Student organizations must use the approved platforms, Ticketleap or Eventbrite, to collect revenue for events, programs, and other items or activities. Types of collections include performance/program ticket sales, event entry fees, registration fees, member dues, subsidies, and merchandise sales. You must work with your Financial Coordinator to set up a business account on the approved platforms using the university’s tax and banking information as well as include the FC as an account user/additional contact for payout notifications and reports; you must not use your personal information for set up. The use of outside banking accounts, personal payment applications, cash collection systems, crowdfunding platforms, or other unapproved methods for collecting revenue is prohibited and may result in loss of registration status, delayed deposits, or other administrative actions.
Checks and Money Orders
Bring checks or money orders to your FC for deposit.
- Checks and money orders must be made out to the “Trustees of the University of Pennsylvania”.
- Put your group’s name in the memo portion of the check. Do not endorse checks (i.e. sign the back).
- Checks must be counted before they are brought in for deposit and arranged face-up in ascending order by dollar amount.
- We cannot accept checks after six months from the date on the chack.
- Groups will be charged $35 for any check that is returned by the issuing bank.
Wire and ACH Deposits
- Contact your Financial Coordinator for the university’s ACH information and instructions for those who would like to send an electronic payment.
- Any ticket sales or payments for events sponsored by a group with access to a university budget code or account or supported by a university office with such access must be conducted through a university managed office or via a merchant account (e.g. Ticketleap or Eventbrite)
- Revenues using third-party merchant accounts must have their funds deposited directly to the University of Pennsylvania bank account Please ask your FC for the University’s tax ID information to put on your
Budget Transfers
University departments must transfer funds to or from your account by journal entry. University checks cannot be deposited into your account. Please have the department contact your FC for the correct budget code to use.
Section 6: Fundraising
Vending & Profit Shares
The University vending policy permits vending by members of student organizations for the benefit of their organization. All collections from sales must be deposited into a university account.
Profit Shares with participating local organizations can be coordinated with the use of the university’s tax information. You FC can provide the university’s W-9 for an establishment to write a check or complete an electronic payment for profit payouts.
Gifts & Donations
All gift checks must be brought in and identified as ‘gifts.’ Please bring in all accompanying correspondence including the envelope if the check was mailed. The donor should also write a letter detailing the purpose of the gift. Bring gift checks to your FC to be deposited into your account.
Sponsorships
Groups may accept Corporate Sponsorships when the sponsoring business is:
- Providing a good that will be used as part of an activity hosted by the group (ex. A beverage that is distributed at an event hosted by the group)
- Paying directly for advertising space as part of an event (ex. Securing ad space in a program)
- Paying for a specific expense related to a mission-based activity of the group (ex. Paying for the food being provided for a conference)
Groups may not accept corporate sponsorship if:
- The payment (including goods and services) is linked to an advertising request the company is asking the group to make.
- This could include but is not limited to, providing a one-time payment for a group to advertise a product/business on social media and providing discounts to a student group if they direct business to their account.
Section 7: Directory
Financial Services Center
Heather Durham, Associate Director of Finance and Administration
hdurham@upenn.edu 215-898-0886
Danielle Crumb Fike, Financial Coordinator
crumb@upenn.edu 215-898-6795
Maura Dengel, Financial Coordinator
Dengel1@upenn.edu 215-898-0455
Desiree Micheaux, Financial Coordinator
desireem@upenn.edu 215-898-0601
Angela Reason, Financial Coordinator
areason@upenn.edu 215-898-8114
Advising & Administrative Staff
Katie Hanlon Bonner, Executive Director Advisor to UA, NEC, SCUE
hanlonkj@upenn.edu 215-898-2753
Michael Sievers, Administrative Assistant sieversm@upenn.edu 215-898-6533
Gabriel Marenco-Garcia, Associate Director Advisor to SPEC, the First Year & Sophomore Class Boards, and contact person for Family Weekend
marencog@upenn.edu 215-898-4340
Rodney Robinson, Associate Director
Advisor to SAC, the Junior & Senior Class Boards, and the PENNacle Pre-orientation Program
rodneyr@upenn.edu 215-898-5339