Claudia Cohen Hall Business Administration Services

Cohen Hall Forms
Please use the following for reference:   Administrator's Guide to FN/NRA Payments   Purchasing and Reimbursement Guidelines

Business Office FormsGovernment FormsTimesheetsPayrollOther HRAuthorization and Other Miscellaneous Forms


Business Office Forms for Payment & Reimbursement

**The Concur System should be used to reimburse all Penn faculty, students, and staff**

* Guest Travel Reimbursement (GTR) Worksheet (signed by traveler)   Adobe Format   Excel Format
**Please write the name of the account to be charged for the reimbursement on the top of the sheet**

* (For entertainment paid by guests with GTR worksheet) Entertainment and Business Meal Worksheet   Adobe Format   Excel Format

* Justification for Unusual Travel or Entertainment Reimbursement   Adobe Reader/Acrobat Format

* Reimbursement Justification Form (For Grants Only)   Microsoft Word Format

* Cohen Hall Miscellaneous Payment/Reimbursement   Microsoft Word Format   Adobe Reader/Acrobat Format

* For Reimbursements under $50 with no alcohol...   Petty Cash Voucher  

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Government Forms related to Payment & Reimbursement

* W-9 (required if new or new address)   Adobe Reader/Acrobat Format

* W-8 (required for payments or reimbursements for foreign national individuals)   Adobe Reader/Acrobat Format   W-8 Instructions

* Please refer to the Individual Service Provider Classification website for the most recent documentation and forms related to paying an individual.

* Foreign National Information Form (FNIF) with original signature   Adobe Reader/Acrobat Format

* Foreign Visitors Honoraria Eligibility Certification form (required in some cases)   Adobe Reader/Acrobat Format

* Foreign Source Income Form (for foreign individuals who performed work in foreign country)   Adobe Reader/Adobe Acrobat Format  

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Timesheets

* eTimesheets System

*Staff Timesheet   Microsoft Word Format

*Temporary & Student Worker Timesheet   Microsoft Excel Format

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Payroll

*A copy of the Social Security Card is Federally mandated of all newly hired, paid University employees, including faculty, staff, postdoctoral appointments, student workers, and temporary employees. If new hires do not have a Social Security number, please instruct them to obtain one as soon as possible and provide it to the Business Office so their employee record can be completed.

*Receiving your Pay at Penn: Info on Direct Deposit and ADP Aline Card http://www.finance.upenn.edu/comptroller/payroll/receiving_your_pay.shtml

*Post Docs are required to either elect or waive coverage via the Garnett-Powers website at https://clients.garnett-powers.com/pd/upenn/.

*Student Workers and Work Study Payroll Information

US Citizens & Resident Aliens

*Appointment Letter - This will be a letter, memo, or email from the chair that explains the person hired, their position title, length of time they will be working (when applicable), salary, and salary source.   Student workers and graduate students are also now required to have a letter, email, or memo from their supervisor which needs to be hand signed by the new hire.

*Personnel Information Form   Adobe Reader/Acrobat Format   Microsoft Word Format

*W-4 Form   Adobe Reader/Acrobat Format with original signature

*I-9 to be completed online New I-9(The school to select is "Arts and Sciences")

*Copy of Passport or Photo ID (Unexpired)

Copy of Social Security Card (If the new hire does not have an SSN Card, provide a copy of the Receipt of Application from the Social Security Office)

*Voluntary Self-Idenfication Form (Optional)   Adobe Reader/Acrobat Format

*Direct Deposit   Login with Pennkey and Password to signup for or update direct deposit info.

Copy of Permanent Resident Card and Foreign National Information Form (For Resident Aliens)

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Non US Citizens

*To discuss tax treaty eligibility, Foreign Nationals should visit the Payroll Tax Office located at 3451 Walnut Street in Room 308 at the commencement of their appointment. Treaty Benefits WILL NOT be granted if an individual does not have a valid Social Security or Individual Taxpayer Identification number.

*Foreign Visiting Scholars are required to have health insurance during the entirety of their stay. Therefore, they must either elect or waive coverage via the J Visa Scholar Benefit Plan Portal at https://clients.garnett-powers.com/vs/upenn/". If the individual is waiving coverage, the Foreign Visiting Scholar must provide a certificate/proof of insurance coverage for the duration of the appointment. Foreign Visiting Scholars must also complete and sign the Foreign Visiting Scholar Coverage Worksheet.

*Appointment Letter - This will be a letter, memo, or email from the chair that explains the person hired, their position title, length of time they will be working (when applicable), salary, and salary source.  Student workers and graduate students are also now required to have a letter, email, or memo from their supervisor which needs to be hand signed by the new hire.

*Personnel Information Form   Adobe Reader/Acrobat Format   Microsoft Word Format

*W-4 Form   Adobe Reader/Acrobat Format with original signature

*I-9 Form   Adobe Reader/Acrobat Format

* Foreign Visiting Scholar Coverage Worksheet

*Proof of Health Insurance for J-1 Visa Holders (certificate of insurance outlining coverage and terms)

*Copy of Social Security Card (If the new hire does not have a SSN yet, copy of the Receipt of Application from SS Office)

*Copy of Unexpired Passport with photo

*Copy of Visa with photo and I-94 Arrival/Departure Record   I-94 Printout

*Copies of Immigration Documents listed on Tax and International Operations

*Foreign National Information Form   Adobe Reader/Acrobat Format

*Voluntary Self-Idenfication Form (Optional)   Adobe Reader/Acrobat Format   Microsoft Word Format

*Direct Deposit Form (If Direct Deposit is desired)   *Direct Deposit   Login with Pennkey and Password to signup for or update direct deposit info.

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Other Human Resources Forms

*Request for Time Off Form   Adobe Reader/Acrobat Format

*Temporary Worker Sample Hire Letter   Microsoft Word Format

*For other human resources forms, look here:   Human Resources Forms Library

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Authorization and Other Miscellaneous Forms

*Inn at Penn Authorization Form   Adobe Reader/Acrobat Format   Microsoft Word Format

To book a room at the Sheraton:   Please call (888)-627-7071 and ask for the UP rate plan (SET # 4309) and request to pay via 'company guarantee bill.'
*Sheraton University City Hotel Authorization Form   Adobe Reader/Acrobat Format   Microsoft Word Format

*Copy Card Request Form   Adobe Reader/Acrobat Format   Microsoft Word Format

*Penn Card Request Form   Adobe Reader Web Form

*VPUL Request for the Use of Facilities /Event Services Request Form

*Club Quarters Information

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