Student Groups

Budget

To request a copy of, or discuss your budget, please contact your advisor or Kim Marker at kimarker@seas.upenn.edu. Be sure to communicate to PEFS when you are expecting additional funding from any other source including: other schools, donors, gifts, etc.

Email

Catering

Guidance: Catering Order

1. Place Order with Penn Approved Caterers
2. Email Vendor Invoice to PEFS@engineering.upenn.edu and provide the account to charge.
3. PEFS will respond by providing the Purchase Order (PO) number.
4. Vendor submits the final invoice to Accounts Payable for payment.

*Student groups should only use Penn-approved caterers.

Penn Approved Caterers

Ordering Supplies

Guidance: Ordering Supplies or Using Outside Vendors

1. Supplies purchased from non approved vendors are not tax reimbursable unless PEFS@engineering.upenn.edu places the order for you. Contact PEFS@engineering.upenn.edu for a list of vendors, if the desired vendor is not Penn approved, PEFS will set them up in the Marketplace as a vendor prior to booking your event or placing an order.
2. Identify supplies and vendor including:
   1. Vendor Name
   2. Item number and description
   3. Quantity
   4. Unit Price
   5. Shipping location
3. Submit the requisition directly through Marketplace or to PEFS@engineering.upenn.edu
4. PO Vendors submits the final invoice to AP for payment, this is an agreement made with Accounts Payable when they agree to be a PO Vendor
5. Invoices for non PO vendors should be submitted to PEFS@engineering.upenn.edu prior to the event, we will set the vendor up in the Marketplace for payment.

*Student Groups should only use Penn Marketplace to order supplies.

Guidance: Ordering Amazon Supplies

1. Identify the item required on Amazon
2. Send an email to PEFS@engineering.upenn.edu containing:
   1. Amazon item description and link
   2. Quantity
   3. Price
   4. Shipping location
3. PEFS will complete the transaction and respond with order information

Penn Marketplace

Travel and Reimbursement

Use the links below to complete travel-related reimbursements. Reimbursements for the items below should be routed through Concur.

• Taxis
• Travel
• Off Site Restaurants

Reimbursements  PEFS Travel Guidance

Contact Information

Student Group Leadership must provide PEFS with contact information for:

• Group Advisors
• Treasurers
• Any individuals approved to make purchases on behalf of the student group.

Event Approval

Event Safety

No event that can cause bodily harm will be reimbursed. These events include axe throwing, gun range, etc. If you think that your event is potentially dangerous, please contact kimarker@seas.upenn.edu for guidance.

Gift Cards

Student Groups cannot purchase gift cards and give them as gifts, awards, prizes or tokens of appreciation.