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2359 Travel and Entertainment

Meals and entertainment.

This policy provides guidelines with regard to the purchase and reimbursement of meals and entertainment when traveling or entertaining on behalf of the University.

April, 2015

April, 2023

This policy applies to the procurement of meals and entertainment by and for all faculty, staff, students and postdocs traveli ng and entertaining on behalf of the University and seeking reimbursement for related expens es from the University regardless of the funding source.

Faculty, Staff, Student, PostDoc Responsibility

It is the responsibility of every Penn representative to act in a prudent and reasonable manner when entertaining on behalf of the University. Penn representatives are expected to be familiar with the meal guidelines listed below, to abide by those guidelines and to retain and submit itemized receipts for meals of $25 or more.

Full responsibilities of approvers can be found in Policy #2352 .

Reimbursable personal meals are defined as individual meal expenses incurred when traveling on an out-of-town business trip. Consistent with IRS guidance, reimbursable personal meal expenses are those incurred on business trips requiring an overnight stay. Travelers will be reimbursed for personal meal expenses, provided they are documented and reasonable. Meals should be taken at the most economical restaurant fitting the occasion.  

• Me al r e i m b urs e m e nts, as a ge n e ral rul e , shou l d not e xc ee d the a pp li ca b l e f ede ral d ai l y pe r d i e m m e al rat e ( US Per Diem Rates , Foreign Per Diem Rates ) . It i s a c c ep t a b l e to use the f ede r a l m ea l pe r d i e m rate i n l i e u of c l a i m i ng actual m e al costs. These federal rates drive the per diem rates in the Concur-TEM system. Schools, Centers and departments may restrict the use of per diem meal reimbursements at their discretion.  
• Wh e n not using the m e al pe r d i e m rat e s, any m e al that costs $ 2 5 or more must b e su pp o rt e d b y or i g i n al i t e miz e d r e s t aurant r e c e i p ts. Schools, Centers and departments may establish more strict requirements for receipt submission at their discretion.  
• If a m e al i s p rov i de d b y a conf e r e nce a s p art of the conf e r e nce f e e and a trav e l e r e l e cts to p urchase a m e al in depe n de nt of the conf e r e nc e , such m e a l s w ill b e cons i de r e d a pe rsonal e x pe nse and will not b e r e i m b urs ed.  
• Al coh o l i c be v e ra ge s cons u m e d whi l e trav e l ing will n ot b e r e i m b urs e d un l e ss p urchas e d i n con j unct i on w ith n e c e ssary b u s i n e ss e nt e rta i nm e nt. A l c ohol i c be v e ra ge s cannot b e r e i m b urs e d from f ede ral g rants or contracts.  

Per Diem Traveler Meal Reimbursement

A p er d iem is an allowance amount d etermi n ed using the U . S . governm e nt tables to cover meals and i n ci d entals w h ile t raveling for b usiness p ur p oses. Per d i em amoun t s are p u b lished b y the G eneral S ervices A d ministrat i on ( GS A) and a r e s p ecific to major cities and built into the Concur- TEM system.  

• Reimbursement on a per diem basis for meals is to be used only where permitted by the traveler’s School or Center and only on travel that includes an overnight stay. Meal receipts are not required when using a per diem rate, but travelers must be able to demonstrate that the trip or stay did occur.  
• T ravelers cl a iming reim b ursement on a p er d iem b asis must u se this me th od for the entire tri p .  
• Domestic pe r d iems are set b y the U. S . governme n t once a y ear. Foreign p er d iems can c hange on a monthly b as i s d ue to cur r ency fluctua t ions. Foreign p er d iems for the mont h s traveled are ex p ected to b e use d .  
• Clicking here for US Per Diem Rates  
• Clicking here for Foreign Per Diem Rates  
• If a traveler i s claiming p er d iem and entertains other traveler s on b ehalf of the Universi t y d uring that tri p , they may su b mit that b usiness m e al recei p t for reim b urse m ent p rovi d ed the d aily p er d iem amou n t is reduced .  
• If a meal is p rovi d ed by a conference or meeting host and the t r aveler is claiming p er d iem, a d e d uction in the p er d iem amount s hould b e ma d e as well. A meal p rovi d ed b y a common carrier (such as an airline) or a c om p limenta r y meal p rovi d ed b y a ho t el d oes not affect the p er d iem calculation .  
• Domestic a n d foreign p er d iems are a d justed for t he first and last d ay of t r avel. T h o se p er d iem calculations are equival e nt to 75% of the full d aily p er d iem.  
• For p er d iem p ayments t o non-U. S . ci t i z ens who have b een invi t ed to the Penn cam p us, f ollow the gui d elines un d er Policy No. 2362 – Non-Employees, Companies and Non-Resident Aliens .  
• Per diem policy only applies to meals.  T he Un i versi t y d oes not reim b urse lo d ging on a p er d iem b asis. Actual lo d ging recei p ts are require d .  

Business Meals

Bus i n e ss m e a l s are m e a l s w i th a c l e a r ly su b stant i at e d b us i n e ss p ur p ose a n d are d i r e ct l y a ssoc i at e d w i t h the act i ve con d uct of U n i v e rsity b us i n e ss. A t a b us i n e ss m e al, the bu s i n e ss d i scuss i on i s the p r i mary p ur p ose of the m e a l . E x am p l e s of b us i n e ss m e a l s i n c l u d e m ee t i n g s w i th b usin e ss assoc i at e s, p rof e ss i onal c o l l e a g u e s, stu de nts and oth e rs at wh i ch a b ona f i d e b us i n e ss d i scuss i on tak e s p l ac e .  Business meals should adhere to the following rules:  

• B us i n e ss m e a l s or e nt e rta i nm e nt costs wh e re the b u s i n e ss p ur p ose i s to con d uct l oc a l , sta t e or f ede ral l o bb y i ng activ i t i e s must b e s ep ara t e l y i de nt i f i e d and char ge d to o b j e ct co d e 5 3 36 .  
• The frequency and number of local business meals should be limited. Acceptable reasons for local business meals include meals with a guest speaker, lecturer or recruits for prospective faculty, staff or students. These meals should be limited in terms of number of attendees and total cost. The cost of these meals should not exceed $60 per person for breakfast or lunch or $125 per person for dinner (including alcohol, taxes and gratuities) .  Business meals exceeding these limits must be approved by a Supplemental Approver. Additionally, any meal expense exceeding $150 must be approved by the head of the School or Center (or a designated representative).  Such meal expenses, and any meal at the higher range of the expense limit, should be restricted to business meals for recruiting or University giving. Schools, C enters and departments may establish lower per-person limits at their discretion. 
• For those i n s tanc e s wh e re employees, students or postdocs a re r eq u i r e d t o work d ur i n g normal m e al b r e aks ( e.g ., l unch hou r) , m e a l s or r e f re shm e nts w i th oth e r Pe nn co ll e a g u e s i n of f i c e s/ l a b s f or working mee t i n g s are acc ep t a b l e and cons i de r e d a r e i m b ursa b l e e x pe ns e .  
• T he num be r of pe rsons com p r i s i ng the g roup i nvol ve d i n the l oc a l b usin e ss m e al shou l d b e l i m i t e d to the host, the g u e st and two or thr e e oth e r Pe nn co ll e a g u e s or affil i a te s. If the p arty i s l ar ge r than thr e e or four pe o p l e , th e n a l e ss expe ns i ve r e st a urant shou l d b e chos e n.  
• Wh e n d i n i ng w i th oth e r e m p l oy ee s on an ou t -of-town tr i p , such as at a con fe r e nc e; or  
• Wh e n authoriz e d b y the d ep artm e nt f o r staff r e wa r d or r e co g n i tion.  
• No n -r e i m b ursa b l e ent e rta i nm e nt e x pe ns e s i n c l u d e p art i e s or m e a l s for b i rth d ays, w e dd i n g s, b i rths, a d m i n i strat i ve p ro fe ss i ona l ’s d ay or boss’s d ay.  
• Al coh o l i c be v e ra ge s p urc h as e d wh e n t r av e l ing on U n i v e rs i t y b usin e ss or d ur i ng l ocal b u s i ne ss m e a l s will b e re i m b urs e d only i f p urchas e d i n con j unct i on w i th n e c e ssary b us i n e ss e nt e rta i nm e nt.  
• Al coh o l i c be v e ra ge s a r e unal l owa b l e f o r i n d i r e ct cost al l ocat i on p ur p os e s. For all U n i v e r s i ty-s p onsor e d e v e nts at which a l coh o l i s s e rv ed , e . g ., m ee t i n g s, conf e r e nc e s, r e c ep t i ons, p art i e s, r e t i r e m e nts, fundra i s e rs, e tc., t he a l cohol c o sts must b e c ons i de r e d e n t e rta i nm e nt and char g e d to the “Alcohol” expense type .  
• Al coh o l i c be v e ra ge s that a re us e d for e nt e rta i nm e nt funct i ons i n Pe nnsy l van i a must b e p urchas e d i n Pe nnsy l van i a . For p ol i cy and p roc e d u r e s r e l at e d to the p urchase of a l cohol i c be v e ra g e s for l oc a l e v e nts, g o to the Procurement Services website .
• If alcohol is being served at a University-sponsored meeting, the alcohol must be charged to the Alcohol expense type, while the meeting expenses can be charged to the appropriate meeting related expense type.  
• When paying a performer for services rendered at an event (e.g., a pianist or vocalist), the performer must be paid as an independent contractor through AP Disbursements. These individuals cannot be paid directly by a University employee. View more information on how to pay independent contractor .

• Make Travel Reservations Faculty, Staff, Students and Visitors
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News & Announcements

New visual theme for sap concur travel and expense.

SAP Concur will be updating the visual theme of your signed-in web experience for SAP Concur Travel and Expense. Starting March 4th, 2024, the next time you sign into your SAP Concur account, you will see a refreshed look and feel.

• Read more about New Visual Theme for SAP Concur Travel and Expense

Virtual Travel Learning Series 'Lunchtime Layover' next session: Thursday, May 9, 2024

Penn Travel Services' Lunchtime Layover showcases a University preferred travel supplier. The monthly virtual sessions are an opportunity to learn about discounted rates, services, and benefits Penn Traveler's receive from Penn's various preferred suppliers.

• Read more about Virtual Travel Learning Series 'Lunchtime Layover' next session: Thursday, May 9, 2024

Real ID Deadline Extended to 2025

Beginning May 7, 2025, the U.S. Department of Homeland Security will begin to officially enforce the REAL ID Act of 2005.

• Read more about Real ID Deadline Extended to 2025
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Booking Travel is as easy as clicking one of the icons below!

Best practice:.

Use the on-line booking tool, Concur.

• Airfare is charged to the University BTA credit card and allocated to your department each month
• Penn discounted rates are automatically applied
• Individual preferences and travel vendor frequency programs from your Concur Profile are applied to your reservations

Group Travel :

To arrange group travel, for ten or more individuals, contact World Travel using the Higher Education Travel Request Form

A Penn Benefit :

Some Penn preferred travel vendors may offer discounted rates to members of the UPenn community on some of their services, for your personal travel needs. When making personal travel plans, identify yourself as a Penn affiliate and ask what type of discounts may be currently available. Proof of affiliation may be requested to obtain and use any discounts.

Student Health and Counseling: PennChart Transition

On January 9th, Student Health and Counseling transitioned to a single, unified electronic health record (EHR) by adopting PennChart, powered by Epic. To find out more about our new EHR and the new Student Health and Counseling portal, click here .

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The Student health and Counseling travel team offers travel consultations, travel immunizations, and completion of travel-related forms. We also see patients for evaluation of illnesses related to travel and routine testing for an exposure that may have occurred during a trip. We offer group and individual travel consultations. Students can schedule individual appointments 2-4 weeks before departure by calling  215-746-WELL (9355).   Please bring a copy of your complete travel itinerary to your visit. Make sure to upload any travel vaccines you have received in the past to your Wellness Portal prior to your visit. We will also ask questions regarding any ongoing medical conditions and any current medications.  

Travel Medicine: Frequently Asked Questions

In most cases, you do not need a consultation for travel in the United States, Canada, Western Europe, Australia, and Japan. The CDC Destination Tool can give you more information about your destination(s), including vaccine recommendations, food and water safety, insect and animal precautions, and safety concerns. CDC also has a helpful Before-You-Go Traveler’s Checklist .

Student Health and Counseling's travel staff can help determine if you need a travel consultation. Please call  215-746-WELL (9355) and press option 1 to speak to the medical team.

We recommend scheduling your travel consultation 2-4-weeks before your trip. This gives us enough time to have you fully vaccinated—especially for trips longer than 30 days. It also ensures that you will be able to have your travel appointment with us. Waiting until the last minute may make it difficult to be seen at Student Health and Counseling due to high demand for these appointments.

We can complete some of the many study abroad and visa forms. Penn Abroad uses an electronic health form that is sent to Penn students traveling with Penn Abroad. We will review the form and reach out to the student if we have any concerns. We can also complete  Penn Global health forms. Please bring a copy of the form with you to your travel consultation. A provider can also complete Wharton Leadership Ventures forms at your travel consultation, although many of these forms do not require you to be seen by a healthcare provider. Again, please bring the form with you to your appointment.

Outside study abroad agencies have their own forms. We can help with completion of these forms in most cases. Please call and ask to speak with a travel nurse for help scheduling, especially if your form requires a physical. Do not wait until the last minute to schedule. Depending on the time of year, we may not be able to schedule you on short notice. Please bring any outside forms with you to your appointment. We do not have access to study abroad forms at our office. Visa forms that require completion by a “civil surgeon” cannot be completed at our office. We are happy to help with other official forms, but you must bring the form with you to your appointment. 

Visit the CDC Destination Tool and type in your destination. You will see a list of recommended vaccines. Compare the recommendations to your own vaccine records that you may view through your Wellness Portal . We are happy to help if you are unsure about your vaccine history or the length of effectiveness of a particular vaccine. Please call  215-746-WELL (9355) and press option 1 to speak to the medical team.

Routine vaccines are scheduled vaccines given to everyone in the United States based on their age, health condition, or other risk factors. Many of these will fall under your university immunization requirements. A required vaccine is one that travelers must have in order to enter a country, based on that country’s regulations. Sometimes yellow fever, meningococcal, or polio vaccines may be required. Recommended vaccines for travel are those that we give to protect your health, even if not required for entry.

*Remember: Penn has immunization requirements for all full-time students. Before our team administers travel-related vaccines, you should be up-to-date with your University requirements. For information on how to upload your vaccine documentation, visit Wellness'  Immunization Requirements  page.

The Yellow Fever vaccine provides immunization against Yellow fever, a virus transmitted by mosquitos in parts of Africa and South/Central America. The vaccine is a live virus vaccine that has a proven record of safety and effectiveness. Because it is a live vaccine, it cannot be given to pregnant travelers or some travelers with immune system deficiencies such as cancer, HIV, age > 70, or medications that suppress the immune system. There is an increased risk of severe vaccine reaction in these patients. This vaccine cannot be given within 4 weeks of other live virus vaccines (MMR and varicella are the most common). This vaccine should be given 10 days or more before arrival at your destination. Proof of vaccination may be required at your destination (check the  CDC Destination Tool ). We will provide you with an International Certificate of Yellow Fever Vaccination or “yellow card”. The vaccine and the yellow card are good for the rest of your life.

If you are on the Penn Student Health Insurance Plan (PSIP), your travel consult and vaccines are both covered. If you are a full-time, undergraduate student at Penn or a graduate student and have paid the Clinical Fee , there is no charge for the travel consultation, but you will have to pay for your vaccines. If you have outside insurance, you can submit the receipt to your insurer for possible reimbursement. Coverage for travel-related vaccines varies by insurance carrier. 

View Student Health and Counseling's current vaccine costs . 

Please bring your complete itinerary and any updated vaccine information. Knowing your exact destinations helps us tailor our recommendations to your itinerary. This may include malaria prophylaxis or prophylaxis for altitude sickness. 

In general, you can drink the tap water in the US, Canada, Western Europe, Australia, and Japan. There are other countries where you can drink the tap water in major cities, but not rural areas (ie. South Africa). Drink bottled beverages if you are unsure (and make sure the seal is intact before drinking). You can check the CDC travelers’ destination page for information about the risk of traveler's diarrhea at your destination and other advice on food and water safety. 

Traveler's diarrhea is the most common and predictable travel-related illness. Eating street food, drinking tap water, using ice cubes, or eating uncooked foods like fruit and raw vegetables are common causes of traveler’s diarrhea. Don’t forget to wash your hands and watch what you eat and drink. A good rule of thumb: boil it, cook it, peel it, or forget it. 

Self-care should include rehydration with fluids, including electrolyte replacement solutions (Gatorade powder packets). Eat bland easily digested foods, for example, the BRAT diet: bananas, rice, applesauce, toast. You can bring loperamide (Imodium) or Pepto Bismol for self-treatment of diarrhea. These are both available over the counter (no prescription needed). Use caution with Imodium—it may cause constipation. Pepto Bismol may temporarily turn the tongue and stool black.

If you are traveling to a country with a moderate to high risk of traveler's diarrhea, you should consider bringing an antibiotic for self-treatment. This prescription will be provided at your travel consultation. 

Seek medical treatment if your symptoms last more than three days and do not resolve with self-care or antibiotics or if you develop a high fever (temp >101 F). Penn travelers can always call International SOS (ISOS) for assistance. International SOS is available 24/7 to provide medical or security consultation and referrals. ISOS will activate your insurance coverage if needed, using the contact information below: 

• 1-215-942-8478
• 1-800-523-6586 (overseas)
• [email protected]

If traveling to a region with many mosquitoes/insects, the CDC recommends using an insect repellent product with DEET 25% or Picardin 20%. These products are effective for up to 10 hours after applying to exposed, intact skin. You can also use permethrin, a chemical insecticide, on clothing to help repel insects. Spray permethrin on clothing or gear (not skin) 48 hours before packing. Permethrin is available in camping stores and will remain effective for at least 2 weeks even if you wash the garment. Mosquito precautions can also help prevent diseases transmitted by ticks, sandflies, and other arthropods. Try your best to avoid bug bites.

If you are traveling to a malaria endemic area (view the  CDC malaria map ), you should sleep indoors. If there are mosquitos inside your accommodations, you should sleep under a bed net. There may also be a recommendation to take malaria prophylaxis depending on your specific geographical location within a country. The kind of anti-malarial medication prescribed will depend on your destination and health history. 

Animals bites are common in many parts of the world. Monkeys and stray cats and dogs are especially problematic. Practicing avoidance of animals is important. Some countries may have shortages of rabies vaccine and immunoglobulin necessitating evacuation for emergency treatment of an animal bite. Use caution around strays. Do not try to pet them and do not offer them food. If an animal bites you while traveling, wash the bite thoroughly with soap and water and call International S.O.S for assistance. Penn travelers can always call International SOS (ISOS) for assistance. International SOS is available 24/7 to provide medical or security consultation and referrals. ISOS will activate your insurance coverage if needed, using the contact information below: 

• [email protected]  

Do not wait until you return home. Rabies vaccine and immunoglobulin must be administered promptly to prevent spread of the virus. 

We offer rabies pre-exposure vaccine to those traveling to remote locations or those planning to live overseas in high-risk areas. The pre-exposure series is two rabies vaccines given one week apart. This can buy some time after a bite and may prevent the need for evacuation. If bitten, you will still need to see a health care professional for two booster doses of vaccine, but you will not need immunoglobulin which is expensive and difficult to find. The best treatment for animal bites is avoidance.

Most people tolerate altitudes up to 8,000 feet. The risk of altitude sickness increases at elevations higher than 8,000 feet (approximately 2,500 meters). The most common form of altitude sickness we see is acute mountain sickness (AMS). The symptoms include headache, malaise, fatigue, and nausea and generally lasts for three days. The symptoms slowly improve as your body adjusts to the altitude. AMS can worsen into more severe forms of altitude sickness: high altitude cerebral edema (HACE) and high altitude pulmonary edema (HAPE). The risk of becoming ill at high altitude is higher if you are sleeping at high altitude. The risk is lower if you are just climbing to high altitude and then returning to a lower altitude to sleep. There is no way to predict who is at risk for altitude sickness, but if you have had problems in the past, chances are you might again. If you have been to high altitudes without problems, you will likely be okay at a similar altitude.

Ascend gradually, when possible. The biggest risk is a sudden change in altitude, such as flying from sea level to 13,000 feet as you do with travel to Cusco, Peru. Avoid alcohol until you have adjusted to the altitude. Avoid sedatives like sleeping pills. Do not over exert yourself until you have had time to adjust to the altitude. Stay hydrated. Consider taking a prescription medication (acetazolamide) that can help offset the effects of high altitude and help speed acclimatization. 

Deep Vein Thrombosis (DVT) and Pulmonary Embolism (PE) can occur with long flights—more commonly flights >8 hours. Certain risk factors put you more at risk: oral contraceptives, pregnancy, cancer, recent injury, smoking, and obesity. Symptoms include leg or ankle swelling, followed by pain in the leg (calf or thigh). Blood clots in the leg can become dislodged and travel to the lungs where they cause chest pain and shortness of breath. Try to avoid inactivity by taking walks around the airplane. You can also do foot/ankle movement exercises while sitting to keep the blood flowing. Keep your legs uncrossed while seated and wear comfortable and loose-fitting clothing. Compression stockings can also decrease the risk and symptoms of DVT. 

Jet Lag is a temporary sleep problem that can affect anyone who quickly travels across multiple time zones. Symptoms usually last 24-48 hours and include fatigue, daytime drowsiness, nighttime restlessness, and headaches. Circadian rhythms gradually readjust to new time zones after a few days.

Before departure, try to shift your body clock. If traveling west, go to bed later than usual for a couple of days before departure. If traveling east, go to bed earlier than usual for a couple of days before departure. Drink fluids during and after your flight to prevent dehydration. Once you arrive to your destination, expose yourself to daylight by staying awake during daylight hours and sleeping when it is dark. Melatonin at bedtime may be helpful in resetting your sleep cycle. The recommended dose is 1-5 mg at bedtime. 

Yes, you are covered under the Penn Student Insurance Plan (PSIP) worldwide except for countries that have an economic or trade sanction issued by the United States. Coverage abroad is on a reimbursement basis and uses the in-network level of benefits. For more information, call PSIP On Call International - US  1-866-525-1956 or call collect if overseas 1-603-328-1956 .

University of Pennsylvania students and staff are encouraged to use the Penn International SOS travelers’ assistance policy for medical and security problems when traveling on Penn affiliated trips. You can call for injuries, illnesses, or non-medical emergencies using the contact information below: 

• Penn ID# 11BSGC000012

Helpful Travel Links and Information

• CDC Travel: https://wwwnc.cdc.gov/travel
• International Society of Mountain Medicine:  http://ismm.org
• Penn Student Insurance Plan (PSIP) On Call International: US  1-866-525-1956 or collect overseas  1-603-328-1956
• Penn Student Insurance Plan (PSIP): 1-888-792-3862 is the contact number for vacation override for prescription medications needed with long term travel
• International Association for Medical Assistance to Travelers:  https://www.iamat.org
• INCB International Narcotics Control Board website and/or the destination countries embassy page if traveling with medications, especially controlled substances:  https://www.incb.org/
• Register Penn affiliated trips with Penn Global: https://global.upenn.edu/travel-guidance/register-your-trip
• Register all trips at your embassy. U.S. citizens: Smart Traveler Enrollment Program - https://step.state.gov
• Wellness at Penn's Student Health and Counseling can help you navigate international mental health resources while studying abroad. Call 215-746-WELL (9355) and press option 2 to speak with the counseling team. 
• International Suicide Hotline: https://ibpf.org/resource/list-of-international-suicide-hotlines/
• Student Health and Counseling Vaccination Costs

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Guests of the University of Pennsylvania and contracted employees may obtain a PennCard through the sponsorship of a University department.

Request a PennCard for Guests and others, or reserve an attendance reader for your event.

The PennCard Center Second Floor of Penn Bookstore 3601 Walnut Street Philadelphia, PA 19104-3895

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