Purchasing at Penn Global
Purchasing at Penn Global
The University of Pennsylvania operates in a decentralized purchasing environment, with responsibilities distributed across departments. The Provost’s Office of Administrative Affairs (or Provost Administrative Affairs) manages budget and finance, HR, technology, and capital project planning for Provost-affiliated centers. The Penn Global Business Office (Org 62xx), reporting to Provost Administrative Affairs (PAA), ensures compliance with University, PAA, and PGBO policies and guidelines for University business operations.
Purchasing Ethics
The University has put into place processes to facilitate smart purchasing practices. As members of the University, everyone who authorizes the expenditure of university funds must be good stewards of those funds by confirming each purchase is:
- For university activity
- Reasonable and necessary
- Compliant with University & Penn Global policies
- Consistent with sponsor and/or donor restrictions
- Clearly explained with a strong business justification
What makes a strong business justification?
Every purchasing request should be accompanied by an appropriate business justification. Acceptable business justifications will:
- Provide sufficient detail, including what is being purchased, why it is being purchased, and for whom the purchase is intended.
- Specify any applicable program, project, or funding source (e.g., gift or endowment fund)
Providing this information enables the Penn Global Business Office to streamline the purchasing process, fulfill our compliance obligations, and make sure purchases are charged appropriately.
Approved Purchasing Methods
For Goods and Services
The University offers several purchasing methods including Purchase Orders (POs), the preferred approach, specialized procurement cards and Non-PO Payment Requests for unique needs.
The Purchase Order (PO) is the University’s primary authorized buying method. The Purchase Order is also the most commonly used purchasing method at Penn Global for common goods and services, such as catering, alcohol and beverages, select entertainment expenses, creative services, marketing and branding supplies, and office supplies and equipment.
A non-PO payment refers to a payment made without a purchase order (PO). Non-PO payments are typically used for transactions that do not require a formal procurement process, such as honoraria and guest travel reimbursement.
Credit Cards
While PO and Non-POs are the preferred methods of payment, Penn’s Procurement Services also offers a credit card portfolio that supports a University-wide need to purchase and pay for required products and services. Cards include but are not limited to:
- Purchasing Card (JPMorgan Chase Mastercard)
- Penn Travel Card (Bank of America Visa)
- Meeting Card (JPMorgan Chase Mastercard)
For Travel and Entertainment
The University provides streamlined travel and expense management options, including the Concur/World Travel Business Travel Account (BTA) for airfare and the Penn Travel Card for hotel, rental car, and other reimbursable expenses, ensuring convenience and integration with expense reporting systems. Approved purchasing methods for travel and travel-related entertainment expenses typically include:
Penn faculty, staff, and students booking travel for University business are encouraged to use Concur, Penn’s electronic expense report system for reimbursement of travel, entertainment and miscellaneous out-of-pocket expenses.
World Travel
To coordinate group travel (defined as ten or more individuals), meetings, and events, use World Travel Inc., a corporate travel management firm.
Penn staff and faculty can use the Penn Travel Card for reimbursable expenses incurred while traveling or conducting approved University business entertainment. The Penn Travel Card integrates with Concur.
Choosing the Right Payment Method
It is important to choose the right payment method to ensure efficiency and compliance. Penn Global staff have access to the following key resources to help determine the best payment method for various transactions.
Penn’s BEN Financials Commodity Matrix
To determine how to make a payment for common purchases, we encourage you to first consult the BEN Financials Commodity Matrix. The University developed the Commodity Matrix to help University faculty and staff determine the appropriate buying method and budget object code for purchases of most commonly ordered equipment, supplies, and services from external suppliers.
Penn’s Credit Card Matrix
Although the BEN Financials Commodity Matrix will be your primary point of reference to determine which payment method is best, you may also wish to consult Penn’s Credit Card Guidance Matrix, which explains the purpose as well as best and prohibited uses each credit card.
Choosing the Right Payment Method for Uncommon Purchases or Services
It is important to choose the right payment method to ensure efficiency and compliance. Penn Global staff have access to the following key resources to help determine the best payment method for various transactions.
For uncommon purchases or those not listed in either matrix, use the following guidelines:
- For payments to or reimbursements for guests, visitors, or other non-employees, please consult our section of the website about Engaging Guests & Non-Employees.
- For all other purchases, contact the Penn Global Business Office at pgbusinessoffice@lists.upenn.edu.
Quick Links
Purchasing Methods
Review each purchasing method in greater detail. Penn Global staff should carefully review each page to understand the specific requirements for each payment option.