Last Updated: March 24, 2020
Student Worker/Work Study FAQ
- Purchase Orders and Non-PO Payment Request Submissions
All Purchase Orders (PO) and Non-PO payment requests for future services and products are temporarily on hold. Any requests submitted for products previously received or for services already rendered should be submitted as an “after-the-fact” PO / Non-PO, with the following included in the description line: summary of service/product, dates, invoice number, and the words “AFTER-THE-FACT.”
- Check Deposits and Travel Advance Returns
All check deposits and return of travel advance funds are temporarily on hold. Employees with current outstanding travel advances with unused funds should currently hold off on reconciling their advances. Checks and advance returns will be reinstated when normal University operations return to campus.
- Purchasing Card (Pcard) Payments
All authorized Pcard holders should continue to make monthly payments for external telecommunications expenses (e.g. Verizon, AT&T, Sprint). Pcard holders should work with their assigned departments to ensure they, or an authorized account holder, has access to accounts in order to review charges and pay bills timely. All other PCard purchases should be suspended.
- BEN Helps – BEN Financials / Concur
The BEN Helps team will be providing support remotely between 9am and 4pm. BEN Financials will be available per normal hours – Monday through Saturday, 7am-8pm. The Penn Marketplace will continue to be available 24/7. Their preferred contact methods are listed below.
Concur expense reports should be submitted as normal with all receipts, supporting documents, and relevant attachments as outlined by Penn and DRIA travel and entertainment policies.
CONTACT INFORMATION:
- Enter a BEN Helps ticket (preferred method) - http://BENHelps.finance.upenn.edu - please enter as much information in the ticket as possible and include telephone number you can be reached, if available.
- Visit BEN Knows on the web to browse the knowledge base for an answer to your question - https://www.finance.upenn.edu/ben-knows/ben-knows
- Call our Help Line at 215-746-4357 (please leave a message. Staff will be checking messages every 30 minutes and then calling back. Please leave your name, phone number, and summary of the issue).
- option 1 for BEN Financials and the Penn Marketplace
- option 3 for Concur Travel or Expense, and then option 2 for Concur expense help.
- Penn Disbursements – Accounts Payable (AP)
NOTE: AP has paid check supplier invoices due up until April 10th.
Suppliers can continue to submit invoices for payment against Purchase Orders, however, certain submission and payment methods may be impacted. Please see below for further detail.
INVOICE PROCESSING:
Impacted
- PO invoices sent via US mail
- Invoices sent by US Mail will be held by Mail Services until AP reports back to the office and is able to manually scan.
- Suppliers only can email their PO invoices to poinv@upenn.edu (one invoice per pdf)
- Non-PO Payment Requests
- Will Call Checks are currently on hold. DO NOT CLICK WILL CALL.
Little to No Impact
- Non-PO Payment Requests
- PO invoices submitted via cXML and supplier flipped POs
- PO invoices submitted via POINV@upenn.edu
PAYMENT PROCESSING:
Impacted
- Checks
- We are testing remote printing/mailing with Wells Fargo, hoping to have this in place soon. Daily payments will be made for invoices due (start date TBD).
- Will Call Checks
- These payments will be put on hold and you will need to let AP know how you want to process payment. Invoices kept on hold will print as Will Call when AP is back in the office.
Little to No Impact
- ACH - no impact, daily payments will be made for invoices due.
- Wires - no impact, daily payments will be made for invoices due.
- ePayables - no impact, payments will be made for invoices due
- Paymode- no impact, payments will be made for invoices due
