Frequently Asked Questions
1. How do I obtain a purchasing card?
After obtaining your supervisor’s approval, you must complete the Purchasing Card online tutorial and sign the Designated User agreement before receiving your card.
2. How do I obtain access to IBIS?
Meet with your supervisor first to determine appropriate access. Once access is determined, your supervisor will initiate the OAS security form which will require your signature as well as your respective ASR (Access and Security Representatives). After these signatures are obtained, the form should be forwarded to your financial officer.
3. What is eBuy?
The eBuy Program is an online marketplace where Penn State faculty and staff can purchase everything from office and scientific supplies to furniture. In order to shop online, you must first obtain permission to charge specific accounts. Please discuss access with your supervisor and forward request to local finance office.
4. How do I make changes to IBIS approval paths?
All changes to IBIS approval paths should be forwarded to Barb Brown (baf5@psu.edu) in the Central Finance Office.
5. How do I get reimbursed for travel expenses?
Employees should complete a travel support form and obtain their supervisor’s signature for approval. Once completed, the reimbursement is entered into the IBIS financial system. Once approved, the reimbursement amount will be automatically deposited into the same bank account as your paycheck.
6. How do I obtain a travel advance?
Meet with your supervisor to determine the amount and timing of the advance. If approved, your supervisor will initiate the BIS document, and funds will be automatically deposited into your respective bank account. Once travel is complete, a travel support form is completed with the advance amount being deducted first from any amounts still owed the employee.
7. Where can I use my purchasing card?
The Penn State Purchasing Card can be used anywhere VISA is accepted. Each individual has predetermined limits for individual transactions, daily limits, and cycle limits. These limits are strictly enforced. Refer to BS 14 to determine what can and cannot be charged to a purchasing card.
8. What is Penn State’s federal tax id number?
Penn State’s federal tax id number is 24-6000376.
9. Is Penn State exempt from sales tax?
As an instrumentality of the Commonwealth of Pennsylvania, Penn State is exempt from most federal and state taxes. This status has been affirmed by the Attorney General of Pennsylvania. Specifically, the University is exempt from the following taxes: Pennsylvania Sales and Use Tax, Pennsylvania Liquid Fuels Tax and Fuel-Use Tax, and Federal Excise Taxes.
10. Are there other states in which Penn State is tax exempt?
The University is tax exempt in the following states: The District of Columbia, Florida, Pennsylvania, Rhode Island, and Texas. Obtain a tax exemption certificate.
11. Who can sign contracts on behalf of the University?
Any contract that requires a University signature must be routed to central offices within Penn State. Please contact your local finance office to determine the proper routing. Most contracts should be forwarded to the Office of Risk Management for review before other signatures are obtained. Only Master Entertainment Agreements that are $10,000 or less can be forwarded to the Financial Officer for final signature.
12. What do I do if my unit wants to serve alcohol at a University event?
If the event is being held at the Nittany Lion Inn or the Penn Stater Hotel, units can work directly with hospitality professionals to plan their event. If the event is held in any other Penn State facility, the Permission to Possess/Use Alcoholic Beverages must be completed and submitted to 208 Old Main. Alcohol cannot be purchased on general funds, only OGE or other pre-approved gift funds can be used to purchase alcohol. Please contact Tracey Spicer (tjs20@psu.edu) for additional information as well as the entire Alcohol Policy.
13. Are promotional-type items (pens, mugs, t-shirts, etc) a permitted expense?
Incidental items, valued under $25, which are used in the marketing or promotion of an area are an acceptable general fund charge as long as items are charged to a marketing/promotion budget. The recipients cannot be other Penn State departments or employees. Refer to FN 10 for additional information.
