2025-26

Graduate Student Activities

Payment Request Form


Fall 2025 payment request deadline: December 8

Spring 2026 payment request deadline: May 15


Requests submitted after these dates will not be processed until the next financial cycle opens

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Payment requests (this form) should be submitted PRIOR to agreeing to any payment terms or finalizing an order/delivery.


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This form is for graduate and professional students submitting a request for payments related to student activities. Requests related to individual student grants should use the Individual Graduate Grant Request Form.


Purchase and Payment Requests


  • Payment requests should be submitted well in advance of your event/activity and no later than one week (7 days) prior to the expected payment or purchase.


  • Requests that include a new vendor or payee that is not already in Penn's vendor database require a minimum of 2-3 weeks to process, often longer.


  • Payment requests (this form) should be submitted PRIOR to agreeing to any payment terms or finalizing an order/delivery. Be sure to copy a designated staff member on emails or communications related to any contracts, estimates, or other financial commitments.


Transfer Requests


  • Requests to transfer funds within the University must include the contact information for a financial administrator / staff person who oversees the receiving budget code or account.


Reimbursement Requests


  • Reimbursements are limited to purchases which could not have been made through advance payment or coordination with a financial services office due to the nature of the expense.


  • Reimbursements for such groups require approval in advance of the purchase and the reimbursement request must be submitted within 10 days of purchase.


  • We cannot reimburse alcohol or direct payments to individuals via Zelle/Venmo or similar means.


  • Additional restrictions may apply based on the nature of your purchase and activity.


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Please have the following documentation ready, as required by your expense or activity type:


  • payments/purchase: expense documentation: funding quotes or estimates for future costs (preferred), invoices and/or receipts for any past expenses (uncommon)
  • funding source: documentation of funding commitment(s) and/or funding letters
  • merchandise & prizes: list of individual members/participants or recipients
  • events with alcohol: registration confirmation from University Life.


Additional documentation of event registrants and/or attendees may be requested for large or ticketed events, in accordance with University policy. Failure to provide all required documentation may result in your request being delayed or denied.


Please be sure to review all relevant policies and guidelines before initiating any purchases for which you are seeking University funds. These guidelines include, but are not limited to the following:



Exceptions to the any of the requirements above must be sought and approved in advance by designated advising staff

 
 

Submitter Information

 

First Last

 

If you have any questions, please refer to the following website. https://lgbtc.vpul.upenn.edu/Pronouns/

 
 

Larger, 8-digit number on the front of your PennCard

 

Name of the student group/student organization submitting this request

 

Please indicate your role or position in the organization for which you are submitting a payment request.


**You must be a confirmed board member of the organization for which you are submitting a request.

 

Please select the type of funds or funding source to be used for this payment.

 
 

Payment Information

 
 

Please provide the name of the company, individual, or department for which this payment is intended.

 

IMPORTANT REMINDER


The University has established Student Group Spending Limits by Activity Categories to ensure that General Fee funds are used to benefit the widest number of students and uphold Penn's principles of responsible conduct and stewardship.


Please be sure to review per-person maximums on the OSA FSC webpage prior to submission.


If your event or activity will exceed University limitations on per-person expenses for the activity type, you must provide a justification for the proposed payment amount level in the notes section below.

 
 

Please indicate if this is the only request being submitted for the event/activity or if any additional purchases or payments will be required to cover the full cost of the event.


Please select "No" if there are any other costs (catering, space rentals, supplies, etc.) associated with the same event for which this request is being submitted.

 
 

Activity or Expense Details

 
 
 


Please provide a detailed description of the item(s) to be purchased and the specific need or use being met (what program is it for, etc.).


Example:

Request: dessert items/baked goods and beverages from external caterer.

Purpose: Group session to onboard new board members who will be planning events, including team-building and training on standard protocols/processes related to financial and space reservations processes. This is a special, one-time introductory session, not a routine or standing meeting.

Anticipated participants: 15 student group members, 1 staff advisor.

 

If you are requesting funds for multiple events, please indicate this in the "additional notes" box below and provide the total overall number of expected attendees or participants in the box below.

 

Please indicate if there is a paid ticket/registration/entry fee associated with this event

 
 


Please upload all of the following, as applicable to your request:


  • expense documentation: funding quotes or estimates from a vendor/company for future costs (preferred), invoices and/or receipts for any past expenses (uncommon)


  • funding source: documentation of funding commitment(s) and/or funding letters


  • meetings & prizes: list of individual members/participants or recipients


  • events with alcohol: registration confirmation from University Life.


Additional documentation of event registrants and/or attendees may be requested for large or ticketed events, in accordance with University policy.


Failure to provide all required documentation may result in your request being delayed or denied.

Drop your files here