Business

To become an eShipper, follow these steps:

1. Submit your request: Anyone in the CDB who would like to be a shipper must provide their Penn ID number or PennKey name to Ursula Avallone, who will act as your allocator.
2. Confirmation from PI: Ursula will verify your request with your PI.
3. Add to eShip: Once confirmed, Ursula will add your information to the eShip system. At this point, you will be authorized to ship non-hazardous items.

To ship hazardous materials, you must complete the “Shipping of Hazardous Materials and Dangerous Goods for Laboratory Staff” training on Workday Learning. After completing the course, send your certificate to Ursula Avallone.

Important: This training must be renewed every two years.

EVERYTIME you complete an airbill in eShip, you will need to fill out the “Billing References – Account to Charge” field with the 26-digit account number for reallocation.

___________________________________________________

Mandatory Training to Ship Hazardous Items

Any individual shipping hazardous items within CDB labs must complete the hazardous shipping training. Hazardous items, such as biological materials, dry ice, medications, and others, cannot be shipped until the required training is completed.

• Sign Up: Register for the “Shipping of Hazardous Materials and Dangerous Goods for Laboratory Staff” course on Workday Learning.
• Interim Process: If you haven’t yet completed the training, ask a trained colleague to assist with shipping until you are certified.
• Recommendation: Ensure that at least two individuals in your lab are trained to ship hazardous items (one primary and one backup).

To use eShip@Penn, you must first be an Authorized Shipper. If you are not yet authorized, please refer to the How to Become an eShipper section above.

Step 1: Logging In & Starting a Shipment:

1. Access eShip:
   • Visit the eShip@Penn portal and log in using your PennKey credentials.
2. Start a Shipment:
   • Under the Shipper section, click “Begin business shipping” on the left-hand side.
   • Select “SHIP” at the top of the page.

Step 2: Completing the Shipment Form

1. Enter Shipment Information:
   • Answer the questions about whether your shipment contains Biological Materials, Chemicals, Radioactive Materials, or Dry Ice, and specify if the shipment is Domestic or International.
   • Fill out all required fields for the shipment details.

IMPORTANT NOTE: Be sure to complete the “Billing References – Account to Charge” field with the correct 26-digit account number for reallocation.

1. Tutorials:
   • For a detailed walkthrough, visit the online eShip tutorials here.

eShip now supports return shipments (inbound) for hazardous materials. Any authorized shipper in the eShip system can invite collaborators (individuals or institutions) shipping materials to UPenn via Penn’s carrier account number.

To manage return shipments:

1. Log In to eShip.
2. Click Account Management > Manage Collaborations.
3. Enter the necessary details to invite your collaborator.

For more information, see the Managing Collaborations guide here.

Information Required to Invite Collaborators:

• Your contact information (email and phone)
• Ship From & Ship To information
• Sender’s name, address, phone, and email
• Receiver’s name, address, phone, and email
• Estimated shipment date
• 26-digit budget code for billing

• Access: Questions about access privileges should be directed to Ursula Avallone.
• Training: For questions regarding training, please contact Penn Mail Services at eShip@upenn.edu.

For more information, please visit the eShip tutorials.

CDB also manages the BRB 1101 conference room. To reserve this room, please reach out to one of the below contacts:

• Leah Duff
• Lauren Lavelle
• Megan Pellette

To book the BRB 1201 conference room, please reach out to Megan Pellette who can assist with this request.

Scheduling & Event Services (SES) is responsible for the scheduling process, service coordination, and management of the PSOM centrally scheduled spaces. All team members below have access to book alternate PSOM Spaces through SES:

• Ursula Avallone
• Diona Cashioli
• Joanne Dougherty
• Leah Duff
• Lauren Lavelle
• Megan Pellette

*The most common alternate PSOM spaces booked through our team members are the -01 conference rooms in BRB and -146 conference rooms in SCTR.*

If you are unable to access your email account or it has become locked, we recommend calling The Penn Medicine Support desk at (215) 662-7474 for assistance. Please be sure to have your Penn ID number ready.

Please contact your grants manager for assistance in order any computer or hard drives. PMACS has a stock of computers, and it may also be faster to order via the PMACS e-form.

The Office of Software Licensing manages software site license programs and volume discounts at Penn for popular academic computing products.

This product is sponsored by PSOM. Access to use all products within the Adobe Creative Suite program is available to Faculty and Staff only. If there are questions, please submit a helpdesk ticket and an IT Technician will assist you with this request

For HPC Access, please visit the HPC website, and scroll down to “Account Creation Requirements” for more information.

• Maintain all receipts as you will need them for expense reporting.
• If you purchase the registration on your own personal card and the conference is more than 60 days out, you must submit the reimbursement request prior to the conference.
• You can book flights via Concur to avoid out-of-pocket costs. This method requires Business Office approval.
• Visit the ‘Purchasing’ tab for more information on how the Business Office can pre-pay for your conference registration.
• All faculty, staff, and trainees are expected to know and comply with University Policy regarding travel and expense reporting policies. Lack of knowledge of the policy does not constitute grounds for a waiver or exception.

• Detailed/itemized receipts. If a flight was taken, a copy of the boarding pass must be included.
• Business Justification Statement – indicate how the item/trip for payment was related to University Business or furthering your science.
• Proof of attendance to the conference (Badge, Agenda, etc). If meals were provided by conference, then no request for meal reimbursement should be submitted for that meal.

• If you do not have access, please email Michael Miller for access to Concur
• You must submit THIS FORM in addition to the Concur Expense report

• 2351 Travel and Entertainment – Overview
• 2352 Travel and Entertainment – Procurement of Travel, Entertainment and Other Miscellaneous Goods and Services by Affiliates
• 2353 Travel and Entertainment – Procurement of Travel, Entertainment and Other Miscellaneous Goods and Services by Non-Affiliates
• 2354 Travel and Entertainment – Air Travel
• 2355 Travel and Entertainment – Rail Travel
• 2356 Travel and Entertainment – Lodging
• 2357 Travel and Entertainment – Rental Cars
• 2358 Travel and Entertainment – Personal Vehicles and Ground Transportation
• 2359 Travel and Entertainment – Meals and Entertainment
• 2360 Travel and Entertainment – Telephone Usage
• 2361 Travel and Entertainment – International Travel
• 2362 Travel and Entertainment – Non-Affiliate Guests
• 2363 Travel and Entertainment – Spousal/Dependent Travel
• 2364 Travel and Entertainment – Non-Reimbursable Items
• 2365 Travel and Entertainment – Receipt Requirements
• 2366 Travel and Entertainment – Sponsored Projects
• 2367 Travel and Entertainment – Payment Options
• 2368 Travel and Entertainment – Reimbursement/Payment Process
• 2370 Travel and Entertainment – Concur Expense Types/Object Code Matrix

Purchase orders (POs) are the preferred method for purchasing goods and services. Most items can be purchased via PO through the Penn Marketplace, while services (and some items) may require a Non-Marketplace Request.

Each lab/group should have at least one designated purchaser (“requisitioner”) to create requisitions, which become POs upon approval. To become a requisitioner, complete the “BEN Buys – Requisitioner” course in Workday Learning, then contact your PI Grant Manager to submit an eform for access.

Note: You are not authorized to sign supplier documents. All contracts requiring a signature must be reviewed and signed by Procurement.

Contact your PI’s Grant Manager for further assistance.

University policy clearly positions Purchase Orders as the preferred and default procurement method.

To request the use of the purchasing card, please contact Ursula Avallone.

Prior to requesting to use the purchasing card:

• First see if the purchase can be conducted through a purchase order, either by checking the Penn Marketplace or using the Penn Supplier Search Index to determine if a supplier accepts POs.
• Please also check the commodity matrix to determine if a purchase is allowable on the purchasing card.

Items to keep in mind when using the PCARD:

• Purchases with the PCARD may require additional approval from Penn Procurement.
• We cannot pay sales tax on the purchasing card, so the vendor will need to recognize the University’s tax exemption status before the purchase can be made.
• Because of these additional steps, a PCARD order will often not be completed the same day you submit your request.

General items to keep in mind:

• The PCARD should not be used for regular, recurring charges.
• It is the recommend method for Conference Registrations for trainees
• It cannot be used for hotels

***Please note that making a purchase using personal funds without prior approval does not ensure eligibility for reimbursement.***

The University strongly encourages you to review the two methods outlined above before making any purchases to ensure compliance with University Policies and Expectations.

As described above, The University maintains tax-exempt status. Sales tax assessed on goods or services may not be reimbursed.

If you have made or will make a purchase, please visit the Concur Tab for more information.

The university is exempt from Pennsylvania (PA) sales tax on most purchases directly supporting its mission of education, research, and innovation. However, this exemption is limited and does not apply to all University purchases.

Taxable purchases may include:

• Business expenses not paid with a university-issued check or purchasing card
• Items used in activities unrelated to the University’s mission
• Hotel and motel charges

The exemption is non-transferable. Purchases made with personal funds are not eligible for sales tax reimbursement. Only direct purchases with university funds qualify.

Before purchasing, provide the vendor with the University’s PA exemption certificate, available from Purchasing.

Training is required to become a requisitioner; please register on Workday Learning for the “BEN Buys – Requisitioner” course. Upon completion of the course, submit an e-form using the below steps:

• Include your name, Penn ID, and list Ellen Solvibile as the supervisor
• Scroll down to BEN Buys – Requisitioner – FTD to complete the section:
  • Select add
  • In the “Add Default Reviewer” box, enter your PI’s Grant Managers email
• Submit the form

If you have any questions, please contact your PI’s Grants Manager for further assistance.

Please contact your PI’s Grants Manager for access.

Please email michael.miller5@pennmedicine.upenn.edu for access.

Please see the “How to Become an eShipper” section of the eShip tab.

Please visit the HPC website, and scroll down to “Account Creation Requirements” for more information.