Employee Reimbursement System Information

To enter the Employee Reimbursement System (ERS) application, select Log In to Concur in the top right menu.

ERS is used to compensate employees and non-employees for expenses incurred while on travel status and to pay for group meal and meeting expenses.

Need Help?

Click on a topic below for more information

Do you need help with an expense report? 814-863-9713

The ERS Help Desk is available by phone Monday through Friday 8:00 AM until 4:00 PM at 814-863-9713, erssupport@psu.edu, or a request can be submitted by webform from our Contact Us page. A Help Desk Assistant can walk you through any tasks related to your ERS Expense Report.

Do you need assistance with travel reservations? 814-865-0395

ERS is integrated with the onLion Travel Services Reservation System. ERS and onLion share a common home page. The Expense menu contains the functions for ERS. The Travel section is for onLion services. Travel Services Help Desk can be reached at travel@psu.edu or 814-865-0395.

Per Diem Resources

As of July 1, 2015 all PSU reimbursements for CONUS Meals & Incidentals and OCONUS Meals, Incidentals & Lodging will be based on U.S. General Services Administration per diem policy. Travel Allowance calculations in ERS automatically follow the new per diem calculations for any itinerary added to a report.

Download the Per Diem Calculation Details Document

What if my destination is not listed in the GSA search results?

If the city is not listed, but the county is, then the per diem rate is the rate for that entire county. If the city and the county are not listed, then that location receives the standard CONUS location rate. All locations in ERS have been assigned a county.

Visit the National Association of Counties website at www.naco.org to determine the county a destination is located in.

Where is my Reimbursement?

If you received an email from Concur that said your report status has been set to paid, within 2-3 business days you will receive an email from ACCTOP@PSU.EDU advising when the funds will be available in your bank account.

Hershey Medical Center employees receive reimbursements as a check mailed to the address specified on the expense report.

Did you receive an e-mail that you have a Report Ready for Submission?

Follow these steps:

  1. Log in. Click green button in upper left corner.
  2. Click Expense tab.
  3. In Active Reports click on the report name of your report. (e-mail message contains the report name).
  4. Expenses are now displaying on the left side of the screen.
  5. Click Submit Report button in upper right side of screen.
  6. Next click Accept & Submit.
  7. Next click Close.
  8. You are finished. Close browser tab.

Downloadable Instructions for Submission

Do you need to set up a delegate for yourself?

Follow these steps:

  1. Log in.
  2. Click Profile in upper right corner of screen.
  3. Click Profile Settings.
  4. Click Expense Delegates on left side of screen in the Expense Settings section.
  5. Click Add button.
  6. In Search field type in last name or e-mail address of person that will be the delegate.
  7. Click on name in the Search Results.
  8. Name will be added to list.
  9. Click checkboxes for Can Prepare and Can View Receipts. NOTE: Do not select any other checkboxes unless you have been instructed to do so by someone in your department.
  10. Click Save button.
  11. You are finished. Close browser tab.

Downloadable Instructions for Add Delegate

Do you want to change the number of e-mail notifications you receive about status changes to your submitted reports?

Follow these steps:

  1. Log in.
  2. Click Profile in upper right corner of screen.
  3. Click Profile Settings.
  4. Click Expense Preferences on left side of screen in the Expense Settings section.
  5. Look for the Send email when . . . section.
  6. Uncheck all the checkboxes in this section.
  7. DO NOT edit any other section of this page.
  8. Click Save.
  9. You are finished. Close browser tab.

Downloadable Instructions for Notifications

Why isn't the city I need available for my itinerary?

Cities are added manually to ERS. To get a city added contact the ERS Help Desk.

University Travel Policy

ERS provides consistent application of the University travel policy. Exceptions to policy will be flagged by the system. Click here to view the University Travel Policy.

ERS Data for Reporting Purposes

The ERS Data Warehouse was retired on December 31, 2016 and will be taken offline in May 2017.

The ERS on-line Business Intelligence tool will be used as the single source for ERS reporting data. The tool provides data that is current as of the previous day and facilitates development of personalized reporting extracts. ERS Support Staff will work with you to determine your data criteria and create a data set specific to your reporting needs. After a data set is established, it can be scheduled for extraction into an Excel format and delivered to you as an email attachment at regular intervals (daily, weekly, bi-weekly, monthly, etc.).

Please contact Cathy Helsel (cvh4@psu.edu) for your ERS reporting needs.