OST ServiceNow Instructions

Required Information/Documentation:

• Account(s) to charge (Cost Center or Internal Order number). Contact L-FPAC-EMS@lists.psu.edu if you need help finding account number(s)
• Justification/Purpose of Purchase for charging the account(s), including event agenda/itinerary if available) 

Process:

1.  Go to PSUBuy Buying and Invoicing page.
2. Under the Shop tab, click on the category related to purchase (i.e., Scientific and Research).
   1. This may take you to a subset of screens where you can click subcategories that further define your purchase and show you companies available through punchout catalogs.
3. Click on the Punchout Catalog tile followed by the “Buy from Supplier” button.
4. Select the Search Bar and enter a product name, number, or keyword, and click search
5. Once you locate the catalog item, you can “Add to Cart”.
6. To add more items, repeat steps 2-5.
7. After you have added all desired items, click the shopping cart in the upper right corner, then select the prompt buttons to go to the checkout screen (varies by supplier).
8. A Purchase Requisition (PR) will be created, where you will complete the remaining information.
9. Enter a "Title" for your Purchase Requisition (i.e., "2 boxes of pens")
10. Need-by Date: Enter the need-by date for the overall order.
11. On Behalf Of: Will auto-populate to the name of the person doing the catalog order - update to someone else if buying for someone else
12. Enter a Deliver To contact and enter a "Delivery Contact Phone Number" for whoever this is to be delivered to.  Complete checkboxes as required.
13. PSU Purpose of Purchase: Enter business justification for why these items are being purchased and how they benefit the accounts charged (5 W’s)
14. Under each line item in the shopping cart, complete (at least the following):
    1. Account Assignment: (Cost Center (10 digits) or Order (12 digits)
    2. GL Account: Choose best that describes what is being purchased (i.e., Lab Supplies)
    3. Enter Cost Center or Internal Order number to charge this to
    4. ShipTo(Plant): From dropdown search for the building to be delivered to (make sure you are searching by “Name” and not “ID” if you do not know the building code.
    5. Deliver To: After the Delivery Contact name, in parentheses, add room number (i.e., “John Smith (Room 510)”)
       vi)    Need-by Date: Enter the date the specific line item(s) are needed by
15. Once you have completed all account/shipping information, click the blue “Submit” button in the upper right corner of the page.
16. The shopping cart will go through approval flows.

Click for additional Catalog PSUbuy support.

Instructions on how to obtain “Shopper” Access in PSU Buy

If you need to obtain PSU Buy Shopper Access:

1.  Access training course in the Learning Resource Network (LRN)
   1. Log in to LRN by accessing WorkLion Portal
   2. Click on the right tile to access LRN
   3. Log in to LRN with PSU ID and password
   4. Hover over “Resources” in the top left blue bar.
   5. Select “PSUbuy Training” to go to that page.
2. Take all highlighted courses for the PSUbuy training.
   1. Take PSUbuy Overview (short 30-minute course)
   2. Take all 4 PSUBuy trainings: Requisition, After Submission, Individual Receiving or Central Receiving, and Final Knowledge Check
   3. Save certificates of completion as proof, just in case they are needed.
3. Request access to PSUbuy
   1. You will receive an email after completing the courses.
   2. The email will have the following instructions:
      1. Now that you have completed this training, you will need to navigate to IdentityIQ (IIQ) and request access to PSUbuy.
      2. Click here to reach IIQ. Note: You must be on a Penn State network to access IIQ, so please connect to the PSU VPN first if you are on a remote network.
      3. Once logged into IIQ, you will need to request the Shopper role. Knowledge Base article with guidance on how to request access in IIQ, Please follow the instructions to gain access to the PSUbuy site. The system coordinators will match the training you took with your access request and give you access.
      4. Some accounts show "Manage User Access," while others show "Manage My Access" – this is the button you want to select.
      5. Once all steps are completed, PSUbuy can be found in the same place as Shop OnLion – via SIMBA and by searching for the PSUbuy tile.

Before You Shop | Procurement

This is for purchases of GOODS & SERVICES (not travel related) you have made with your p-card and are already appearing in your ERS account. 

1. Check ERS to make sure the charge is shown.
2. Submit your reconciliation request through the ServiceNow portal.
3. Complete the Purchasing Card Support Form in advance. You will upload this form in the portal.
   1. Be sure to have the budget information for this purchase. In most cases you will be using the Internal Order.
   2. Under Cost Object Type, select Internal Order. Then list the IO number under the Cost Object #.
   3. GL Account - Do not worry about the GL information at this time.  
   4. Amount - Input the total amount of the charge you are reconciling.
   5. Comments - In the comments section, write up a very detailed description of the justification for the purchase 
      Service Forms - Penn State's IT Help Portal
4. Be sure to log in with your Penn State credentials.
5. Click on Forms in the top menu bar.
6. Click on Financial Shared Services in the menu bar on the left.
7. Click on Reimburse/Reconcile Travel or Goods & Services Tile. 
   
8. Your user and name are already populated. For Request Type, select Employee – Non-Travel (G &S).
9. Complete the Purchasing Card Support Form if you have not already done so. Here is the link again.  Purchasing Card Support Form New
10. Enter Fiscal year. At this time of the year, this will be FY 2026.
11. Upload all receipts and the completed purchasing card form.

12. Click Order Now.
     

    

    
    
     

This is for purchases for Travel and Travel-Related Reimbursements. 

1. Check ERS to make sure any travel expenses that you used your P-Card for are shown in ERS.  This could be hotels, flights, conference charges, etc. Make sure all charges are shown BEFORE you submit.
2. Submit your reconciliation request through the ServiceNow portal.
3. Complete the appropriate Travel Reimbursement Request Form (Travel Reimbursement Checklist - CONUS or Travel Reimbursement Checklist - OCONUS) in advance.  You will upload this form to the portal.
   1. Be sure to have the budget information for this travel. In most cases, you will be using the Internal Order.  You will fill out this information In the Account to Charge Box in the bottom right-hand corner of the form
      1. Department # will be 1640.
      2. Cost  Object Type, select Internal Order. Then list the IO number under the Cost Object #.   
      3. Amount- Do not worry about the amount, as this could also include per diem in addition to the P-Card expenses charged.
   2. In the comments section, write up a very detailed description of the justification for your travel. 
      Service Forms - Penn State's IT Help Portal
4. Be sure to  log in with your Penn State credentials.
5. Click on Forms in the top menu bar.
6. Click on Financial Shared Services in the menu bar on the left.
7. Click on Reimburse/Reconcile Travel or Goods & Services Tile.
    

8. Your user and name are already populated. For Request Type, select Employee – Travel
9. Travel Type – select the appropriate option.  
10.  Complete the appropriate form if you have not already done so.  
•    If you traveled within the continental US, you will complete the Travel Reimbursement Checklist CONUS 
•    If you traveled outside the continental US, you will complete the Travel Reimbursement Checklist OCONUS
11. At this time of the year, this will be FY 2026.
12.  Upload all receipts, including the agenda in a PDF format, and the appropriate completed Travel Reimbursement Checklist. 
13.  Click Order Now.

Non – Catalog Purchases are items that are not in PSU BUY, and/or these could be items from vendors that are not set up with Penn State.

1. Submit your request through the ServiceNow portal.  Here is the link. Penn State's IT Help Portal - Penn State's IT Help Portal
   Service Forms - Penn State's IT Help Portal
2. Be sure to log in with your Penn State credentials.
3. Click on Forms in the top menu bar.
4. Click on Financial Shared Services in the menu bar on the left.
5. Click on Create Non-Catalog Purchase Requisition.
   
6. Fill out the fields.
7. Account Assignment – This field will drop down after you answer the “Will there be multiple account assignments used to pay for this order?”  
   1. Order is Internal Order – which is what we use primarily
   2. Center is Cost Center
8. In the comment section, provide a detailed justification for the purchase.
9. Upload quotes.  
10. Click Order Now.
    Penn State Employee Knowledge Base - Create Non-Catalog Purchase Requisition
     

Commonly Asked FAQs

• Where can I see the status of my tickets?
  • Visit the Penn State ServiceNow dashboard.
• I submitted a ticket; how can I see the status?
  • You can click on your ticket via email to see the status or you can go to the dashboard. Once in the dashboard, you can see the status of all your tickets. Below are what each status indicates.
    • OPEN (START THE CLOCK) - Your ticket has been submitted but is not yet assigned to a HUB processor to complete.
    • ASSIGNED - Your ticket has been assigned to a HUB processor, who is working on your report.  
    • PENDING (STOP THE CLOCK) - The HUB processor needs more information from the employee. Employees should receive an email from the HUB processor via the ticket system indicating additional information is needed. Employees can also locate these comments within the ticket.
    • CLOSED COMPLETE - The report has been entered into Concur. The employee should log in to Concur to review/submit the report and/or check the status.
    • CLOSED INCOMPLETE - The ticket has been closed without a financial transaction being processed.
• My report was returned, and/or changes need to be made. Since my ticket is closed, what do I do?
  • DO NOT Submit another Service Now Ticket. You can reach out to the College of EMS Finance Team by email. They can take a look to see why it was rejected and either work to resolve the issue or direct you to contact the OST HUB processor who prepared your report.
• It has been days/weeks since any action on my report. What should I do?
  • The new centralized financial OST is aware of the delays. We have been asked to wait two weeks before elevating a report to “hypercare” status. However, we can elevate a report to receive priority approval if the delayed reimbursement is causing hardship.  Please contact Stephanie Crabtree at sxm143@psu.edu to see if your report can be elevated.

 This is for Group Meal reimbursements you paid for out of pocket. 

1. Fill out the Group Meal and Meeting Reconciliation Form.
   1. Business Purpose – Be specific on the justification.
   2. Be sure to have the budget information for this meal.  In most cases, you will be using the Internal Order. You will fill out this information in the "Food Cost Collector Section"
      1. Cost  Object Type - Select Internal Order.  Then list the IO number under the Cost Object #.
      2. GL# - Leave blank.
      3. Business Area – 1640.
         Service Forms - Penn State's IT Help Portal
2. Be sure to log in with your Penn State credentials.
3. Click on Forms in the top menu bar.
4. Click on Financial Shared Services in the menu bar on the left.

5. Click on Reimburse/Reconcile Travel or Goods & Services Tile.
    

   

   
    

6. Your user and name are already populated. For Request Type, select Employee – Travel.
7. Travel Type – select Within Continental US (I know this seems odd, as it is not travel.)
8. At this time of the year, this will be FY 2026.
9. Upload all receipts including the agenda (fi you have one) in a PDF format, the completed Group Meal and Meeting Reconciliation Form, and the list of attendees.

10. Click Order Now.