Submission Deadlines

Monday, November 18, 2024 - Update committee database with volunteer names, emails and complete mailing addresses. Mark records to request parking pass and name tags. Please enter emails of all committee members, so they can receive updates about the status of their reimbursements after the show. Please delete records of committee members no longer participating.

Monday, December 2, 2024 - Submit lodging lists to the Sheraton Hershey hotel via the email feature in the database.

Friday, December 6, 2024 - Proof hotel rooming list confirmation emails for your committee. Submit changes or cancellations to Lisa Chenoweth at the Sheraton Hershey hotel via email (Lisa.Chenoweth@marriott.com). Cancellations must be made at least 72 hours prior to arrival. Please update your volunteer database records as needed to match hotel changes.

Friday, December 20, 2024 - Check for and print updated travel worksheet forms to be distributed to volunteers for reimbursement. Fill-in PDF of travel worksheet will be available on the website after GSA rate is set Jan. 1.

Monday, March 3, 2025 - Submit completed travel worksheet forms. Chairpersons must complete the total amount on the correct Internal Order line and sign-off on each member's form. Chairpersons must sign the forms and write the SIMBA Internal Order number on each member's form. Specific instructions are provided on the travel instruction form. After being signed, committee member travel worksheets must be returned to Penn State for processing.

A second copy of the volunteers' travel worksheets with their original itemized meal receipts should be sent to Heidi Svonavec, Farm Show Office, 2300 N. Cameron St., Harrisburg, PA 17110. The state auditors request a copy of the travel form and meal receipts for all volunteers serving on committees with PDA. This level of documentation is not required by Penn State for processing travel reimbursements, so please do not send meal receipts to your SAP Concur delegate or our office. Receipts specified on the travel worksheet (such as parking) are required for Penn State reimbursement.