GAP 200.033, Expense Reports - Reassigning Corporate Card Expenses

  1. Overview
  2. Reassignment Matrix
  3. Reassigning Transactions

I. OVERVIEW

During the course of daily operations, corporate cardholders may encounter situations where it is necessary for them to make purchases of both travel and non-travel related items on behalf of other individuals. These individuals may be Duke employees (including student employees) or other individuals (non-employee students and Duke visitors) who are doing business with or on behalf of Duke. The online expense report tool offers departments the ability to “reassign” transactions that a corporate cardholder makes on behalf of another Duke employee. The transactions are reassigned to the employee who incurred the expense when a department deems this to be necessary.

II. REASSIGNMENT MATRIX

The matrix below provides recommendations on when to reassign corporate card transactions in order to best track the total cost of an activity or because of a personnel transition (most often termination) which may prevent corporate card charges from being included in an expense reportl.

Use the guidelines below to determine when to reassign an expense:

Category

Schema

Reassign to Employee

Non-Employee (Travel & Non-Travel):

  1. Duke Student not on Payroll
  2. Non-Duke Student
  3. Guest speaker
  4. Visitor
  5. Recruitment for Potential Hires

Corporate Card Non-Travel

No, do not reassign. Record individual’s name under description on the expense report.

Employee Non-Travel Expenses:

Corporate Card Non-Travel

No, do not reassign. Record employee’s name under description on the expense report.

Employee Travel Expenses: Applicable to all employees including Post Doc Associates, House Staff, and students on the biweekly or monthly payrolls.

Travel

Yes, reassign to the employee who traveled. This allows the total cost of the trip to be captured easily. Please note that this process takes place in cases for which the employee does not have a corporate card. Additionally, the staff member who handles the reassignment process should follow the approvals through until expenses are posted to Duke’s ledger since there is a change of approvals due to the reassignment.

*Terminated Employees: 

All

Yes, if the transactions are visible to the department. Record the former employee’s name under the description on the expense report. Additionally, the staff member who handles the reassignment process should follow the approvals through until expenses are posted to Duke’s ledger since there is a change of approvals due to the reassignment.

Note:  If clinical departments have House Staff residents, the GME organizational unit for the residents should be assigned to the clinical departments.

*When employees are terminating, it is recommended that the employee’s corporate card is canceled in conjunction with his/her submission of a resignation letter. It is best practice to ensure all corporate card transactions are included in an expense report and posted to the Duke’s General Ledger prior to the employee’s last day worked. Reassignment should be used only in the event transactions cannot be addressed prior to termination. If corporate card transactions are not visible to the department and an employee has terminated, contact Employee Travel and Reimbursement (ETR) at employeetravel at duke.edu  with the name and Duke Unique ID number of the person who has left and the name and Duke Unique ID number for the person to whom the transactions will be reassigned. ETR will need to reassign the transactions on your behalf.

III. REASSIGNING TRANSACTIONS

Corporate card transactions can be reassigned on the Manage Corporate Card Transactions page found on the MyExpenses page in Duke@Work. The ability to reassign transactions must be assigned to an employee’s position. Reassignment rights can be added or deleted by the department’s SAP Administrator using the SAP Security Tab available in Duke@Work.

For detailed instructions on how to reassign transactions, please watch the Reassigning Expenses video.