Frequently Asked Questions

Online Expense Reports: Corporate Card Transactions

  1. Why am I receiving email notifications in my inbox indicating that my employees have new corporate card transactions?
  2. How often will cardholders receive emails to remind them to approve an expense report?
  3. I have the “Manage Corporate Card Transactions” link. How do I incorporate the transactions into an expense report to clear the transactions?
  4. Do I have to create a report for both travel & non travel Corporate Card purchases?
  5. How do I access the “change” button on the Manage Corporate Card Transaction list?
  6. I need to change the expense type for a corporate card non-travel transaction because an expense type was preloaded but it isn't correct. How do I change it?
  7. Someone purchased several airline tickets for Duke employee’s outside our department (therefore not part of “My Employees”). Do I just clear the transactions from our corporate card? Is there any way to “reassign” the charges outside our department?
  8. Can I include an out-of-pocket expense in a Corporate Card Non-travel expense report?
  9. If you have one transaction that includes charges for multiple employees (i.e.: purchase 5 $200.00 airline tickets for 5 different employees and the airline charges the corporate card one $1000.00 transaction) can you split the transaction so that it can be reassigned to different people?
  10. Who do I contact to dispute a charge?

Online Expense Reports: General Information

  1. How do I break out NC sales tax from a receipt?*
  2. Will temporary employees have access to create expense reports?
  3. I missed the in classroom trainings. Will there be ongoing classroom training?
  4. When should corporate charges be “reassigned”?
  5. Once transactions become available in the online expense report tool, will they be removed from WORKS?
  6. How do I process a credit in the Online Expense Report Tool?
  7. If I entered the wrong expense type in an expense report, how can I change the expense type to reflect the correct expense type?
  8. Can I add to an expense report once it has been posted for payment or if it is still in the approval process?
  9. I cleared my transactions in WORKS prior to October 18Th and now the transactions are showing up both in WORKS and in the Duke@Work Online Travel system. Do I need to clear them twice?
  10. I created a travel expense report and now the dates of travel have changed. Can I change the dates?
  11. I need to delete an expense report that included corporate card transactions but am getting an error message. What do I need to do?
  12. Can expense reports have overlapping dates?
  13. What does it mean to "bundle" transactions?
  14. Who do I contact if I need to change the default travel cost object found in the General Data Step for expense reports for myself or employees for whom I initiate expense reports?
  15. What date should I consider when I create an expense report – the settlement date (date posted) or the receipt date?
  16. Why am I receiving an email reminder regarding write-offs?

Online Expense Reports: Receipts & Attachments

  1. Can attachments/receipts be deleted once uploaded?
  2. For missing receipt forms, since the cardholder approves the expense online, is it necessary for them to sign the missing receipt form?
  3. After entering receipts, I received a yellow triangle cautionary message. Why am I receiving this message?
  4. Can approvers view a copy of the receipt(s) that have been uploaded as an attachment before they approve the report?
  5. If ET&R notices a sales receipt needs tax removed, will ET&R return the expense report to the initiator?

Online Expense Reports: Schemas

  1. When clearing a Corporate Card line item charge in any schema, is it possible to take that one transaction amount and split it into two G/L’s or Expense Types?

Universal Worklist

  1. I had a form sent back (either from the approver or payroll) to be corrected. How do I go in to the form to make corrections?
  2. I received an email indicating there was a form that needed approval but when I went to my Universal Work List there was nothing in it. Where was the form?
  3. I submitted a form and can not see it in my Universal Work List to see the status. Where can I track the status of my form?
  4. How do I print a confirmation?

iForms

  1. What is iForms?
  2. I had a form sent back (either from the approver or payroll) to be corrected. How do I go in to the form to make corrections?
  3. I received an email indicating there was a form that needed approval but when I went to my Universal Work List there was nothing in it. Where was the form?
  4. I tried to enter a code on the cost distribution form and got the following error: Cost center 000303XXXX is not valid for company 0010 for the period 12/01/2005 thru 12/31/9999 . I know the code is valid so why am I getting the error.
  5. I submitted a form and can not see it in my Universal Work List to see the status. Where can I track the status of my form?
  6. How do I print a confirmation?