Employee Travel and Reimbursement Fiscal Year End Updates

Employee Travel and Reimbursement (ET&R) has included important reminders and updates for the fiscal year end process.  Since the corporate card transactions have transitioned from the Works system to the Online Travel and Reimbursement tool, the process will be different than in prior years.  Please use the information below as a reference for the fiscal year end close process.

Fiscal Year End Updates:

  1. The ET&R team will process out of pocket expenses as a priority; therefore, all expense reports that include out of pocket expenses must be received by the end of the day on July 1, 2014 in order to be posted in the current fiscal year. 
  2. All expense reports for transactions through May should be submitted no later than June 15, 2014.  Please note that individual departments may have earlier deadlines to support workflow approvals.
  3. ET&R will accrue all corporate card transactions assigned to expense reports, but not approved for payment, as of the close of business on June 30, 2014.  This will apply to all assigned transactions, including those that have not yet been received by ET&R.
    1. These expense reports will be accrued to the default funding source assigned to the cardholder in SAP.  If one is not available, the default funding source on the position will be used.   
    2. The Department Payroll Representative can update the default cost center assigned to the cardholder by using the Personal Data Change iForm.
    3. We will post to general ledger (G/L) account 696200, rather than the write off G/L account.
    4. The accrual will be reversed in July and actual expenses will be posted to the funding sources in the expense report.
  4. No action will be taken on unassigned corporate card transactions.  Departments should make every effort possible to ensure all corporate card transactions are included in an expense report.  If there are unassigned transactions as of June 30, 2014, departments may elect to accrue their own expenses. 
  5. ET&R will provide reports to departments on Monday, July 7 so they have the current list of assigned expense reports that will be accrued, along with the unassigned transactions requiring review by departments.
  6. If initial transactions have been made for trips that will be completed in the upcoming fiscal year, you can leave those transactions in the unassigned status so they will be posted in the appropriate fiscal year.
  7. Deadlines for departments who are using the Works system for the Fleet and other applicable programs will be communicated by the Card Services team.

Reminders:

  1. Please make every effort to include corporate card transactions in expense reports and route for approvals.  This is critical to ensure timely posting on the general ledger.
  2. Please be cautious on the number of transactions in the expense report to ensure a manageable volume for review and approval by all departmental representatives in the approval queue.
  3. The overview sessions for the Corporate Card Refresher sessions will be posted on the Employee Travel website by the end of the week.

We appreciate everyone’s continued support with this process.  You may contact us at OnlineTravel at duke.edu or 919-668-3877 (919-668-ETRR), if you have any questions or need additional information.