Training

 


 


Online Expense Reports

Viewing Receipts Attached to an Expense Report

This handout provides instructions on how to view receipts attached to an expense report.   (Last Modified 02/14/14)
Format: Reference/Handout
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Changing the Default Cost Assignment Associated with an Expense Report

This resource provides instructions to override the default cost assignment for an employee’s expense report in the Duke@Work portal.   (Last Modified 12/23/13)
Format: Reference/Handout
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Changing the Default Cost Center on a Position

This resource provides instructions to override the default cost center at the employee position level within iForms.
Format: Reference/Handout
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Filtering Workflow Emails Within Microsoft Outlook 2010

If you elect not to receive the workflow emails in your email inbox and you use Microsoft Outlook, you can use the built-in filter options to have them routed to a separate folder. These instructions explain on how to do this using Microsoft Outlook 2010.
Format: Reference/Handout
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Online Expense Report Training Guide

This training guide can be used as a reference when completing online expense reports in the Duke@Work portal. The guide provides screenshots demonstrating tool functionality as well as integrating reminders on key business processes and policies. For more detailed instructions, please use the Online Expense Reports Video Series. If you would like a PowerPoint copy of this PDF, please email onlinetravel\"duke.edu.   (Last Modified 08/04/17)
Format: Reference/Handout
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Faculty Approval Presentation

This training presentation can be used to provide departmental training to Faculty and others in the department who approve expense reports for travel, out-of-pocket nontravel and corporate card non-travel expenses. Please email onlinetravel at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/22/16)
Format: Reference/Handout
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Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Expense Reports – An Overview

This session provides an overview of expense reports and the associated business processes that support their use across Duke University and Duke University Health System. Specific focus will be given to understanding the roles and responsibilities of the employee, the expense report initiator, the department's TRaC Representative, and the Business Manager in ensuring an efficient and effective departmental process. Participants will explore when each type of expense report is used and best practices for handling a variety of situations. Workflows and strategies for tracking the status of expense reports will also be discussed. Case studies in small breakout groups will provide participants with the opportunity to practice classroom learning.

Please note: Participants cannot register for this class until online videos and the quiz listed below have been completed.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.

Expense Reports – Policies and Procedures

This session focuses on Duke's institutional policies as it relates to all expenses that are processed through online expenses. Focus is given to expenses incurred through traveling on Duke business, using Duke's corporate card, and requesting reimbursements for out-of-pocket expenses. Participants will explore appropriate purchasing methods to understand the relationship between the purchasing method and the ease and efficiency in processing expense reports. Discussion will focus on expenses in general and specific situations that are common across the institution. Participants will review and gain an in-depth understanding of the Untimely Posting process for corporate card transactions and share best practices based on their experience.

Please note: Participants cannot register for this class until they've attended the prerequisite class.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense reports initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – Managing the Process

This session is designed for TRaC Reps or those initiators responsible for creating expense reports and managing them throughout the approval and posting process. Participants will learn how to effectively “see” both corporate card and out-of-pocket expenses through the expense report tool and a variety of reports. Participants will explore workflow steps and the importance of ensuring master data is routinely maintained. Reports will be a key focus in this session – both reports that are provided to departments and those that can be run through the Duke@Work portal – with discussion focusing both on how to execute the reports and how to use the data returned to ensure timely posting of expenses to Duke's ledger.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – International Travel

This session provides a detailed look at International Travel focusing on the policies and procedures that are specific to international trips. Participants will learn how departments may choose to use per diems for international trips along with strategies for handling and documenting currency conversions. The appropriate use and clearing of travel advances will also be discussed along with a review of resources that are available to Duke employees and students who are traveling internationally.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 2 hours
Format: Classroom Training
To Register:

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Viewing Travel Workflow from the Travel Portal

This handout provides instructions to view the workflow and determine status of a reimbursement.   (Last Modified 09/08/14)
Format: Reference/Handout
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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Corporate Card

Corporate Cardholder Training & Pick-Up

Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duration: 30 minutes
Format: Classroom Training
To Register:
Related Materials: Training Presentation (pdf)
Corporate Card Mapping & Write-Off Schedule (webpage)

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.