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Online Expense Reports

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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* : 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.