Unselect the paper receipt field anytime a paper receipt is not included.  In instances were receipts are lost or missing please complete the Lost Receipt Form and select the “Paper Receipt” field.  In instances where receipts are not available for Corporate Card purchases, please adhere to the current Corporate Card polices.
The PDF can be viewed through the Duke@Work portal by the employee and by any initiator who has access to that employee’s expense reports.  The approvers will have access to the PDF of receipts within each expense workflow in his/her Universal Worklist.
Currently the mileage log is only available to the individual who initiates the trip.  Therefore, a mileage log must be scanned and attached to the trip as part of the supporting documentation. 
Employees should utilize OIT’s website to manage their contact information in the Enterprise Directory.  The following link will allow the employee to login and update his or her information:  http://oit.duke.edu/
Once on OIT’s website, select the “OIT account self-service” link under “Popular Services”.
After logging in, select the “Manage Directory Listings” option.  Then, select the “Change your preferred email address” option to add the preferred email address contact information.
Highlight the expense report in gold and click “Change”.  Go to “Review and Send” and select “Save Draft” instead of “Save and Send for Approval”.  This action will cancel the previous work flow initiated for this expense and remove it from the approver’s Universal Worklist Inbox.  Also, immediately send the approver a courtesy email requesting that he/she disregard the email notification received about the expense.   Then, make your changes to the expense and resubmit it for approval by choosing “Save and Send for Approval” in section 3, the “Review and Send” section.
When an expense is returned, the workflow associated with that expense is “completed”.  A new workflow is created when the person initiating the expense resubmits the report for approval by choosing “Save and Send for Approval”.   Remember the “gold” highlights the information that is being viewed. 
You can forward a workflow to the appropriate Duke employee for approval.  When you forward a workflow you forgo your right to approve and reassign the approval rights to the person to whom you forward the trip.  Once they approve the expense, it will route to the next step in the workflow process. 
If an approver inputs a comment/memo in the space provided above the action buttons (see below) and then executes the forward button, the comment/memo is not made part of the workflow. The only time the comments/memos are picked up in the workflow from this box, is if the approver executes the approver, reject, or return buttons.
To add a memo, before an approver forwards, the user will need to use the Add Memo function to the right of the screen, submit it (which makes it part of the workflow) then forward the work item. 
Comments entered into the online tool by initiators are viewable on the Expense Summary PDF (not under “View Memo”).
Comments entered by employee/approvers as part of the workflow process are viewable by clicking “View Memo” (not included on Expense Summary or in UWL detail).
If a trip is returned for correction or rejected, the initiator can view the approver’s comments by clicking the “View Comments” button within the workflow.
No.  It is used when the sole purpose of the trip is development or student recruitment.
The schema choices are the same as they were on the paper travel expense form.
Press the Control key and then press the "P" key to print the Secondary iForm.
Please see the online training videos regarding secondary iForms under "Training" on the Corporate Payroll Services website. 
Please watch the online training video on how to complete secondary and DTS time cards.  The video is located under "Training" on the Corporate Payroll Services website. 
To create a substitute, please watch this online video tutorial on how to share your SAP Workflow Inbox.
If you are the substitute and need to access the workflows that are sent to the person primarily responsible for the workflows, please watch this online video tutorial on how to invoke substitution.
No, based upon Internal Revenue Service regulations, all expenses related to relocation/moving are considered taxable income to the individual employee. Therefore, any payment by Duke University or Duke University Health System to cover relocation/moving costs for new faculty and staff should be issued as a supplemental payroll payment to the new faculty or staff member.
 Yes. The time and attendance system is accessible from any computer that has web access. The Duke@Work portal where the system is accessed is supported by Internet Explorer and Mozilla Firefox web browsers.
Monthly employees in DUHS are required to record a clocking once per day to record their presence at work.  Monthly University employees are only required to record a clocking based upon departmental policy. 
There is no limitation in the time and attendance system that restricts how far in advance an employee can request payment for time away from Duke.  Please contact your manager as for more information as departmental policy may define the time period for requests. 
 Yes. There is no restriction on how many people can access an employee's time card simultaneously. As "Courtesy Lock" is available which will notify others if you are working in a card.
No, it doesn’t take it out of workflow.  It detours it to the Ad-hoc Approver.  Once approved by the Ad-hoc Approver, the request will resume the defined workflow path.
If the vendor's address changes, a new W-9 should be attached to the check request.  Users will receive a warning message indicating that a new W-9 should be attached. 
Please note:  Best practice is to validate that the master data for the vendor's address is correct.  Submitters can use paperwork or information from the vendor to confirm that the address is correct. An incorrect/non-matching address could result is the vendor's check being sent to the wrong address or delays in processing the check request while Accounts Payable gets a W-9 from the vendor.   
No, there are no changes to Duke’s standard net payment terms.  Payment terms for AP check requests are defined in GAP200.136
No, only the submitter can delete the attachment.
Yes, however, you can’t approve an AP check request that you submitted.
Master Data is updated through Duke@Work.  Access is available to everyone with the SAP Finance Role through the Master Data link found on the Financial Reports page.  Please note, individuals are assigned to master data funding sources by their NetID not their position.  Master Data must be updated in the event of personnel changes. 
Based on the type of payment, this information may or may not be critical.  If Duke does not have a tax reporting requirement on the payment, select any region associated with the country where the payment is being sent.  Region is a required data field; therefore, the check will not process without it.  If there is a tax reporting requirement, please contact the vendor and ask for address and region information to help ensure tax documents are sent to the correct location.  If you are unsure as to whether or not a payment is reportable by Duke, please contact Corporate Accounts Payable at 684-3112.    
No, the list cannot be filtered and columns cannot be customized; however, you can select the column heading and sort the list. 
If you were the original submitter of the check request being copies, the copy function will copy “general” attachments and “sensitive” attachments.  If you are copying a check request that was created by a different submitter, it will only copy “general” attachments. 
Use the Oanda website at http://www.oanda.com/currency/converter/.     
Please note, the currency converter is used on the check request tool only to determine workflow routing.  Conversion can be done simply by inputting applicable amounts as seen below.
As a reminder the actual conversion value of the payment will be determined at the time the wire is sent.  This value conversion is only used as an estimate to determine workflow routing.
No.  Once added, the ad-hoc approver can’t be removed. If you encounter a problem, please contact Corporate Accounts Payable (684-3112) or email APOnlineCheck@duke.edu and ask that the workflow be forwarded. 
The formula to use is as follows, take the amount that you wish to pay the individual and divide by .64.
You wish to request a Foreign National payment and cover the Federal (30%) and State (6%) taxes.
  • Payment amount is to be $1,000.00
  • $1,000.00/.64 = $1,562.50
  • Online check amount to be entered will be $1,562.50
  • When the online check request payment is processed, SAP will deduct 30% for federal taxes and 6% for state taxes ($1,562.50*.36=$562.50)
  • Net amount of the check to the individual will be $1,000.00 ($1,562.50 - $562.50 = $1,000.00)
If the check request has NOT posted for payment, users can double click on the check request number field to open a view only copy of the electronic check request.  Select the "Display Agents" button located under the "Comments" field for a complete listing of workflow routing for the check request. 
If the check request HAS posted for payment, users can double click on the check request number field.  This action will launch the SMART form used to display all information about the check request.  The last data field on the second page will include information on who approved the check request.