FAQ's

Yes they can as long as it is approved by the Fiduciary of the fund.

Per GAPs 200.030 and 200.032, these cash funds require approval from the designated Fiduciary of the fund in order to replenish the fund.  As with all electronic check requests, the check request routes to department and funding source approvers.  If the Fiduciary of the fund is not in one of these approval roles, he/she should be added as an Ad Hoc approver to the check request. 

With both cost centers and WBS elements check request submitters should not use the dash between the third and fourth digit of the cost center/WBS element. 

Check requests can be locked in the UWL when connectivity is lost while the check request is open for approval.  In the event that the check request is locked during approval, select the “Cancel Assignment” button that will appear when the check request is highlighted in the UWL.   The button appears on the far left of the action buttons after the description of the check request details.  Once the screen refreshes, the status should change to “New” and the approver will be able to launch the check request.

Check requests returned for correction should be accessed through the Universal Worklist.  Once the check request is opened through the Universal Worklist, submitters can access all fields of the check request and make the necessary changes.

When a check request approval is locked, the “Approve” button does not display in the Universal Worklist. Check requests can become locked due to connectivity issues with an internet browser. Instead of the “Approve” button”, users will see a “Cancel Assignment” button. Select the “Cancel Assignment” button which will release the lock on the check request. The “Approve” button” will then become available.

 A check request is canceled by accessing the check request in the Utility. Select the check request to be canceled and click the continue processing non-submitted request button. This opens the check request. Select the cancel button at the top of the form which will move the check request to a canceled status. Please note: Once canceled, the check request does not disappear. It will remain permanently in a canceled status that prevents it from being paid.

Please visit the OIT webpage.

Send an email to budget@duke.edu with detailed information on the problem.

Contact OIT.

Contact OIT.

Changes in monthly billing are due to installations, disconnections, and billing code change requests.

You received the email notification because you were set up as an initiator of expense reports for employees who have corporate card charges that need to be addressed.   Access is often given by organizational unit which means you can see all individuals in the organizational unit whether or not you operationally have responsibility to create expense reports on their behalf.  If you believe this was in error, please contact your business manager.   He/She can submit information to have this access changed/modified as appropriate.

Cardholders will receive an approval email notification once the expense report is approved by reviewers at the department and funding source level. No reminders will be sent, only this initial notification.

No, attachments/receipts cannot be deleted. Users can attach the new attachment/receipts and include a note for all the approvers indicating which attachment includes the correct information. Users can also choose to delete the entire expense report (including attachment/receipts) and recreate the expense report.

For Corporate Card transactions:

To break out NC Sales tax, select the Enter Itemization button found in the Enter Receipts section of the tool when a transaction is highlighted.  Select the NC sales tax expense type which will post the sales tax to Duke’s General Ledger Account 146100. Departments will not need to identify the funding source for the NC sales tax (typically 1001000). SAP will ensure the sales tax is accounted for appropriately.  For detailed instructions, please watch video 4c in this Online Expense Report Video Series.

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For an Out-of-Pocket Expense Report:

When itemizing sales tax in an out-of-pocket expense report, you will have a two line entry; one for the sales tax and one for the remainder of your receipt total. In the Enter Receipts section, click New Entry to add another line for the sales tax itemization. For the Expense Type, choose General Ledger Account 146000.

No, it is not necessary to have the cardholder sign the missing receipt form.

No, there are not any plans to give temporary employees access to create expense reports.

The link displays a list of your transactions and the transactions of card holders in your “My Employees” list that have not been included in an expense report. The link only takes you to a list of all your outstanding transactions.  To create expense reports in order to clear the transactions, you’ll need to create an online expense report.  Please watch the “Manage Corporate Card Transactions” training video located in the Online Expense Report Video Series.

The message you’re receiving should be a “warning” message only (i.e. yellow triangle).  This serves as a prompt to ensure the initiator recognizes he/she is including a transaction that falls outside of the travel dates.  You can proceed with completing and saving the expense report. 

Yes, they are two different types of expense reports.  Corporate Card charges associated with travel for Duke employees should be included in a travel expense report. Non-travel related corporate card charges are travel related charges for non-Duke employees, students, and in situations where the travel cannot be reassigned to the appropriate Duke employee should be included on the Corporate Card non-travel expense report.  Please note: Travel expense types are available in the corporate card non travel expense report.

The supported web browsers are Internet Explorer 9, 10, and 11 in compatibility view or Mozilla FireFox.  For the most up-to-date list of supported browsers, visit the Duke@Work portal at work.duke.edu and review the list located on the home page on the right hand side.

We will be discussing the need for additional training and will post sessions on the ET&R website.  In the meantime, we have a series of online training videos. We also have a PowerPoint guide. 

The “change” button on the Manage Corporate Card Transaction list is only available if you have been set up by your business manager to “reassign” Corporate Card transactions.  It is not needed to create an expense report.

Use the PDF chart for guidance on reassigning transactions.

All transactions will continue to appear in WORKS, but once the transactions are uploaded into the online travel system, the transactions have a “view only” status in WORKS and WORKS administrators cannot make any changes to the transactions.

To change the expense type associated with a specific transaction, an expense report has to be created and the expense dropped into the expense report.  This happens in the “Enter Receipts (Step 2)” of the expense report process.  For detailed instructions, please use this video link and watch video 4a included in this video series.

Yes, receipts are visible through a PDF link accessible through the Universal Worklist.

You can process the credit just like you would the expense.  In the Enter Receipts section,   pull the credit into the expense report and make sure it is posted to the same expense type as the original transaction. If the credit is related to a travel expense, you can open the travel expense report to which it applies and pull in the transaction. If the original charge was addressed through a corporate card non-travel expense report, you will need to include the credit in the expense report that includes the date of the credit. We would suggest including the expense report (trip) number in the comments field of the expense report that includes the credit so that the credit can be linked with the expense.

GL accounts are associated with the schema for travel expense reports unless there is a specific GL listed beside the expense type in the expense type listing. For corporate card non-travel and out-of-pocket reimbursements, GL accounts are listed beside the expense type. In the event that a GL is not listed beside an expense type, the expense will map to the domestic travel GL.

Since the employee is not listed in your My Employee list, you will need to create a corporate card non-travel expense report to clear the transaction. Please note: Travel related GL accounts are included in corporate card non-travel expense reports.

In the Expense Report tab where expense reports are listed, you can highlight the expense report you want to modify and select the “Change” button.   This will reopen the expense report.  Be sure to include attachments for any new receipts.  In Step 2, the Enter Receipts section, you can pull in the new corporate card transaction or add any out-of-pocket expenses for travel expense reports. Please note: Do not change any information that has previously been included in the expense report and posted to Duke’s GL.

No, all transactions with a Bank of America post date of 10/18/13 or later will need to be cleared in the Duke@Work online travel system. Works administrators are responsible for clearing the remaining transactions with post dates prior to 10/18/13 in Works.  After the older transactions are cleared from Works, Works administrators’ user access will be changed to provide view only information.     

No, an out-of-pocket expense cannot be included in the corporate card non-travel expense reports. Instead, you’ll need to create an out-of-pocket expense report for the cash reimbursement. Corporate Card Non-Travel expense reports do not allow inclusion of both corporate card transactions and out-of-pocket expenses.

No, you can’t split a transaction into two different expense types unless it is a transaction that allows receipt itemization. For example: a hotel folio can be itemized and split between expense types.

Yes, dates defining the range of a travel expense report can be changed as long as those dates are not included in a different travel expense report.

Please follow these steps:

The Online Expense Report tool allows corporate card non-travel expense reports to have overlapping dates. An example of when this is appropriate to use is when you have forgotten an expense in an already submitted corporate card non-travel expense report. Overlapping dates or times cannot be used for travel expense reports. If corporate card transactions need to be included in a corporate card non-travel expense report once it is created, users can change the existing report to add the corporate card transactions or can create a new corporate card non-travel expense report with the same dates. Please note: Once a corporate card non-travel expense report has been approved and posted to the ledger, it cannot be changed. The Change button will be grayed out. To clear a charge, create a new corporate card non-travel expense report as dates can overlap.

 

Instead of creating expense reports for an individual transaction, bundling is recommended in order to minimize the number of reports that route for approval. Bundling will allow you to include multiple transactions into one expense report. You have options on how you bundle:

Depending on the frequency of use, transactions can be “bundled” on a weekly, biweekly or monthly basis.