Corporate Card Transition Reminder

October 23, 2013

We would like to take this opportunity to remind you that we transitioned to new processes for your corporate card transactions on Monday, October 21.  This transition is in conjunction with the final phase of our Online Travel and Corporate Card initiative.  All of you have likely received communications/updates from your departmental business managers.  This change will not affect your use of the corporate card.  The approval process will be consistent with the one currently used by faculty/staff who are traveling or receiving reimbursements. 

We have highlighted some key points below.  If you have any specific questions about your departmental processes, please contact your departmental business manager.  We appreciate your partnership with this initiative. 

What processes remain the same?

  • You will continue to use your same corporate card.
  • Continue to retain your original receipts and submit to your departmental administrator who handles your corporate card transactions.
  • No policies have been changed. 
  • We are leveraging technology that was put in place for the Online Travel tool.  The process for review and approval will be consistent with what is currently in place for travel and reimbursements. 

What is Changing? 

  • Corporate card transactions will be incorporated into either a Travel Expense report for trips or a Non-Travel Expense report for non-travel transactions.  Receipts will be grouped and included in the applicable expense report on a weekly basis or in conjunction with a designated trip. 
  • Each expense report will need your electronic review and approval as the cardholder.  You will receive an email from WF Admin, which will include a link to the Duke@Work site used for the approval process.  The online expense report will include the detailed transactions, corresponding funding sources, along with a PDF copy of your receipts. 
  • Cardholders will no longer need to sign their monthly cardholder statements from Bank of America.  The electronic approval will replace the approval of the paper statement.  Cardholders will have already verified their transactions as they approve their expense reports in SAP.