Employee Travel and Reimbursement Fiscal Year End Updates FY 2024

April 15, 2024

Employee Travel and Reimbursement (ET&R) has included updates for the 2024 fiscal year-end process. Please use the information below as a reference for the fiscal year-end schedule related to out-of-pocket reimbursements, corporate card charges, and experimental subject payment forms. 

Out of Pocket Expenses*

Both electronic and paper reimbursement forms must be submitted, approved, and received in ET&R by the end of the day on Monday, June 17, 2024, to be posted in the current fiscal year.

Experimental Subject Payment Forms*

Experimental Subject Payment forms must be received in ET&R by 5:00 pm on Monday, June 17, 2024, to be posted in the current fiscal year.

*NOTE: all reimbursement forms/expense reports are due to ET&R by 5:00 pm on Monday, June 17, 2024.  This is a change from prior fiscal years.

Corporate Card Transactions – Concur
  • All expense reports received in ET&R by the end of the day on Monday, June 17, 2024, will be processed in fiscal year 2024.
  • Expense reports for April 1 – May 15, 2024, transactions must be received in ET&R by the end of the day on Monday, June 17 to avoid being included in the final untimely posting for fiscal year 2024. All outstanding corporate card transactions with a Bank of America posting date prior to May 16, 2024, will be charged to one of the g/l accounts described below depending on the status of the transaction at the time of the posting.
    • 695685 - Unapproved Corporate Card Transactions; Assigned corporate card expenses without complete approval.
    • 695695 - Unassigned Corporate Card Transactions; Unassigned corporate card expenses with no action taken.
  • ET&R will send Untimely Posting Notification emails for transactions through May 15 beginning Wednesday, May 22 through Wednesday, June 12, 2024.
  • Employee Travel & Reimbursement will stop posting transactions for fiscal year 2024 on Monday, July 8, 2024. We will send a complete list of Assigned and Unassigned transactions to Business Managers and Management Centers on Tuesday morning, July 9, 2024. This will allow time for departments to review the outstanding corporate card charges and process accruals per their management center guidelines.  ET&R will not process an accrual of corporate card charges for fiscal year 2024.

► Deadlines for departments that are using the WORKS system for FLEET and other applicable programs will be communicated by the Card Services team.

We appreciate your continued support. If you have questions, please contact a member of our team at 668-3877 or via email at employeetravel@duke.edu.