To simplify the acquisition and payment for services purchased internationally and domestically while continuing to meet legal and sponsored research guidelines, new forms, procedures, and Procurement GAPs are now effective and online for review.
Important changes to our administrative requirements related to purchases of services outside the United States reflect Duke’s continued global expansion and our focus on streamlining processes for our faculty working abroad. Click here to read the full announcement.
As a follow up to previous updates, including the Business Manager Overview sessions, Employee Travel and Reimbursement has implemented two new general ledger (G/L) accounts to support clearing outstanding transactions. This new process replaces the traditional write off and ensures a method for handling untimely postings. The new accounts and their corresponding descriptions are included below.
We are excited to announce a number of system enhancements and refinements for each of the Disbursements teams. We have been partnering with our colleagues in Administrative Systems Management to implement these refinements. The changes are scheduled to move to production on Tuesday evening, November 11, 2014.
Duke University’s Card Services team is coordinating with Bank of America to replace all of the existing Duke University Corporate Cards with new “chip and pin” enabled cards. Industry standards require card providers to replace magnetic stripe cards with new chip and pin cards by October 2015.
Card Services has identified an error involving the upload of recent transactions to the on-line travel system. As a result of this error, a small set of transactions with post dates between 07/07/14 and 07/11/14 were uploaded in the on-line travel system with incorrect expense types.
Duke is pleased to announce a new partnership with VWR International as our Strategic Partner for procuring Laboratory Equipment, Research Supplies, and Design and Renovation Casework effective July 1, 2014. Please review the full memorandum here.
In our efforts to introduce additional efficiencies, we have incorporated several changes into the overall process for expense reports. These changes were implemented in partnership with our colleagues in Administrative Systems Management and are a result of an overall review of the process as well as great feedback received from departments. All of the changes noted below will be in effect Wednesday, March 26.
On February 15th Staples made a change to the data elements in the invoice file transmitted to Duke for Advantage orders. Prior to the change, the SAP invoice documents for Advantage orders were using the Staples order number as the SAP reference number.
Corporate Accounts Payable continues to identify opportunities for improvements with the problem invoice process. We have received feedback from a number of areas requesting reminder notifications. As a result, effective Wednesday, February 12, we will implement a revised problem invoice workflow notification process.
American Power Conversion (now Schneider Electric) has issued a world‐wide recall of 15 million, Series 7 and 8 SurgArrest surge protectors manufactured prior to 2003 because of 55 reports of overheating, smoke, and melting which might result in a fire. We know these devices have been in use at Duke.
Corporate Accounts Payable has made some recent changes and updates to GAP 200.128 and GAP 200.129 as detailed below. We hope these enhancements will provide additional guidance with paying independent contractors.