Our year end close for fiscal year 2020 is rapidly approaching. Please take a few minutes to review the cutoff dates below for invoice and AP check request processing. Our Accounts Payable team will stop posting invoices for FY 2020 expenses as of 3pm on Thursday, July 9. This will allow a quiet time for departments to review expenses prior to the period 12 close on Friday, July 10. Any invoices that need to be accrued after the July 9th cutoff date must be coordinated as follows:
The Corporate Accounts Payable team is continuing to process invoices and check requests as submitted. In support of our Duke partners who are working remotely, we wanted to share a few reminders to leverage the available electronic processes.
Invoices - All invoices should be submitted electronically using the following options:
The following procedures will be in place for all Duke University building shipments except for those labs deemed essential (For Labs conducting essential research each School will gather the necessary contact information to post at the loading docks so that the normal deliveries can continue), or for specific offices identified by individual School
· Transportation vendor will deliver all shipment to Golden Warehouse and will be held until later retrieval.
Over the past year, Duke Procurement and Duke Corporate A/P have identified companies pursuing ‘toner cartridge scams’ in an effort to generate revenue and they are targeting Duke University and Duke University Health System. No company should be calling any Duke employee to have them order toner or confirm a shipping address.
Duke University and Duke University Health System have agreements in place with vendors for the ordering of toner cartridges and the delivery addresses are already on file.
Effective October 9th, Duke Faculty and Staff who requisition goods and services will receive vendor purchase order acknowledgements and confirmations via email. We are pleased to deliver this long-desired functionality to our customers across Duke.
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.