Works Documentation

Works documentation is required.In the event of an audit by external auditors, internal auditors or Employee Travel & Reimbursement, the information in Works is used to respond to audit related questions.

Transactions Requiring Additional Documentation in Works:

• Auto Expenses
• Business Meals/Meetings
• Continuing Education
• Employee Relocation
• Computer & Office Equipment, Minor Machinery & Furniture
• Losses and Damages/Unauthorized Charges
• Monetary Gifts
• Non-Monetary Gifts
• Post Secondary Tuition
• Public Relations, Social Expenses
• Travel Related Purchases

Auto Expenses

Auto expenses for Duke owned or leased vehicles, including cost of supplies and materials used in routine automotive maintenance, operation (includes gasoline purchases), and car wash services. If applicable, provide the Duke Service Vehicle number.

Business Meals/Meetings

Business Meals/Meetings without alcohol require:

• Date
• Location
• Attendees' names (or number if over 10)
• Planned agenda (topics discussed)
• Business relationship of attendees to Duke

To determine if this expense type is allowed on a federal grant, please refer to GAP 200.320, Direct Costing on Sponsored Projects.

Continuing Education

Continuing Education expenses require:

• Name of Attendee(s)
• Course/Class/Conference name
• Dates of class

Employee Relocation

Employee Relocation expenses require:

• Employee's name
• Address
• Duke unique i.d.
• Description of the expenses associated with the transaction (e.g. house hunting, final move, etc.)
• Designate whether the department or the employee is responsible for taxes, if applicable

For more information regarding employee relocation expenses, please refer to the Corporate Tax website.

Computer and Office Equipment, Minor Machinery and Furniture

Computer and Office Equipment, Minor Machinery and Furniture expenses over $500 require:

• Description of item(s) purchased
• Physical location of the item(s)
• Identify owner of the property: employee or Duke
• Provide the business purpose for the purchase
• Indicate whether the department or the individual is responsible for any applicable taxes

Losses and Damages and any Unauthorized Charges

Losses and Damages and any Unauthorized Charges require:

• A description of the charge (e.g. fraudulent, disputed with GE, etc.)
• If the transaction is a personal charge, document the check number and the bursar receipt number for the reimbursement.
• See Using the Corporate Card, Cardholder Limits and Unauthorized Purchases

Monetary Gifts (gift certificates and gift cards)

Monetary Gifts (gift certificates and gift cards) require:

• Approval of the appropriate Dean, Director or Department Head
• Recipient name(s)
• Recipient(s) Duke Unique ID; Social security numbers may not be recorded in Works
• Value of gift certificate provided to each recipient
• Business purpose
• Indicate whether the department or the individual is responsible for any applicable taxes. For additional information, please refer to GAP 200.400, Employee Monetary Awards (Gift Certificates, Gift Cards, Coupons, etc)

All monetary awards are reportable to the recipient regardless of the dollar value. For additional information regarding the University and Health System's Gift Policy, please see http://www.hr.duke.edu/recognition.

Non-Monetary Gifts

Non-Monetary Gifts require:

• Approval of the appropriate Dean, Director or Department Head
• Recipient name(s)
• Recipient(s) Duke Unique ID; Social security numbers may not be recorded in Works
• Value of the gift
• Business purpose
• Indicate whether the department or the individual is responsible for any applicable taxes.

For additional information regarding the University and Health System's Gift Policy, please see http://www.hr.duke.edu/recognition.

Post Secondary Tuition

Post Secondary Tuition expenses including all undergraduate and graduate level coursework require:

• Name of attendee
• Course/Class - include whether coursework is for undergraduate or graduate study
• Dates
• Indicate whether the department or the individual is responsible for taxes, if applicable
• Business purpose of coursework

Public Relations, Social Expenses

Public Relations, Social Expenses require:

• Date
• Location
• Attendees' names (or number if over 10)
• Business purpose
• Relationship of attendees to Duke

This expense type is not allowable on federal grants.  For additional explanation, please refer to the G/L account definition for 693200.

Travel Related Purchases

Travel Related Purchases (including Airfare, Lodging, Meals, etc.) require:

• Traveler's name
• Destination
• Departure date and time
• Return date and time
• Business purpose of trip
• Meal expenses - include attendees' names (or number if over 10)
• Relationship of traveler to Duke: