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Frequently Asked Questions
Online Expense Reports: Corporate Card Transactions
You received the email notification because you were set up as an initiator of expense reports for employees who have corporate card charges that need to be addressed. Access is often given by organizational unit which means you can see all individuals in the organizational unit whether or not you operationally have responsibility to create expense reports on their behalf. If you believe this was in error, please contact your business manager. He/She can submit information to have this access changed/modified as appropriate.
Cardholders will receive an approval email notification once the expense report is approved by reviewers at the department and funding source level. No reminders will be sent, only this initial notification.
The link displays a list of your transactions and the transactions of card holders in your “My Employees” list that have not been included in an expense report. The link only takes you to a list of all your outstanding transactions. To create expense reports in order to clear the transactions, you’ll need to create an online expense report. Please watch the “Manage Corporate Card Transactions” training video located in the Online Expense Report Video Series.
Yes, they are two different types of expense reports. Corporate Card charges associated with travel for Duke employees should be included in a travel expense report. Non-travel related corporate card charges are travel related charges for non-Duke employees, students, and in situations where the travel cannot be reassigned to the appropriate Duke employee should be included on the Corporate Card non-travel expense report. Please note: Travel expense types are available in the corporate card non travel expense report.
The “change” button on the Manage Corporate Card Transaction list is only available if you have been set up by your business manager to “reassign” Corporate Card transactions. It is not needed to create an expense report.
To change the expense type associated with a specific transaction, an expense report has to be created and the expense dropped into the expense report. This happens in the “Enter Receipts (Step 2)” of the expense report process. For detailed instructions, please use this video link and watch video 4a included in this video series.
Since the employee is not listed in your My Employee list, you will need to create a corporate card non-travel expense report to clear the transaction. Please note: Travel related GL accounts are included in corporate card non-travel expense reports.
No, an out-of-pocket expense cannot be included in the corporate card non-travel expense reports. Instead, you’ll need to create an out-of-pocket expense report for the cash reimbursement. Corporate Card Non-Travel expense reports do not allow inclusion of both corporate card transactions and out-of-pocket expenses.
No. A single corporate card transaction cannot be split and reassigned to multiple people. If the card holder is one of the travelers, best practice is to include the transaction as part of their travel expense report with detailed notes describing the other travelers. If the card holder is not traveling, include the transaction on a corporate card nontravel expense report with detailed notes describing information about the travelers.
Please send an email to corporatecard@duke.edu or call 919-681-0648.
1. Provide detailed notes in SAP explaining the number, value and reason for the purchase.
2. Fax IRB data disclosure forms (names, SSN, home address) to Employee Travel & Reimbursement.
3. Please include a copy of the Trip Summary Report with the fax so the documentation can be properly matched with the corresponding expense report.
If gift cards are being given for other reasons, fax names, SSN, and home address as this information may be required for tax purposes.
For the "Credit Card Imports" tab to display transactions, it must be refreshed. Select the "Credit Card Imports" tab. In the bottom right hand corner of the screen, select "Refresh". Once refreshed, transactions will display.
Once a corporate card non-travel expense report has been approved and posted to the Ledger, it cannot be changed. To clear a charge, create a new corporate card non-travel expense report as dates can overlap.
Online Expense Reports: General Information
No. The new online travel tool is just a new way to enter the data.
Users have a variety of ways to organize their employees. By moving the cursor to the right side of each heading, lists can be sorted in ascending or descending order using the information contained in that heading. By selecting “Filter” on the right side of the page, users will be given a new line. Data inputted into that line will be found in the employee list. For more details, please view the video entitled “How to Customize and Filter Video” can be found on the ET&R Training webpage.
Trips can be deleted up until the point when they are approved for payment "posted" for payment by either the employee or an initiator with access to the employee under their "My Employee" tab. From the Expense Report tab, highlight the trip in question and select the "Delete" button. This will delete the trip and pull it out of workflow for those in the approval chain. If you need to delete a trip once it has been approved for payment, please contact Employee Travel at onlinetravel@duke.edu.
Anyone with access to the financial statement can view the Expense Report Summary PDF once it has been posted.
Click “Change” on expense report that has overpayment. Change receipt amount that was overpaid to the correct amount. In the comments section, include the check number that the employee wrote to Duke to return the amount that was overpaid. Then click “Save and Send for Approval” to submit the changed report for approval. Print a copy of the Expense Report PDF and send that along with the check to ET&R. The copy of the Expense Report will be helpful to ensuring the check that is received is applied appropriately. The check should not be deposited to the department code charged with the overpayment. The department code will be credited when the changed expense report is approved by ET&R and posted to the general ledger (FI).
For more information on any of these topics, please view the online training videos, which can be found on the ET&R Training Page.
No, based upon Internal Revenue Service regulations, all expenses related to relocation/moving are considered taxable income to the individual employee. Therefore, any payment by Duke University or Duke University Health System to cover relocation/moving costs for new faculty and staff should be issued as a supplemental payroll payment to the new faculty or staff member.
For Corporate Card transactions:
To break out NC Sales tax, select the Enter Itemization button found in the Enter Receipts section of the tool when a transaction is highlighted. Select the NC sales tax expense type which will post the sales tax to Duke’s General Ledger Account 146100. Departments will not need to identify the funding source for the NC sales tax (typically 1001000). SAP will ensure the sales tax is accounted for appropriately. For detailed instructions, please watch video 4c in this Online Expense Report Video Series.
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For an Out-of-Pocket Expense Report:
When itemizing sales tax in an out-of-pocket expense report, you will have a two line entry; one for the sales tax and one for the remainder of your receipt total. In the Enter Receipts section, click New Entry to add another line for the sales tax itemization. For the Expense Type, choose General Ledger Account 146000.
No, there are not any plans to give temporary employees access to create expense reports.
We will be discussing the need for additional training and will post sessions on the ET&R website. In the meantime, we have a series of online training videos. We also have a PowerPoint guide.
Use the PDF chart for guidance on reassigning transactions.
All transactions will continue to appear in WORKS, but once the transactions are uploaded into the online travel system, the transactions have a “view only” status in WORKS and WORKS administrators cannot make any changes to the transactions.
You can process the credit just like you would the expense. In the Enter Receipts section, pull the credit into the expense report and make sure it is posted to the same expense type as the original transaction. If the credit is related to a travel expense, you can open the travel expense report to which it applies and pull in the transaction. If the original charge was addressed through a corporate card non-travel expense report, you will need to include the credit in the expense report that includes the date of the credit. We would suggest including the expense report (trip) number in the comments field of the expense report that includes the credit so that the credit can be linked with the expense.
GL accounts are associated with the schema for travel expense reports unless there is a specific GL listed beside the expense type in the expense type listing. For corporate card non-travel and out-of-pocket reimbursements, GL accounts are listed beside the expense type. In the event that a GL is not listed beside an expense type, the expense will map to the domestic travel GL.
In the Expense Report tab where expense reports are listed, you can highlight the expense report you want to modify and select the “Change” button. This will reopen the expense report. Be sure to include attachments for any new receipts. In Step 2, the Enter Receipts section, you can pull in the new corporate card transaction or add any out-of-pocket expenses for travel expense reports. Please note: Do not change any information that has previously been included in the expense report and posted to Duke’s GL.
No, all transactions with a Bank of America post date of 10/18/13 or later will need to be cleared in the Duke@Work online travel system. Works administrators are responsible for clearing the remaining transactions with post dates prior to 10/18/13 in Works. After the older transactions are cleared from Works, Works administrators’ user access will be changed to provide view only information.
Yes, dates defining the range of a travel expense report can be changed as long as those dates are not included in a different travel expense report.
Please follow these steps:
- Highlight the expense report in the “Expense Report Listing”
- Select the “Change” button
- When the expense report opens, go to Step 2 “Enter Receipts”
- Highlight the transaction to be deleted in the Expense Report section.
- Select the “Delete” button that will display when the transaction is highlighted. Deleting the transaction will move it back to the “Available Credit Card” listing. Take this action for each receipt that needs to be removed from the expense report.
- Select “Save as Draft”
- Select “Cancel”
- From the “Expense Report Listing,” select the “Delete” button to delete the expense report.
The Online Expense Report tool allows corporate card non-travel expense reports to have overlapping dates. An example of when this is appropriate to use is when you have forgotten an expense in an already submitted corporate card non-travel expense report. Overlapping dates or times cannot be used for travel expense reports. If corporate card transactions need to be included in a corporate card non-travel expense report once it is created, users can change the existing report to add the corporate card transactions or can create a new corporate card non-travel expense report with the same dates. Please note: Once a corporate card non-travel expense report has been approved and posted to the ledger, it cannot be changed. The Change button will be grayed out. To clear a charge, create a new corporate card non-travel expense report as dates can overlap.
Instead of creating expense reports for an individual transaction, bundling is recommended in order to minimize the number of reports that route for approval. Bundling will allow you to include multiple transactions into one expense report. You have options on how you bundle:
- One option is to bundle corporate card non-travel expense reports based upon dates.
- Another option is to bundle corporate card non-travel expenses by funding source.
Depending on the frequency of use, transactions can be “bundled” on a weekly, biweekly or monthly basis.
Please contact your Department Payroll Representative and have them initiate a Personal Data Change iForm to update this default.
Expense report date ranges can be created based upon the receipt date associated with transaction that appears in Duke@Work. The receipt date is based upon when a vendor batches and sends in credit card transactions to be processed by Bank of America (Duke’s credit card vendor). This receipt date may or may not align with the actual date physically printed on the paper receipt.
In preparation for the upcoming write off on April 15, 2014, ET&R will be running the “Outstanding Transactions” report each Friday until the write off is complete. These email notifications will be sent to initiators, TRaC Reps, and Business Managers. The first attachment (cc1) will list outstanding transactions that have not been included in an expense report. The second attachment (cc2) includes a list of expense reports that include corporate card transactions which have not been routed for all levels of approval.
This occurs when your elements are hidden. To unhide the elements, right click on your screen. Next click “User Settings”, then click “Invisible Elements”. This will allow you to restore the hidden elements.
The error message maybe caused by the desktop/laptop Java security setting. There are two options to work around the error. Please contact your local support if you have questions about which option is recommended for your area or if you need assistance.
Option 1
Leave your Java security setting at “High” and add the https: url to your “Exception Site List”
Go to Start->Control Panel->Java.
Click on the Security tab.
Click the Edit Site List button.
Click the Add button, and add the following url https://sweb.duke.edu:8081 , then click OK.
Once added, you will see the url link in the Exception Site List.
Option 2
Change your Java security setting to “Medium”
Go to Start ->Control Panel ->Java.
Click on the Security tab and slide the Security Level bar to “Medium”
After receiving the SAP popup window, please clear the Cache in Firefox. Below are directions on clearing the Cache.
1. When presented with the “SAP Popup Window” in Firefox, close the Firefox window using the red X in the upper right corner.
2. To clear the Cache follow the menu path: Firefox -> History -> Clear Recent History.
3. Confirm that the “Time range to clear:” is set to “Everything”. Confirm the “Cache” box is checked, then click “Clear Now”.
4. On the next attempt to open a previously approved expense report, you should be presented with the correct pop up window.
NOTE: You may have to go through the “Clear Cache” steps twice before being presented with the correct popup window.
–For a travel expense report, put city and state/region.
–For a non-travel expense report, put purpose.
The following are reasons why ET&R would return an expense report:
-Missing documentation
-Receipts
-Additional information outlined for specific expense type
-No clear business purpose
-Unallowable expense
-Exception to policy that requires Management Center Approval
-Expense reports that should be processed via another payment method
-Receipts
-Additional information outlined for specific expense type
-No clear business purpose
-Unallowable expense
-Exception to policy that requires Management Center Approval
-Expense reports that should be processed via another payment method
Online Expense Reports: Receipts & Attachments
Have the employee keep a log of expenses that can be submitted in lieu of a receipt. The log can be included as an attachment. When entering the receipt for the expense, uncheck “Paper Receipt” and type “log” in “Short Info” field. If there is a paper receipt available, it must be submitted.
Yes. White-out the routing number or other personal information on canceled checks, statements, receipts, etc. before scanning.
Attach the correct attachment and provide a note in the comments field indicating which receipt is correct.
No. Once an attachment is uploaded, only ET&R has access to delete an attachment.
Unselect the paper receipt field anytime a paper receipt is not included. In instances were receipts are lost or missing please complete the Lost Receipt Form and select the “Paper Receipt” field. In instances where receipts are not available for Corporate Card purchases, please adhere to the current Corporate Card polices.
The PDF can be viewed through the Duke@Work portal by the employee and by any initiator who has access to that employee’s expense reports. The approvers will have access to the PDF of receipts within each expense workflow in his/her Universal Worklist.
Currently the mileage log is only available to the individual who initiates the trip. Therefore, a mileage log must be scanned and attached to the trip as part of the supporting documentation.
No, attachments/receipts cannot be deleted. Users can attach the new attachment/receipts and include a note for all the approvers indicating which attachment includes the correct information. Users can also choose to delete the entire expense report (including attachment/receipts) and recreate the expense report.
No, it is not necessary to have the cardholder sign the missing receipt form.
The message you’re receiving should be a “warning” message only (i.e. yellow triangle). This serves as a prompt to ensure the initiator recognizes he/she is including a transaction that falls outside of the travel dates. You can proceed with completing and saving the expense report.
Yes, receipts are visible through a PDF link accessible through the Universal Worklist.
No, not as part of the standard operating process. It’s the responsibility of departmental and funding source approvers to look for this during the review process.
Online Expense Reports: Schemas
We do not recommend it. You can have non-travel expense reports on a daily basis and we strongly encourage departments to create non-travel expense reports that contain a date range no longer than a week.
No. It is used when the sole purpose of the trip is development or student recruitment.
The schema choices are the same as they were on the paper travel expense form.
Yes. These are considered different trip types.
Choose the activity type that is the majority of the trip.
No, you can’t split a transaction into two different expense types unless it is a transaction that allows receipt itemization. For example: a hotel folio can be itemized and split between expense types.
No. Schemas can’t be changed. You can move corporate card transactions back to the “buffer”.
Universal Worklist
Log onto the iForms portal. Under the home tab select the Universal Work List. Select the appropriate form from the list to make the necessary corrections.
If your department has multiple approvers all approvers receive the email notification. Whoever goes into their Universal Work List and clicks on the form first removes it from the other approvers work list.
Log onto the iForms portal and click on the Staff and Positions Tab. Click on the link for the iForms Overview. Here you will see the forms you have created. Click on the link in the status column for that form and you will see what step of the process the form is currently in.
After a form has been Closed/Approved you can go to the iForms overview. Under the Confirmation Print column a printer icon will appear. Click on the Confirmation icon and it will pull up the confirmation for the change that was made. You can then print the confirmation.
IForms
- A simple, secure access to people, positions, and applicants
- Transactions to update people and positions
- Electronic routing and approval of transactions
- Will eliminate HR/Payroll paper
- Will eliminate paper forms and the position and applicant referral web tools
Log onto the iForms portal. Under the home tab select the Universal Work List. Select the appropriate form from the list to make the necessary corrections.
If your department has multiple approvers all approvers receive the email notification. Whoever goes into their Universal Work List and clicks on the form first removes it from the other approvers work list.
303XXXX is a WBS element and needs to be entered in the WBS Element column and not the Cost Center column. If you enter the number in the WBS Element column the error will go away.
Log onto the iForms portal and click on the Staff and Positions Tab. Click on the link for the iForms Overview. Here you will see the forms you have created. Click on the link in the status column for that form and you will see what step of the process the form is currently in.
After a form has been Closed/Approved you can go to the iForms overview. Under the Confirmation Print column a printer icon will appear. Click on the Confirmation icon and it will pull up the confirmation for the change that was made. You can then print the confirmation.