2015 Fiscal Year End – Employee Travel & Reimbursement

July 5, 2015

The Employee Travel & Reimbursement (ET&R) team members have made great progress with the expense reports and other transactions for the fiscal year ending June 30, 2015. As of today, July 6, all transactions with receipt dates through June 30, 2015 that have been submitted to ET&R through 7/1/2015 have been processed. The only outstanding items include the unassigned transactions that have not been incorporated into expense reports as well as the assigned transactions that were not received in the ET&R queue by the end of the day on 7/1/2015. The team will continue to process transactions as they are received.

A report will be distributed to business managers on Wednesday, July 8 to reflect the outstanding transactions (assigned and unassigned) that have not been posted to the fiscal year ending June 30, 2015. In order to ensure a comprehensive list, the assigned report will include all transactions for this period, including those in the ET&R queue. This process will allow time for departments to review the outstanding corporate card charges and process accruals per their management center guidelines.; Based upon feedback and discussions related to the prior fiscal year end process, the majority of departments along with the management centers preferred to coordinate the accruals at the departmental level. Therefore, ET&R will not process an accrual of corporate card charges for fiscal year 2015.

Untimely Posting Schedule

In order to support your operational and planning needs, the Untimely Posting schedule for the remainder of the year is included below. This will be posted on the ET&R website by the end of this week. The notifications will continue to be distributed on a weekly basis to TRaC representatives and initiators and to business managers and management centers on a monthly basis.

Transaction Period

(BofA Posting Dates)

Due Date

to ET&R

Fiscal Month


June 1 - June 30, 2015


August 2015

July 1 – July 31, 2015


September 2015

Aug 1 – Aug 31, 2015


October 2015

Sept 1 – Sept 30, 2015


November 2015

Oct 1 – Oct 31, 2015


December 2015

Nov 1 – Nov 30, 2015


January 2016

Dec 1 – Dec 31, 2015


February 2016

As a reminder, all outstanding corporate card transactions with a Settlement Date (Bank of America posting date) prior to the designated dates on the schedule 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.

The ET&R team members are reviewing trends among the assigned and unassigned transactions that were included in the untimely posting cycles for the prior periods.; Business managers will be contacted regarding card suspensions for employees who have transactions in multiple periods.

Miscellaneous Updates

In order to leverage efficiencies with the Online Expense Reimbursement tool, Employee Travel & Reimbursement will discontinue receipt of paper forms for expense reimbursements as of Monday, July 20, 2015. The exceptions to this process are noted below.

Reimbursements to terminated employees

Relocation expenses

Reimbursements to Duke students who are non-employees

Other Approved Programs and/or Payment Categories

We appreciate your continued support. If you have questions, please contact a member of our team at 919-668-3877 or via email at EmployeeTravelduke.edu.