Employee Travel & Reimbursement Updates and Reminders

April 10, 2016

Employee Travel & Reimbursement (ET&R) would like to provide the following updates and reminders.

In our efforts to streamline efficiencies and minimize errors with the corporate card non-travel schema, effective April 15, 2016, the Online Travel tool will restrict the ability to edit and upload additional receipts to non-travel expense reports that have been approved and posted to the ledger. Since the tool permits overlapping dates, the ability to re-open non-travel expense reports is no longer required.

As a result of the recent Duke@Work portal upgrade, there was a minor change with the location of the Add Memo link in the Universal Work list in Duke@work. The link is now available by clicking your right mouse button on the highlighted item in your Universal work list. The memos added using this method, will automatically display above the comment box in the Universal work list.


Travel receipts for Duke employees should not be included in a corporate card non-travel schema. These expenses should be included in the corresponding travel expense report to provide the total cost of a trip. Corporate card receipts can be reassigned to the Duke traveler, if applicable.

As of July 20, 2015, Employee Travel & Reimbursement discontinued the use of paper forms for expense reimbursements to employees and student employees. Paper forms submitted to our office in error will not be processed and will be returned to the preparer for processing through the Online Expense Reimbursement tool. Exceptions to this process are as follows:

Reimbursements to terminated employees o Reimbursements to temporary employees

Reimbursements to Duke students who are non-employees

Employee relocation expenses

Other Approved Programs and/or Payment Categories

To leverage efficiencies within your department and increase Duke’s internal controls, please continue to evaluate your business processes related to the purchases of goods and services to ensure appropriate purchasing methods are being used. As a reminder, the preferred purchasing method for routine recurring services is a purchase order. Some examples of recurring services are: Shred It, water and coffee services, Premier Global and other conference call services, office and equipment rentals, etc. Please assist us with transitioning these types of transactions from the corporate card to a purchase order.

The TRaC Representative Certification program is now available for initiators as well. Please visit the website to pre-register for the certification.

Please contact Employee Travel & Reimbursement by email at EmployeeTravelduke.edu or by phone at 668-3877, if you have any questions or need additional information.

Thank you for your continued support.