Expense Management
Business Process Changes
In conjunction with the Concur implementation we will implement the following business process changes:
Departments will be transitioned from the use of the international lodging per diems. Meal and Incidental per diems will be allowed for international travel where applicable, based on departmental/funding source guidelines.
Registration fees paid with personal funds will no longer be reimbursed prior to the completion of the trip. The Duke corporate card provides departments/employees with an efficient method to pay for travel related expenses and should be utilized wherever possible to avoid out of pocket costs.
Employees will use an electronic Missing Receipt Affidavit in Concur to replace the paper form currently used with SAP. Duke's policy on lost or missing receipts can be found at finance.duke.edu/travel/reimbursement/receiptsdocs
Corporate card transactions cannot be reassigned in Concur. Cardholders who use their corporate card to make purchases for other Duke employees, students and guests will clear the transactions using a Non-travel report created for the cardholder.
Expense Reports can no longer be reopened once posted to the ledger. The Report Reference is a free text field available on all expense types and allows trips and events to be linked.
Tools to Help Manage Expenses
Non-Travel Expense Types and G/L Accounts
The following are the expense types and G/L accounts available in a Non-Travel Expense Report.
The trip type determines the G/L account posting unless otherwise noted.
- Domestic - 698600
- Domestic Development - 699000
- International - 698700
- International Development - 699100
- Recruitment - 692800
Transportation/Lodging
________________________________________ Purchasing
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Purchasing - Continued
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Audit Rules
The following Audit Rules enforce Duke policy and provide helpful reminders to prevent expense reports from being returned
Travel Expense Types and G/L Accounts
The following are the expense types and G/L accounts available in a Travel Expense Report.
The trip type determines the G/L account posting unless otherwise noted.
Domestic - 698600 Domestic Development - 699000 |
International - 698700 International Development - 699100 Recruitment - 692800 |
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Transportation/Lodging
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Miscellaneous
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Reports
Concur offers many reports available for Duke use. Common reports and will be listed here and can be run by the Business Intelligence Manager.
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