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.

Non-Travel Expense Reports

 

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
  • Airfare
  • Airline Fees
  • Car Rental
  • Conference Registration
  • Lodging
  • Group Airfare - Team Travel-698400

________________________________________

Purchasing
  • 195301 - Sotres Inventory Clearing
  • 622500 - Exp. Subject/Blood Donors
  • 640500 - Fuel Automotive Supplies
  • 640600 - Animal Feed/Bedding
  • 640700 - Animal Caging/Racks/Accessories
  • 640800 - Computer Supplies
  • 641800 - Research Drugs
  • 643000 - Groundskeeping Supplies/Materials
  • 644000 - Housekeeping Supplies & Materials
  • 644500 - Instructional Supplies
  • 645000 - Research/Lab Supplies and Materials
  • 645200 - Bookbinding-Library
  • 645500 - Maintenance/Shop Supplies
  • 645900 - Copy Expense
  • 646000 - Office Supplies
  • 646100 - Books/Journals/Publications
  • 646700 - Photographic Supplies/Materials
  • 647000 - Publication Expense
  • 647100 - Play Production Supplies & Materials
  • 648000 - Uniforms
  • 651300 - Cost of Goods Sold-Groceries
  • 653000 - Cost of Goods Sold
  • 666100 - Newspaper & Periodicals-Library
  • 666300 - Monographs
  • 666600 - Monographic Series
  • 666700 - Non-Book Materials
  • 666800 - Rare Books
  • 668300 - Asset Under Constr-Equipment
  • 675700 - Minor Machinery and Equipment

 

Purchasing - Continued

  • 676100 - Library Work Tools
  • 676300 - Library Replace-Lost Material
  • 677200 - Minor Office Machines & Equipment
  • 677400 - Minor Computers/Accessories
  • 677600 - Minor Computer Software
  • 683000 - M&R: Machinery & Equipment
  • 687200 - M&R: Office Machines & Equipment
  • 690200 - Advertising/Publicity
  • 690600 - Dues/Mem/Cert Fees
  • 690800 - Legal Fees
  • 691600 - Contract Work
  • 691700 - ContEd/Registr/Training
  • 691800 - Gift Certificates/Cards
  • 692800 - Recruitment Expenses
  • 692900 - Entry/Exam Fees
  • 693200 - Entertainment
  • 693200 - Gifts/Awards
  • 693230 - House Funds - Entertainment
  • 693400 - Equimpment Rentals
  • 693600 - Postage
  • 695600 - Personal/Non Allowable
  • 695600 - Amount Due Duke
  • 695600 - Losses and Damages/Unauthorized use
  • 695800 - Team Meals - Athletics
  • 696000 - Business Meetings
  • 696200 - Unsupported/Misc MCC Code
  • 696200 - Unsupported/Misc OOP
  • 696500 - Parking
  • 697200 - Space Rental
  • 697300 - Services Purchased-Not Under Contract
  • 697600 - Taxes/Licenses
  • 698230 - Cell Phone Chgs - Telcom
  • 698400 - Transportation (Persons/Patients)
  • 698900 - Group Trainee Travel

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.

Travel Expense Reports

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
  • Airfare
  • Airline Fees
  • Car Rental
  • Conference Registration
  • Fuel
  • Lodging
  • Other Transportation (Taxi/Shuttle/Train)
  • Parking
  • Group Airfare-Team Travel-698400
International Per-Diem
  • Per Diem Reduction
Meal/Entertainment
  • Breakfast
  • Lunch
  • Dinner
  • Group Meal (Student/Program)
  • Business Meeting - 696000
  • Entertainment - 693200
Miscellaneous
  • Books/Journals/Publications - 646100
  • Copy/Publication Expenses - 645900
  • Dues/Memberships/Certification Fees - 690600
  • Personal/Non Allowable - 695600
  • Amount Due Duke - 695600
  • Losses and Damages/Unauthorized use - 695600
  • Postage/shipping - 693600
  • Unsupported/Misc MCC Code - 696200
  • Incidentals
  • Currency Exchange Fees
  • Misc. Expenses (Request Only)
  • Other
Mileage
  • Personal Car Mileage
  • Courtesy Car Mileage (Athletics Only)

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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