duke employee travel and reimbursement

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Employee Travel & Reimbursement Updates

As we continue to work through business process changes to support the new policies and our partners who are working remotely, we have included some miscellaneous updates below. All other business processes remain unchanged.

Corporate Card Charges

As a reminder, all electronic processes remain in place for both the SAP Travel and Expense tool as well as the Concur tool. Departments should continue to clear any outstanding corporate card charges. There are a number of unassigned transactions that must be incorporated into an expense report. Also, there are a number of assigned expense reports requiring approval. Please take this opportunity to run the Workflow Status Reports using Duke@Work to determine the current owner for expense reports in SAP. Business Managers and the corresponding delegates can run the Status Reports to determine status of expense reports.

Airfare Charges

• In the event a Duke employee must cancel airfare associated with a business trip, the credit voucher provided by the airline should be used at a later date/time for Duke business. Departments should monitor for compliance with this guidance.
• Generally airfare is purchased on a Duke corporate card and should be cleared to the appropriate cost object based on departmental/sponsor guidelines. The original corporate card charge for the airfare will remain; therefore, you will need to include the charge in an expense report. Include a note in the comments section to confirm a credit has been issued and will be used for future Duke business travel. In the event the airfare was purchased with personal funds, we generally do not reimburse until the credit is used towards another Duke trip. Management center approval is required for any exceptions.
• For non-Duke employees/students, the same procedure would apply wherever possible. The airfare credit voucher should be used towards the rescheduled visit if possible. Typically, credit vouchers are available to use within 8 to 12 months.
• In some cases, credit vouchers are transferrable. Please double check with the specific airline to confirm whether or not this is permissible. If so, the department should manage to whom the credit is transferred for Duke business.

Hotel and Conference Registration Fees

• In the event a Duke employee must cancel a trip, the hotel should cancel the reservation and Duke would incur no charges. If the hotel required a deposit, any prepaid hotel charges should be refunded. If the hotel does not refund the prepaid charges, you should receive a credit voucher which can be used for a later time.
• Conference Registration Fees are refunded as a general practice. In some cases, the conference host may elect to reserve a credit for a later scheduled event. In this case, the department should monitor for attendance.
• Please include a note in the comments section of the expense report to provide supporting documentation for the expense.

Reimbursements to Students who are not active on the Duke Payroll

Reimbursements to students who are not active on the Duke payroll are processed on paper forms. In support of our partners who are working remotely, please use the guidelines below to submit the forms electronically.

• Forms will be accepted only from official Duke E-mail addresses from designated departmental approvers.
• Example: Student Reimbursement – Student Affairs
• All documents should be typed and must be legible.
• The document preparer and approver must be two different people.
• When submitting documents, a list of all students whose documents are being submitted should be included in the cover email. Preparer completes the Travel Expense or Miscellaneous Reimbursement Form. The form must be typed and the preparer’s name should be included in “Prepared by Name” section.
• Since students are offsite, please reflect the student address as the location where the student is currently residing. The check will be mailed to that address.
• If you are unable to obtain the student’s signature as the “Payee signature”, email the payee attestation from the Travel Expense or Miscellaneous Reimbursement Form to the student for email authorization. Include this email as supporting documentation for the reimbursement.
• Preparer emails Travel Expense or Miscellaneous Reimbursement Form to approver.
• Approver reviews, provides the “Approver Name”, prints, signs, and scans document.*
• Approver submits document to [email protected]

*In the event, a printer with scanning options is not available, the departmental representative may have authorized access to Adobe Sign. The department should coordinate with OIT/DHTS prior to using the software.

We hope these updates will assist you with your transactions during this unusual time. We appreciate your continued partnership and support. Please feel free to contact our team via email at [email protected] or phone at 668-3877.

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Expense management, business process changes, in conjunction with the concur implementation we will implement the following business process changes:, international lodging per diems.

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.

Conference Registration

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.

Lost or Missing Receipts

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

Reassigning Corporate Card Expenses

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.

Reopening Expense Reports

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.

Expand Non-Travel Expense Types

The trip type determines the G/L account posting unless otherwise noted.

• Domestic - 698600
• Domestic Development - 699000
• International - 698700
• International Development - 699100
• Recruitment - 692800

Audit Rules

The following Audit Rules enforce Duke policy and provide helpful reminders to prevent expense reports from being returned 

Expand Audit Rules

Concur Audit Rules

Travel Expense Types and G/L Accounts

The following are the expense types and G/L accounts available in a Travel Expense Report.

Expand Travel Expense Types

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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Recommended Concur Reports

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New Tool For Business Expense Reimbursement

Online process saves paper and improves efficiency of travel and business reimbursement

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A new online travel reimbursement tool makes it faster, more convenient and more cost effective to reimburse Duke faculty and staff for out-of-pocket business expenses.

Forty units across Duke University and Duke University Health System have implemented the new online reimbursement process for business related expenses. Every school, department and unit at Duke will switch to the new process by the end of this year.

"We've been rolling out the new process to about a dozen new units each month," said Barbara Holbrook, manager of Employee Travel and Reimbursement, who oversees the initiative. "Reimbursement can touch everyone at Duke, so we want to make sure the implementation goes smoothly."

Rosemarie Ellis, a fiscal specialist for the Duke Clinical Research Institute, known as DCRI, was one of the early adopters.

"I put in my reimbursement request for parking, mileage and supplies purchased for training classes on a Wednesday afternoon. Less than two hours later, the trip was approved and by Monday the money was already in my bank account," Ellis said.

The new online process does away with paper spreadsheets and streamlines reimbursement by replacing original receipts with digital scans attached to the new electronic form. Staff and faculty are able to complete the form anywhere with internet access, allowing for easy tracking of daily expenses. Once submitted, the electronic form is reviewed and approved using the Duke@Work portal .

The Employee Travel and Reimbursement team handles approximately 6,500 requests for reimbursement each month. The new online process allows the team to focus on auditing the forms for compliance with policies and results in a faster turnaround time for reimbursement.

Routing the form electronically for approval eliminates the time-consuming delivery of paper forms from office to office for signatures. However, the greatest efficiencies in the process are the elimination of duplicate data entry by the Employee Travel and Reimbursement team and the convenience of having electronically stored documents available to departments.

The new tool has been well received by faculty and staff. According to Heidi Halstead, business manager for the Department of Music, the speed of reimbursement is a key benefit of the program. However, having documents online also allows faculty and staff to easily review expense reports and track the approval process.

"We are using so much less paper than we used to for reimbursements," Halstead said. "I love it."

Halstead served on the 16-member advisory committee that worked with the designers of the new system to make it as simple as possible for faculty and staff, while meeting the complicated needs of the university.

Suggestions from the advisory team included use of user-friendly terms instead of accounting terms, de-cluttering the screen by reducing the number of buttons and providing input on the frequency of email notifications sent to people who need to approve forms online. 

"I commend the Employee Travel and Reimbursement office for including people in the front lines in the planning of this whole transition," Halstead said. "This was a case of Duke functioning at its best."

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Duke Resources

Duke resources to consider before travel.

Below you will find information and links to offices and units at Duke who play a role and support global travel. Duke Travelers - whether students, staff or faculty - are encouraged to consider all aspects of their travel and global engagement and to reach out to these resources for their assistance and advice well in advance of your planned departure.

Corporate Risk Management works to ensure the safety of the people and assets of Duke University, guarding them from risk of injury or financial loss. The Corporate Risk Management (CRM) office manages the various insurance programs for the University including property insurance, general liability insurance and automobile insurance as well as the International SOS Plan. CRM also works in partnership with Campus Police, the Occupational and Environmental Safety Office and the University Counsel's Office to evaluate potential hazards and risks.

Duke Visa Services works with federal and state government agencies, international organizations, and public and private entities to obtain appropriate visa documentation for admission to the United States, authorization for employment, and maintenance of legal status for our international population. Note: prior to traveling outside the United States, if you are an employee or scholar whose visa was sponsored by Duke to enter the U.S., you should check with your DVS Advisor far in advance of your planned travel as it may have an impact on your legal status in the U.S.

Employee Travel & Reimbursement serves as your primary contact for questions or issues related to employee and student reimbursements. Employee Travel & Reimbursement is also responsible for auditing all employee and student travel reimbursement requests to ensure compliance with Duke policy and the IRS regulations.

Export Controls ensures that Duke University is fully compliant with the Federal and State Laws and Regulations as it regards exports, including the Export Administration Regulations (EAR), the International Traffic in Arms Regulations (ITAR) and other bodies of export regulations. Areas where Export Controls provides additional information, guidance and can faciliate license acquisition include Anti-Boycott, Foreign Corrupt Practices Act, Research and Conferences Overseas, Sanctioned Countries, Sending Goods Oversears and when Traveling with a Laptop. Duke faculty and staff should contact this office prior to engaging with individuals or entities in sanctioned countries (e.g., Cuba, Iran, North Korea, Sudan and Syria). Export Control laws are complex and specific to each situation therefore Duke created this office to aid in compliance with these laws.

Office of Information Technology assists travelers who will be using Duke-owned or personal devices to access Duke resources from abroad. Travelers must be aware of the rules to follow in order to protect Duke's data and resources when remotely accessing data from off campus. OIT's Global IT Checklist provides advice and recommendations specifically for travelers and their Stay Safe While Traveling page.

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Duke University Job Descriptions

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To see if there are current openings for any of the job descriptions listed on this web site, please search Duke Jobs .

DIR, EMPLOYEE TRAVEL & REIMBURSTMENT

Job Title: DIR, EMPLOYEE TRAVEL & REIMBURSTMENT Job Code: 2576 FLSA: E Job Level: 98 Revised Date: Job Family: JF 28

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Occupational Summary

Plan, direct, coordinate and manage the employee travel and reimbursement process to ensure timely receipt, custody, and disbursement of Duke University assets and compliance with federal and state statutes and regulations and university policy.

Work Performed

Provide strategic direction for Employee Travel and Reimbursement by participating with University leadership to establish, communicate, and implement changes in University travel procedures and policies; direct the preparation of travel invoices, collection activity and record keeping for students and employees; develop, recommend and implement policies and procedures related to financial reporting, monitoring and analysis.

Plan and design implementation of institutional business application software including travel module and electronic wire transfers for employee/student reimbursement develop and deliver training programs related to institutional business application software implementation and changes in University travel procedures and policies.

Plan, direct and monitor procurement card program including bidding process and negotiations with vendors.

Direct and monitor compliance standards for accounting and internal control procedures associated with travel accounts; direct and monitor compliance with IRS and state tax regulations as well as ensuring compliance with University policies related to travel and employee reimbursement.

Plan and recommend long-term and short-term goals; prepare operational reports assessing achievement of departmental goals as well as reports and analyses setting forth progress, adverse trends and appropriate recommendation or conclusions.

Develop and maintain communication with deans and department business managers regarding uncleared travel accounts. Determine fiscal requirements of department; develop budgets, monitor and control expenditures.

Plan and conduct conferences with departmental staff to ensure compliance with departmental policies and procedures, federal regulations and University policies.

Recommend various personnel actions, including, but not limited to, hiring, promotions, merit recommendations and vacation schedules. Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

Education/training.

Work requires a bachelor's degree in accounting, finance or a related field.

Work requires xx years progressive experience in an accounting, banking or related environment.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Duke Human Resources 705 Broad St. Box 90496 Durham, NC 27705 Phone: (919) 684-5600 Have questions?

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Financial Analyst III - DUHS Reimbursement & Revenue Accounting

Durham, NC, US, 27710

The DUHS Reimbursement department is responsible for planning, developing, coordinating and preparing financial analysis and reporting for net patient revenue and reimbursement to support:

• AR valuation and month-end close
• Patient data and related modeling in the cost accounting system
• Managed Care contract proposals and negotiations
• Margin improvement initiatives
• Cost report submissions and audits
• Operational budgets and forecasts
• Financial plans and CON applications

The department performs complex and specialized assignments utilizing reimbursement expertise.  This position reports to the Director of Cost & Revenue Accounting.  This position frequently interacts with Entity Finance analysts, IT personnel, department managers, and PRMO staff.

Duties & Responsibilities

• Plan, develop, coordinate and prepare financial analysis and reporting for net patient revenue to support AR valuation / month-end close.  Create ad hoc reports as needed for business questions that arise regarding gross revenue and/or modeled revenue.
• Audit, upload and post patient data into EPSi on a monthly basis; ensure all data tables needed for reimbursement modeling are loaded and updated on a regular basis.  Reconcile EPSI patient data to the subledger and audit the transaction level and encounter level interfaces. 
• Plan, develop, coordinate and prepare reimbursement analysis to support Managed Care contract proposals and negotiations.
• Prepare analysis and recommendations for margin improvement initiatives.
• Provide data and analysis to support the annual Cost Report submissions and audits.
• Plan, develop and assist in the creation of analytical reports and tools to support the net patient revenue budgets, forecasts, financial plans, surveys, and CON applications.
• Communicate via email distribution list any / all issues related to EPSi, such as the on-line availability, the processing schedule or data integrity issues.
• Hybrid work schedule with at least one day on-site weekly.  Mandatory work on the first three days of the month, regardless of weekend or holiday.
• May involve off-site travel to hospitals within the Health System.

Key Work Style Attributes

• Ability to work under pressure, multi-task, adapt to changing priorities and produce quality work, while meeting deadlines
• Demonstrate ability to work independently with little guidance and demonstrate ability to handle and prioritize multiple assignments and overlapping deadlines
• Demonstrate initiative
• Attention to detail and accuracy are extremely important and highly valued
• Excellent oral, written and interpersonal skills mandatory
• Excellent organizational, analytical, and problem-solving skills mandatory
• Must be a team player with proven ability to interact well with all levels of management and staff
• A professional approach to work including a strong sense of responsibility for assigned duties

Minimum Qualifications

Work requires a Bachelor's degree in Accounting, Finance, Economics, Business Administration, or a related field. CPA is preferred..

• Work requires a minimum of six years experience in financial management, cost accounting, or a field directly related to a specialized area of assignment.
• A minimum of six years experience in financial management, accounting or equivalent combination of education and experience
• Demonstrated understanding of hospital (inpatient and outpatient), physician, ambulatory surgical center and IDTF reimbursement methodologies
• Proficient in Microsoft Excel required; proficient in SQL preferred

Degrees, Licensures, Certifications

CPA Preferred 

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Nearest Major Market: Durham Nearest Secondary Market: Raleigh

Duke is an Affirmative Action / Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status. Read more about Duke’s commitment to affirmative action and nondiscrimination at hr.duke.edu/eeo.