Employee Travel & Reimbursement administers the Duke University Corporate Card Program. The following oversight functions are performed by Employee Travel & Reimbursement:
All Corporate Card transactions are reviewed in PARIS to ensure proper coding and to ensure the transactions have been substantiated properly. Transactions will be returned to PARIS administrators if inappropriate codes or if inadequate documentation is provided.
Corporate Card transactions are imported into PARIS on a daily basis. Employee Travel & Reimbursement reviews the Corporate Card transactions when they are first imported into PARIS. If unusual transactions are identified, Employee Travel & Reimbursement sends an email to the cardholder and the cardholder's business manager requesting additional information about the transaction.
On a bi-monthly basis, cardholder transactions are randomly selected for audit. An email is sent to the selected PARIS administrators and cardholders requesting that copies of the cardholder's receipts be submitted to Employee Travel & Reimbursement for review.
At the end of each quarter, all transactions that remain outstanding are written-off and mapped to the general ledger using G/L account 695600 (Losses and damages.) Cardholders who have three or more transactions written-off receive card suspensions. Employee Travel & Reimbursement sends an email notification to cardholders, their business managers, and their respective management centers when the cardholder's privileges are suspended.
Transactions that are coded and documented correctly are mapped from PARIS to the general ledger each month. For scheduled mapping dates, please see the mapping schedule.
Employee Travel & Reimbursement reports all fraudulent use of the Corporate Card to the offices of Internal Audit and Duke Police.