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SUBJECT:		Fiscal Year End Schedule - Corporate Card Transactions
DATE:		June 4, 2008

PARIS Administrators & Business Managers,

In preparation for the upcoming fiscal year end close, Employee Travel & Reimbursement will be mapping outstanding corporate card transactions based on the following schedule:

• Beginning at 3:30PM on Thursday, June 26, 2008, all transactions with post dates prior to 6/14/08 that have been completely documented will be mapped.
  
  
• Beginning at 5:00PM on Tuesday, July 8, 2008, PARIS will be unavailable and all remaining, uncleared transactions with post dates prior to 6/1/08 will be written off to 695600 (Damages & Losses). Employee Travel & Reimbursement will begin notifying cardholders of their uncleared transactions on Monday, June 16, 2008.

The mapping process exports all transactions that are completely documented (i.e. accounting codes and business justifications) from PARIS to the general ledger.

To determine whether you have any outstanding corporate card transactions to be cleared prior to the above mapping dates, please review your Purchases Review screen. If any transactions are depicted, you should obtain the invoices and properly code and document the transactions in PARIS before the scheduled mapping date and time.

Please note that individual cardholders will have their cards suspended if they have 3 or more outstanding transactions written off to 695600 (Damages and Losses). PARIS administrators should only clear transactions for which they have the receipts/documentation.

Fiscal Year End Information

Duke corporate card transactions will be expensed in FY 07/08 if the transaction date is on or before Friday, June 20, 2008. The transaction date represents the date when a purchase is made by the cardholder. During the final week of June and the first five business days of July, PARIS users will need to review and clear all outstanding transactions with transaction dates on or before 6/20/08.

Transactions that have not been coded by the PARIS review deadline will be charged to 695600 (Damages & Losses) and the cardholder's default cost object via an accrual journal voucher entry. This will ensure expenses are properly reflected on the respective department's financial statements. The accruals will be reversed in July and the PARIS entry will need to be coded by the PARIS administrator. Please note: GRANT CODES WILL BE EXCLUDED FROM THIS PROCESS.

Additionally, to facilitate the fiscal year-end process, PARIS will NOT be available after 5:00PM on Tuesday, July 8, 2008. Availability should be restored by 12:00PM on Wednesday, July 9, 2008.

If you have any questions about fiscal year end procedures relating to corporate card transactions, please call Employee Travel & Reimbursement at 681-0208 option 1 or send an e-mail to pcard@duke.edu.

Thank you,

Employee Travel & Reimbursement