SUBJECT:	Corporate Card - Fiscal Year End Update
DATE:	June 3, 2009

 

WORKS Administrators and 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:

WORKS

Duke corporate card transactions will be expensed in FY 08/09 if the transaction date is on or before Friday, June 19, 2009. The transaction date represents the date when a purchase is made by the cardholder.  Works administrators will have until 5:00 pm on Monday, July 6, 2009 to sign off on all outstanding transactions with transaction dates on or before 6/19/09.

When reviewing transactions in WORKS, please remember to complete any transactions that have been flagged by Employee Travel and Reimbursement for your review.  After making the required adjustment(s) for a flagged transaction, select the "Remove Flag" button to notify Employee Travel & Reimbursement that the transaction is ready for review.  Transactions that have not been signed off in Works by the July 6, 2009 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 Works entry will need to be coded by the Works administrator. Please note: GRANT CODES WILL BE EXCLUDED FROM THIS PROCESS.

Additionally, all uncleared transactions with post dates prior to 6/1/09 will be written off to 695600 (Damages & Losses.) Works administrators should only clear transactions for which they have the receipts/documentation. Employee Travel & Reimbursement will begin notifying cardholders of their uncleared transactions on Monday, June 8, 2009.  Please note that individual cardholders will have their cards suspended if they have 3 or more outstanding transactions (e.g. transactions with post dates prior to 06/01/09) written off to 695600 (Damages and Losses).

PARIS

Effective May 31, 2009, no additional transactions (i.e. credits) are being downloaded into PARIS.  PARIS administrators should review and clear all the outstanding transactions remaining in PARIS prior to the final PARIS mapping scheduled for Thursday, July 9, 2009.   Beginning at 5:00PM on Wednesday, July 8, PARIS will be unavailable and all remaining uncleared transactions will be written off to 695600(Damages & Losses). Employee Travel & Reimbursement will begin notifying cardholders of their uncleared PARIS transactions on Monday, June 8, 2009.

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 date, 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.

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.