Brain Imaging & Analysis Center

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===== BIAC Employee Travel Policy =====

{{ :biac:biac_travel_guidelines_20230425.pdf |BIAC Travel Policy}}

** As a reminder, please keep ALL receipts (personal cards and corporate Pcards) reimbursable for travel expenses.**  

==== Instructions on how to submit BIAC travel expenses online through Duke@Work ====
  - Log into [[https://shib.oit.duke.edu/idp/AuthnEngine|Duke@Work]] using your NetID and password
  - Click on "My Trips and Expenses"
  - Click on "Create New Expense Report"
  - Select a Schema (i.e. Domestic Trip, International Trip, etc.) and click "Start"
  - Begin by entering the start date/time (day and departure time of your departing flight or day/time you drive to your destination) and your end date/time (day and arrival time of your return flight or date/time you drove back)
  - Select the Trip Country, Destination/Purpose (i.e. conference, business meeting, etc.), and complete the Additional Information as necessary.
    - **NOTE** - you must change the "Cost Assignment" to reflect the code(s) you wish to charge your trip to.  If you are not sure where to charge it or if it is allowable, please discuss with your PI and/or grants manager.
  - Continue to the next page by clicking "Enter Receipts"
    - One the next page, begin by clicking "New Entry"
    - Starting with the 3rd column from the left, under "Expense Type," select what type of expense it was (air fare, lodging, breakfast, lunch, dinner, taxi etc.).  
      - **NOTE** - If it was prepaid using a credit card that has already been reimbursed or a Pcard, please select from the options labeled "PPD-(example)."
      - For any travel reimbursement, you must list the receipts for your AIR FARE and LODGING to validate your trip.  If you paid for your airfare or lodging using a Pcard, but are requesting a reimbursement for cash/personal credit card expenses, you must still list the air fare/lodging as "PPD-air fare" or "PPD-lodging".  
      - For lodging - you must break up the cost to be per-night and enter each night as a separate lodging receipt, with a corresponding date.
      - For meals - indicate each individual meal by date as a separate receipt.
      - For transportation - indicate the date of the receipt and what type of transportation it was.
  - Once you've entered all of your receipts and pre-paid purchases related to the travel, click the "Review" button at the bottom.
  - Click "Save Draft."  You must save your work before you can attach a .pdf of your documented receipts.
  - Click "Exit" after you see the green check, indicating your report was saved.
      - This takes you back to the Create Expense Report page, where you will click on "My Trips and Expenses" at the top.
      - Select the report you just created from the list and click "Change".
      - Click on "Attachments" which should have a 0 next to it indicating that no receipts have been attached.
      - Arrange all your receipts in chronological order and tape 1 receipt to the front of each page.  **The tape will eat away at the ink on the receipt, so be careful not to cover any words on the receipt with tape.**  
        - Scan all of the receipts and save as a .pdf document.  
        - Once saved, click on "Attachments" to find the document you just created.  
        - Click "Open," then click "Upload" to attach the receipts .pdf to your reimbursement form.
  - Click "Enter Receipts".
  - Click "Review".
  - If everything looks correct, select "Save and Send for Approval" in the blue box.
  - At the bottom, click "Save and Send for Approval"


== Helpful Resources == 
  * Duke Travel Policies 
      * [[http://finance.duke.edu/travel/domestic/index.php|Domestic Travel]] 
      * [[http://finance.duke.edu/travel/foreign/index.php|Foreign Travel]]
      * [[http://finance.duke.edu/travel/policies/index.php|Travel Related Policies]]
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