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biac:travelpolicy [2013/05/17 16:18]
km182 		biac:travelpolicy [2023/11/20 18:30] (current)
jel76 removed old document
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 ===== BIAC Employee Travel Policy ===== ===== BIAC Employee Travel Policy =====
-== Instructions on how to submit BIAC travel expenses online through Duke@Work ==+ 
 +{{ :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   - Log into [[https://shib.oit.duke.edu/idp/AuthnEngine|Duke@Work]] using your NetID and password
   - Click on "My Trips and Expenses"   - Click on "My Trips and Expenses"
Line 10: Line 15:
   - Continue to the next page by clicking "Enter Receipts"   - Continue to the next page by clicking "Enter Receipts"
     - One the next page, begin by clicking "New Entry"     - One the next page, begin by clicking "New Entry"
-    - Select what type of expense it was (air fare, lodging, breakfast, lunch, dinner, taxi etc.).  +    - 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)."       - **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 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 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 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 ==  == Helpful Resources == 
-  * Common Mistakes on BIAC travel reimbursement forms ________ 
   * Duke Travel Policies    * Duke Travel Policies 
       * [[http://finance.duke.edu/travel/domestic/index.php|Domestic Travel]]        * [[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/foreign/index.php|Foreign Travel]]
       * [[http://finance.duke.edu/travel/policies/index.php|Travel Related Policies]]       * [[http://finance.duke.edu/travel/policies/index.php|Travel Related Policies]]
biac/travelpolicy.1368807537.txt.gz · Last modified: 2014/08/04 16:03 (external edit)

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