Process for PDA reimbursements

Advisors who wish to use their Professional Development Account stipends must follow the reimbursement procedures described here. These procedures are necessary to meet the university's general accounting requirements. These instructions describe how to make transactions using your Duke University Corporate Card (Procurement Card); how to be reimbursed for out-of-pocket expenses; and how your department can do a JV transfere should the need arise.

With each of these processes, a PDA Reimbursement Submission Form must be completed and submitted to the Academic Advising Center. This form will be kept on file with copies of the transaction receipts and other paperwork. The PDA Reimbursement Submission Form may be downloaded as an Acrobat form (PDF) that can be filled out onscreen and printed; or as a rich-text document that operates as a form in Microsoft Word, and as a simple editable file in other word processing programs.

Instructions for PDA Reimbursements from Academic Advising
(Please share with your department financial administrator)

Procurement Card Transactions

  1.  A completed PDA Reimbursement Submission Form, along with copies of paid receipts, invoices, etc. must be submitted to Academic Advising for review and approval prior to the transfer of PDA related expenses from the departmental cost center to the PDA cost center. Fax (684-4515) or mail (Box 90697) this request and documentation to Christie Phipps.
  1. Departmental PARIS administrators/users are no longer authorized to use the PDA cost center (formerly called fund code) for PDA expense transfers until they receive an email approval notification that the PARIS transfer can be completed.
  1. Before closing PARIS, administrators/users should print the completed cost center transfer transaction. A copy of this transaction must be sent to Academic Advising as documentation of the completion of the PDA reimbursement request.

Out-of-Pocket Reimbursement Transactions (by check, cash or personal credit card)

  1. A completed PDA Reimbursement Submission Form, original reimbursement receipts and/or other related documentation must be submitted to Academic Advising. Once the request is reviewed and approved, a reimbursement will be prepared and submitted by us to accounting services. Hand deliver or mail (Box 90697) this request and documentation to Christie Phipps. Note: All purchases must be paid entirely by your PDA.  University policy forbids the use of personal funds to supplement a large purchase. 
  1. You may also contact Christie Phipps (684-9285) to track the status of your reimbursement.

JV Transfer Transactions

  1. A completed PDA Reimbursement Submission Form, a copy of the intended JV transfer document, along with copies of paid receipts, invoices, etc. must be submitted to Academic Advising for review and approval prior to the JV transfer of any PDA related expenses from the departmental cost center to the PDA cost center. Fax (684-4515) or mail (Box 90697) this request and documentation to Christie Phipps. Note: The JV should be prepared in the “Park Document Mode” (in SAP) for any intended PDA expense.
  1. Departmental financial managers are no longer authorized to use the PDA cost center (formerly called fund code) for PDA expense transfers until they receive an email approval notification that the “parked” JV transfer can be completed.
  1. A copy of the finalized transaction (printed from SAP) must be sent to this office as documentation of the completion of the PDA reimbursement request.

Use of 6932 or 6960 Object Codes for Entertainment (PDA or Dannenberg)

When the object code of 6932 or 6960 is used for entertainment or business purposes, when purchasing meals or other food items for your advisees or colleagues, the size of the group determines how the expense is submitted and described. If you provide a meal or snacks for a group of less than 10 people, you must provide the names of the people whom you entertained or for whom you provided food. If the group numbered 10 or more, you are only required to list in your comments that you provided a meal or snacks for a group, specifying the number of people in the group.

Request for Minor Computer or Computer Accessory Purchases

  • To use PDA funds, a request form must be submitted and approved prior to purchase.
  • Review and approval may take up to 72 hours: Check your intended purchase date.
  • Check PDA balance to be sure sufficient funds are available for purchase.
    • Request will not be approved if PDA funds are insufficient. Exceptions are possible if there is a departmental/PDA split purchase.
    • PDA funds may not be supplemented with personal funds for purchases.

Please note : Purchases made without prior approval may not be reimbursed on your PDA. Bring your purchase request form to Christie Phipps, 108 Academic Advising Center, or fax it to her at 919-684-4515.