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purchasing
purchasing
To purchase items for your group:
Make an in person appointment with Tarina Argese via Bookings and complete this purchase form afterwards OR
Complete this purchase form and Tarina Argese will purchase items on your behalf within 48 hours. (Work hrs 9am-4pm Mon-Fri).
It is recommended that the group's treasurer make all purchases for accurate budget accounting. Advisor approval is required if a purchase exceeds $2500.
Reimbursements
Reimbursements
Review the reimbursement guidelines below. When you have all of the information, submit this reimbursement form.
Receipts must be full receipts, not credit card statements or bank records.
Receipts should be in pdf format.
Receipts must include the vendor, what was purchased, by whom, date of purchase, total amount, and proof of payment. The purchasers name must be visible on the receipt - if not, provide a screenshot of the bank statement with the last four card digits, date, purchase, and name.
Full receipts, not a snippet or screenshot of a partial receipt, should be submitted.
Reimbursements cannot be split up if two or more people share expenses (i.e. lodging, meals).
Purchases made with airline miles, gift cards or the like CANNOT be reimbursed. Only economy flights will be reimbursed.
PayPal payments are typically not eligible for reimbursement.
Reimbursement for mileage on a personal car will require a map route of the trip showing total mileage. For rental cars, reimbursement for gasoline will require a receipt.
Reimbursement for shared meal purchases will require the submission of the attendees and their DUID's.
Purchases older than 12 months are not eligible for reimbursement.
Rental cars & hotels for group travel
Rental cars & hotels for group travel
RENTAL VEHICLES can be reserved through Hertz, a partner of Duke. Groups preparing for travel should submit the following details to tarina.argese@duke.edu several weeks in advance of the planned trip:
Pick-up Date & Time
Pick-up Location (City, State, Hertz location)
Return Date & Time
Return Location (City, State, Hertz location)
Arrival Flight if Flying in
Car Class Standard
Renter’s Name (s)
Group's Fund Code
HOTEL RESERVATIONS for groups typically require the completion of a credit card authorization form (if paid for by the office of undergraduate student affairs).
Credit card authorization forms are standard at most hotels when the guest’s name differs from the cardholder’s.
Student group representatives should contact the hotel well in advance to fulfill the hotel requirements for payment and potential credit card authorization form. Be prepared to provide the hotel with:
Number of rooms needed, names of guests, check-in/check-out dates, etc.
Payment information (contact tarina.argese@duke.edu, 919-660-5442)
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