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Accounts Receivable

Accounts Receivable Customer Request Form

This form should be used to request Accounts Receivable customers be added, changed or deleted, by departments using the Accounts Receivable module within SAP. Completed and approved requests will be processed by the Corporate Accounts Receivable department within three business days of receipt.    (Last Modified: 07/02/12)
Available Format(s):  Webpage *
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.


Processing Payments

Accounts Payable Check Request

This form is used for the purchases of services. For further clarification on how to use this form, please review the AP Check Request online video tutorial.    (Last Modified: 02/29/12)

Experimental Subject Payment Form

This form should be used to pay Experimental Subjects.    (Last Modified: 09/07/07)
Available Format(s):  XLS * | PDF *
Instructions: PDF
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.


Foreign Entities

Duke University Certificate of Foreign Status

This form is used for non-resident alien payments of other than substantiated expenses. Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 12/01/10)
Available Format(s):  XLS * | PDF *
For more information, please see...

Department Certification for Foreign Vendor Questionnaire

This form can be used by the department as a substitute for the Foreign Vendor Questionnaire. It should be completed by an individual in a department that has direct knowledge of the Non-US Taxpayer's status and the full nature of the engagement. The completed form and any applicable IRS documents should be submitted with the associated Accounts Payable Check Request or Purchase Requisition when requesting a purchase order.    (Last Modified: 08/15/11)
Available Format(s):  PDF *

Foreign Vendor Questionnaire

This form is used to determine whether payments made to a Non-US Taxpayer require tax reporting or withholding. The completed form and any applicable IRS documents should be submitted with the associated Accounts Payable Check Request or Purchase Requisition when requesting a purchase order.    (Last Modified: 08/15/11)
Available Format(s):  PDF *
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.


Accounts & Codes

Assigned JV Number: Add New

Request an Assigned JV number for your department. An Assigned JV number by design belongs to a department, not the contact person.    (Last Modified: 05/30/08)
Available Format(s):  Electronic *
For more information, please see...

Assigned JV Number: Change Existing

Request an Assigned JV number for your department. An Assigned JV number by design belongs to a department, not the contact person. If the contact person associated with an Assigned JV number changes, a request to update the Assigned JV list is submitted.    (Last Modified: 05/30/08)
Available Format(s):  Electronic *
For more information, please see...

G/L Account Request Form

This form is used to request the setup of a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire Duke System.    (Last Modified: 04/15/14)
Available Format(s):  DOC * | PDF *

Cost Object Request Form

This form is used to request the setup of a Duke University cost object. When trying to determine the first three digits of your cost object, please refer to the Accounting Code Overview.    (Last Modified: 03/25/14)
Available Format(s):  DOC * | PDF *
For more information, please see...

Agency Fund Application

To request an Agency Fund, an Agency Fund Application form and a Cost Object Request form should be completed and signed by the person responsible for the agency fund, the sponsoring department designee and “The Approver.” Requests for Agency Fund accounts can originate only from a department or school of Duke University. Both forms should be emailed to Accounting Systems Administration (ASA) for review, approval and setup. If the organization that will use the agency fund has tax-exempt status (not usual) please include a copy of the tax determination letter with the application forms. ASA will assign the cost object and communicate it to the responsible party and the sponsoring department.    (Last Modified: 04/19/12)
Available Format(s):  DOC * | PDF *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.


Contractors & Outside Services

8919, Uncollected Social Security and Medicare Tax on Wages

Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.    (Last Modified: 2009)
Available Format(s):  PDF ~

Compensation Agreement for Personnel Services (2009)

This agreement is required to reimburse entities of Duke University (DU) and Duke University Health System (DUHS) for professional services rendered by either partys primary appointed personnel.    (Last Modified: 06/11/08)
Available Format(s):  XLS * | PDF *

Independent Contractor Checklist (ICC)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 05/21/13)
Available Format(s):  XLS * | PDF *
For more information, please see...

Insurance Requirements for Independent Contractors

Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.    (Last Modified: 09/13/04)
Available Format(s):  Webpage

Outside Services Agreement (OSA)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 10/11/13)
Available Format(s):  DOC | PDF
For more information, please see...

Outside Services Agreement Insurance Exception Request Form

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)
Available Format(s):  DOC * | PDF *
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.


Additional Forms

AP Invoice Copy Request

This form is used when you are requesting a copy of an accounts payable invoice.    (Last Modified: 05/17/04)
Available Format(s):  DOC * | PDF *

Imprest Cash Fund on Deposit - Add New

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)
Available Format(s):  DOC *
For more information, please see...

Imprest Cash Fund on Deposit - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Add New

Establishment of a Petty Cash or Change Fund    (Last Modified: 04/26/13)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Petty Cash Fund or Change Fund.    (Last Modified: 10/20/11)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Increase / Decrease

This form is used to request an increase or decrease in funds of your Petty Cash Fund or Change Fund.    (Last Modified: 04/26/13)
Available Format(s):  DOC *
For more information, please see...

Request to Close Short-Term Cash Fund

Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.    (Last Modified: 09/27/05)
Available Format(s):  XLS *

Financial Transactions Reconciliation Log

This monthly log is used to document the review of reconciliation of financial transactions.    (Last Modified: 06/21/04)
Available Format(s):  DOC * | PDF *
For more information, please see...

Service Center Rate Calculation Form: Service Components

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 09/13/05)
Available Format(s):  XLS * | PDF *
Instructions: PDF
For more information, please see...

Service Center Capital Equipment Detail Form

This form is used for either Service Component or Shared Resources; it will assist in the calculation of the appropriate rate for your department.    (Last Modified: 06/27/06)
Available Format(s):  XLS * | PDF *
For more information, please see...

Service Center Rate Calculation Form: Shared Resources

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 09/13/05)
Available Format(s):  XLS * | PDF *
Instructions: PDF
For more information, please see...

Service Center Rate Calculation Form: Shared Resources Core Grants

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 09/13/05)
Available Format(s):  XLS * | PDF *
Instructions: PDF
For more information, please see...

...Additional Payroll Forms

Available Format(s):  Webpage

...Additional Research Forms

Available Format(s):  Webpage *

...Additional Travel Forms

Available Format(s):  Webpage

...Additional Corporate Card Forms

Available Format(s):  Webpage

...Complete List of Financial Services Forms

Available Format(s):  Webpage
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.