Duke

The Administrative Systems Management group provides Duke University and Duke University Health System with the administrative information technology foundation necessary to respond to opportunities and challenges facing higher education and health care. The department's central objective is to support and enhance the operation of SAP R/3 as Duke's financial, procurement, and human resources-payroll system, resulting in improved administrative processes and providing the information required to support decision making.
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Systems Support provides IT support, management, and planning for Financial Services. This includes network and system administration, computer equipment replacement and repair, software acquisition and installation, website development and maintenance, and user training and support.
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Capital Budgeting and reporting is a collaborative process among many Duke units including Financial Services, the Provost's Budget Office, the School of Medicine Finance & Resource Planning Office, the University and Medical Center/Health System Architect Offices, Facilities Management Engineering & Operations, Development Treasury Operations, and Plant Accounting. The primary purpose of the Capital Budget Office (CBO) is to facilitate the process of planning and financing capital projects and to keep the senior officers and Board members apprised of the resources, expenditures, and management decisions associated with the $100,000 and greater capital construction projects at the University.
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The Accounting Systems Administration (ASA) department’s responsibilities include back office support to both the University and Health System. Responsibilities include assigning and maintaining cost objects, G/L accounts, and related attributes in the SAP system, control of the monthly close process, establishing and updating accounting policies and procedures, ensuring integrity of the general ledger through various daily/weekly/monthly quality checks, maintaining security to control user access to financial information in SAP, maintaining the JV reference number list, monitoring petty cash and change funds, serving as the functional Help Desk to users of SAP, training personnel in the use of SAP and basic accounting skills necessary to properly manage financial information, reconciliation of numerous bank and G/L accounts, participating in the development/revision/enhancement of new and revised financial accounting systems
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The Corporate Tax department supports the University and DUHS by helping to establish policies to protect our tax exempt status, providing guidance on tax issues and filing information and tax returns such as the Form 990 and payroll, sales and use and excise tax returns.
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Financial Accounting and GAAP Reporting is responsible for managing the University's corporate external audit and financial reporting process by ensuring that proper accounting methodology, techniques, and policies are adopted in University operations. In addition, this unit serves as the primary liaison with the finance function of the Duke University Health System on financial accounting and GAAP reporting issues.
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Plant Accounting performs many functions related to capital equipment, space information and fixed assets (capitalized land, land improvements and buildings). We rely on the cooperation and input of many people throughout the University, Medical Center and the Health System in order to maintain our records. Our main duty is to perform all the various required tasks in an efficient and effective manner while still helping other departments whenever possible.
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Research Costing Compliance (RCC) is charged with developing, disseminating, and monitoring Duke University's federally funded financial research compliance policies and procedures. RCC accomplishes this mission through a comprehensive approach that combines monitoring, integration of compliance measurements and metrics, and remediation. RCC provides nationally recognized training and professional development opportunities for all Duke employees involved in the financial management of funded research. RCC also provide extensive monitoring and oversight of federal financial compliance actions, develops policies and processes relating to these actions, and serves as an advocate for remediation and compliance improvement and innovation.
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Sponsored Programs responsibilities include safeguarding project funds, maximize the University's cash flow position, facilitate the progress of sponsored projects for principle investigators and department administrators, rendering information to granting agencies on a timely basis, requesting funds and distributing cash receipts under letter of credit while providing accounting information to the funding agency, acting as the primary contact point for external audits related to granting issues, monitoring compliance in a manner that benefits the University, and ensuring that fund codes are established within the proper series in order to assist in maximizing the University's overhead recovery.
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Accounts Payable processes vendor invoices, Accounts Payable Check Requests, freight and overnight air bills. In addition, they ensure all payments are properly authorized in accordance with Duke policies and procedures. Accounts Payable also works with Duke Departments and vendors when complications arise regarding payments, provide departments with images of invoices paid, ensure proper withholding of required taxes from vendor payments, prepare and distribute required tax reporting documents (1099 and 1042), and maintain the vendor master data. Accounts Payable also maintains the work order accounting system by working with E&O and FMD to set rates and updating the system.
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Corporate Payroll Services provides services for the Duke University and Medical Center community including issuing checks for salary, fellowship and scholarship, and fringe benefit charges; executing voluntary payroll deductions, distributing W-2, 1042 and 1099 forms; providing wage verification requests from mortgage companies or governmental agencies; and offering training for payroll representatives and management. Benefits Accounting reviews employee deductions and payments to ensure health and dental insurance premiums are paid, processes payments to benefits providers and processes tuition grant payments.
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Employee Travel & Reimbursement serves as your primary contact for questions or issues related to employee and student reimbursements. Employee Travel & Reimbursement is also responsible for auditing all employee and student travel reimbursement requests to ensure compliance with Duke policy and the IRS regulations.
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The Bursar's Office serves the student community by assisting students with their bursar accounts and by functioning as a depository for the University's departments. The Bursar's Office bills students on a regular basis, manages the collection of the student receivables, and records departmental deposits.

The Corporate Risk Management Office manages the various insurance programs for the University, including property insurance, general liability insurance, and automobile insurance. As part of the overall goal to safeguard the resources of the University, Corporate Risk Management also works in partnership with Campus Police, the Occupational and Environmental Safety Office and the University Counsels' Office to evaluate potential hazards.
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The Electronic Commerce (E-Commerce) office provides resources for secure and convenient methods to accept credit card and electronic check payments for the purchase of various goods and services, conference registrations, donations, and more. The E-Commerce office serves as the central authority for all credit card processing and the related compliance activities. With an increasing number of Duke departments wishing to process payments, we must ensure we're providing secure access and controlling our costs across the University.
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Endowment Investment Accounting provides sound and accurate accounting information to University and Health System departments on the investment pools, trusts, and real estate transactions.
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Treasury Operations is responsible for all internal and external financing for Duke University and its departments. Our office executes bond issues and commercial borrowings, facilitates payments for all debt service and records the corresponding ledger entries, coordinates the capital project loan process and manages the relationship with external rating agencies and other related state regulatory agencies.
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