Forms
The vast majority of payroll transactions for Duke University and Duke University Health System employees are performed using iForms. IForms is a web-based tool that allows transactional information to be submitted, work flowed for appropriate approvals, and automatically interfaced with the payroll system. IForms access is based upon employees' positions and it accessed by visiting Duke@Work. Please review the chart for guidance on the method for performing common payroll transactions.
Please contact Corporate Payroll Services for assistance with any of the paper forms listed below.
Checklist for New Hires
A checklist for new hires.
(Last Modified: 11/13/07)
Available Format(s):
PDF *
Terminated Employee/Student Address Change
Terminated employees and former student employee or noncompensatory recipients should complete this form to update their address in Duke's payroll system. This is critical to ensure that IRS tax documentation is distributed appropriately. Return signed forms to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not email the completed form.
(Last Modified: 04/20/09)
Checklist for Terminations
Checklist for Terminations
(Last Modified: 03/26/10)
Available Format(s):
PDF *
Foreign National Form
Use this form along with the Hire/Noncompensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.
(Last Modified: 04/04/13)
Available Format(s):
XLS *
For more information, please see...
I-9, Employment Eligibility Verification Form
Federal Employment Eligibility (Form I9) and State Employment Eligibility (E-Verify) is mandated for each new employee (both citizen and non-citizen) hired after November 6, 1986 and is authorized to work in the United States. These verification forms, along with the hire form and tax forms, are completed through the Duke@Work site. Information about I9s and E-Verify can be located at the I9 documentation page.
(Last Modified: 08/30/12)
Available Format(s):
Webpage ~
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
Faculty/Staff Pay Exception
Use the Pay Exception Form to do a specific change in pay.
(Last Modified: 02/26/10)
Supplemental Payment Form
This form used for exempt employees to issue supplemental payments in addition to the base salary. This form should be used for EXEMPT employees only.
(Last Modified: 02/19/07)
Biweekly Award/ Lump Sum Payment Form
Use this form to issue awards and approved lump sum payments not related to hours worked to biweekly employees.
(Last Modified: 01/11/13)
Available Format(s):
XLS *
Biweekly Gross Adjustment Form
Complete this form to override biweekly time reports and to issue paid parental leave to biweekly employees.
(Last Modified: 02/15/10)
Employee Wage Verification Form
To request a wage verification, employees must complete the Employee Wage Verification Form drop it off at Corporate Payroll or mail the request form to Corporate Payroll Services, Box 90484, Durham, NC, 27708-0484. Allow up to three business days to process the request. Once completed, the verification can be picked up by the employee (showing picture ID) or can be mailed to the address listed on the form.
(Last Modified: 02/08/11)
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
Foreign National Form
Use this form along with the Hire/Noncompensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.
(Last Modified: 04/04/13)
Available Format(s):
XLS *
For more information, please see...
Noncompensatory Payment - Add New
For Noncompensatory Use Only. The current form used to establish new, or reinstate award payments. For University and Medical Center scholarship/fellowship recipients only.
(Last Modified: 03/17/10)
For more information, please see...
Noncompensatory Payment - Change
For Noncompensatory Use Only. The current form used to change payments. For University and Medical Center scholarship/fellowship recipients only.
(Last Modified: 03/17/10)
For more information, please see...
Noncompensatory Personal Data Change Form
For Noncompensatory Use Only. Form designed for changes to data such as name changes, educational level, marital status, citizenship status, or home address changes. Some of these require documentation authorization before changes can be made in SAP.
(Last Modified: 03/09/11)
Instructions: PDF
For more information, please see...
Noncompensatory Termination Form
For Noncompensatory and Layoff Use Only. Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments.
(Last Modified: 02/19/07)
Instructions: PDF
For more information, please see...
Terminated Employee/Student Address Change
Terminated employees and former student employee or noncompensatory recipients should complete this form to update their address in Duke's payroll system. This is critical to ensure that IRS tax documentation is distributed appropriately. Return signed forms to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not email the completed form.
(Last Modified: 04/20/09)
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
Foreign National Form
Use this form along with the Hire/Noncompensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.
(Last Modified: 04/04/13)
Available Format(s):
XLS *
For more information, please see...
W-8BEN, Certificate of Foreign Status of Beneficial Owner
for United States Tax Withholding
Form W-8BEN is to be used by foreign persons who are beneficial owners of an amount subject to U.S. withholding.
(Last Modified: 02/06)
Available Format(s):
PDF ~
For more information, please see...
8233, Exemption From Withholding on Compensation
for Personal Services of a Nonresident Alien Individual
Use this form if you are a nonresident alien individual who is receiving compensation for independent personal services performed in the United States, compensation for dependent personal services performed in the United States, or Noncompensatory scholarship or fellowship income and personal services income from the same withholding agent.
(Last Modified: 12/01)
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
ReportXpress Request Form
Use this form to submit changes for badge updates, FMLA dates for ReportXpress, lunch period changes, new department/cost center updates, or prior period timecards.
(Last Modified: 04/06/12)
Available Format(s):
XLS *
For more information, please see...
Employee Time & Attendance Checklist
This checklist is designed to provide support for employees who are using the Time and Attendance system to ensure all processes have been completed prior to the pay period close.
(Last Modified: 10/11/12)
Available Format(s):
PDF
Time & Attendance Approver & Editor Checklist
This checklist is designed to provide approvers and editors who are using the Time and Attendance system a reference for all tasks required for a successful pay period close. This will help to ensure your employees are paid timely and accurately.
(Last Modified: 10/11/12)
Available Format(s):
PDF
ReportXpress Permission Form
This form is used to add, change, or remove a ReportXpress editor's or approver's access to ReportXpress.
(Last Modified: 12/06/11)
Available Format(s):
XLS *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
W-2, Tax Document Request Form for Employees
An employee is required to complete a Tax Document Request Form to request a replacement of a lost or misplaced W-2 form. Please visit the W-2 FAQs for additional information regarding this form. Former employees can call the Corporate Payroll office at 919-684-2642 and request the form be faxed or emailed to them.
(Last Modified: 01/30/13)
W-2, Tax Document Request Form for Employers
Please visit the W-2 FAQs for additional information regarding this form. Former employees can call the Corporate Payroll office at 919-684-2642 and request the form be faxed or emailed to them.
(Last Modified: 01/30/13)
W-4, Employee's Withholding Allowance Certificate
The W-4 form is used by employers to ascertain the correct amount of federal taxes to withhold from an employee's pay.
(Last Modified: 2009)
Available Format(s):
PDF ~
NC-4, Employee's Withholding Allowance Certificate
The NC-4 form is used by employers to ascertain the correct amount of state taxes to withhold from an employee's pay. Read the instructions prior to completing the form. Be aware that an "exempt" status expires on December 31 of each year. The employee must submit a new NC-4 to reclaim an "exempt" status.
(Last Modified: 2009)
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
Leave of Absence Form
Form must be used to establish all LOA leave periods and for Sabbatical and Research leaves that begin on or after September 1, 2009. This form should not be confused with the Human Resources' Leave of Absence Request Form.
(Last Modified: 02/18/11)
Delivery Log
You may complete the delivery log and fasten to your Corporate Payroll delivery instead of completing the log once you or your representative has arrived at the Corporate Payroll office front desk.
(Last Modified: 05/23/01)
...Financial Transaction & Accounting Forms
Review a listing of Financial Transaction & Accounting forms.
Available Format(s):
Webpage
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
Human Resources Leave of Absence Request Form
The Leave of Absence Request form is completed by the employee requesting a leave of absence and submitted to their departmental representative. This form is to
be maintained in a confidential file in the employee's department and should not be submitted to Corporate Payroll.
...Additional Human Resources Forms
Additional Human Resources forms such as Health, Dental, and Vision Benefits, Disability, Educational Benefits, Health and Wellness Forms, Life Insurance, Reimbursement Accounts, Retirement, Same Sex Spousal Equivalency, and others can be found on the Human Resources website.
Available Format(s):
Webpage ~
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.
Internal Personal Data Change Form
For Use by Corporate Payroll Services and Human Resources Staff only.
(Last Modified: 03/09/11)
Available Format(s):
DOC *
* : Requires valid, pre-specified IP address, affiliation or NET ID.
~ : Located outside of the Financial Services domain.
~ : Located outside of the Financial Services domain.