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.

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Employment

Checklist for New Hires

A checklist for new hires.    (Last Modified: 11/13/07)
Available Format(s):  PDF *

Checklist of Transferring Employees

A checklist for employees transferring out of the department.    (Last Modified: 08/20/13)
Available Format(s):  PDF *

Terminated Employee/Student Address Change

Terminated employees and former student employee or non-compensatory recipients should contact their former department to have their address updated. This is critical to ensure that IRS tax documentation is distributed appropriately. You may return the signed form to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not fax or email the completed form.    (Last Modified: 02/03/15)
Available Format(s):  DOC | PDF

Checklist for Terminations

Checklist for Terminations    (Last Modified: 08/20/13)
Available Format(s):  PDF *

Foreign National Form

Use this form along with the Hire/Non-compensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.    (Last Modified: 07/29/15)
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 NetID.
~ : Located outside of the finance.duke.edu domain.


Time & Attendance

Time and Attendance Request Form

Use this form to submit changes for badge updates, FMLA dates for Time and Attendance, lunch period changes, new department/cost center updates, or prior period timecards.    (Last Modified: 01/18/17)
Available Format(s):  XLSX *
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

Time and Attendance Permission Form

This form is used to add, change, or remove a Time and Attendance editor's or approver's access to Time and Attendance.    (Last Modified: 01/18/17)
Available Format(s):  XLSX *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Compensation

Faculty/Staff Pay Exception

Use the Pay Exception Form to do a specific change in pay.    (Last Modified: 06/30/16)
Available Format(s):  DOC * | PDF *
Instructions: PDF

Biweekly Supplement Card

This form is designated for internal use only. Complete this form to request and authorize pay premiums for eligible biweekly employees.    (Last Modified: 12/09/14)
Available Format(s):  XLS * | PDF *

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: 03/26/15)
Available Format(s):  XLS * | PDF *
Instructions: PDF

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: 01/05/17)
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: 03/13/17)

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)
Available Format(s):  XLS * | PDF *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Non-compensatory Payments

Foreign National Form

Use this form along with the Hire/Non-compensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.    (Last Modified: 07/29/15)
Available Format(s):  XLS *
For more information, please see...

Non-compensatory Program Request Form

Form used to request a program to be added to list of approved payments for noncomp recipients.    (Last Modified: 10/01/15)
Available Format(s):  XLS *

Non-compensatory Payment - Add New

For Non-compensatory Use Only. The current form used to establish new, or reinstate award payments. For University and Medical Center scholarship/fellowship recipients only.    (Last Modified: 08/29/13)

Non-compensatory Payment - Change

For Non-compensatory Use Only. The current form used to change payments. For University and Medical Center scholarship/fellowship recipients only.    (Last Modified: 08/29/13)

Non-compensatory Personal Data Change Form

For Non-compensatory 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)
Available Format(s):  DOC * | PDF *
Instructions: PDF
For more information, please see...

Non-compensatory Termination Form

For Non-compensatory 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)
Available Format(s):  DOC * | PDF *
Instructions: PDF
For more information, please see...

Terminated Employee/Student Address Change

Terminated employees and former student employee or non-compensatory recipients should contact their former department to have their address updated. This is critical to ensure that IRS tax documentation is distributed appropriately. You may return the signed form to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not fax or email the completed form.    (Last Modified: 02/03/15)
Available Format(s):  DOC | PDF

Cost Transfers Only

Use the Cost Transfer Only form when moving payroll expenses from one cost object to another that cover a PAST period. This form cannot be used to make payroll changes for a future payroll period.    (Last Modified: 06/12/12)
Available Format(s):  XLS * | PDF *
Instructions: PDF

Direct Deposit Authorization Agreement

Agreement stating Duke has permission to deposit directly into bank account.    (Last Modified: 05/04/12)
Available Format(s):  DOC * | PDF *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Foreign National Employees/Students

Foreign National Form

Use this form along with the Hire/Non-compensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.    (Last Modified: 07/29/15)
Available Format(s):  XLS *
For more information, please see...

NC-4 NRA Nonresident Alien Employee's Withholding Allowance Certificate

Complete Form NC-4 NRA, Nonresident Alien Employee’s Withholding Allowance Certificate, so that your employer can withhold the correct amount of State income tax from your pay.    (Last Modified: 12/01/14)
Available Format(s):  PDF

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 Non-compensatory scholarship or fellowship income and personal services income from the same withholding agent.    (Last Modified: 12/01)
Available Format(s):  PDF ~
Instructions: PDF
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Tax

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 prior to 2011. All active employees can access 2011-2015 online. Former employees can access this form on this webpage.    (Last Modified: 01/18/17)
Available Format(s):  XLS

W-4, Employee's Withholding Allowance Certificate

The W-4 form is used by employers as documentation of 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 as documentation of 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: 2013)
Available Format(s):  PDF ~
Instructions: PDF
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Additional Forms

Duke Disability Checklist

The Duke Disability Checklist should be completed after Human Resources has notified the department that the employee has been approved for Duke Disability. This form should only be completed if the employee is not working any hours.    (Last Modified: 01/25/15)
Available Format(s):  DOC * | PDF *

Long Term Disability Leave of Absence Form

Form must be used to establish LOA leave periods for employees transitioning to Long Term Disability. Complete and return the form to the Human Resources Disability Analyst. This form should not be confused with the Human Resources Leave of Absence Request Form.    (Last Modified: 01/04/17)
Available Format(s):  XLS *

Leave of Absence Form

Form must be used to establish 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: 03/25/15)
Available Format(s):  XLS * | PDF *
Instructions: PDF

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: 09/24/13)
Available Format(s):  DOC * | PDF *

...Financial Transaction & Accounting Forms

Review a listing of Financial Transaction & Accounting forms.
Available Format(s):  Webpage
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Duke Human Resources

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.
Available Format(s):  DOC ~ | PDF ~
For more information, please see...

...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 NetID.
~ : Located outside of the finance.duke.edu domain.


Payroll/HR Use Only Forms

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 NetID.
~ : Located outside of the finance.duke.edu domain.