Non-compensatory iForms Initiative

Duke Finance is very excited to announce an upcoming technology enhancement for processing Non-compensatory Payments for fellowship/scholarships and Post Doctoral stipends.  Effective July 1, 2015, all payments processed for eligible Non-compensatory Payment recipients will be managed through the Duke@Work portal using a separate Non-compensatory iForms tab.  This initiative began in October 2014 as a partnership with our Steering Committee and Advisory team members who have been assisting with the design of the new tool, in conjunction with business process enhancements.  Our partners will play a key role with the testing and implementation strategies. 

Some of the highlights of the new tool are included below.

  • iForms will increase processing efficiency - Three new iForms will be introduced to accommodate new, changes, and discontinuation of payments.
  • Online edits are designed to minimize errors, rework, and delay.
  • This initiative supports the sustainability mission and reduces paper.
  • Additional data has been added to identify the type of recipient: undergraduate, graduate and Post Doc designations.
  • The tool will be fully integrated with the Student Information System (SISS).  This will enable Corporate Payroll Services to confirm registration status for students. 
  • In the event the undergraduate or graduate student or the Post Doctoral Scholar is already on the biweekly or monthly payrolls, basic data will be defaulted from the employee record.  Examples include:  Name, Social Security Number, Birthdate, Citizenship and Visa Data for Internationals. 
  • Reports for Departmental Payroll Representatives will be available using the Duke@Work portal. 

Please note that no functionality will be available for the Non-compensatory recipients through the Duke@Work portal.  Since these individuals are non-employees, they are not eligible for the Duke@Work Employee Self Service options. Pay statements, Direct Deposit and Tax Forms will remain on paper.

As we transition to this new process, Corporate Payroll Services team members are reviewing current recipient data to ensure all participants are in the appropriate status and all of the necessary data elements are complete.  The Departmental Payroll Representative for the Non-compensatory payments will be receiving an email update along with a report for his/her department to review and analyze.

Training will be scheduled for late May, early June.  Additional communications will be distributed as we approach the implementation date.  If you have any questions or need additional information, please contact Corporate Payroll Services by email at payroll at duke.edu or by phone at 684-2642.

We appreciate your partnership and support as we continue to introduce technology initiatives and business process enhancements.  Please take this opportunity to share this announcement within your departments.