Complete List of Payroll Related Training

 


 


Payroll Representatives

Payroll Process Overview for New Department Payroll Representatives

This interactive class introduces new Department Payroll Representatives to the payroll process. Specific focus is given to payroll schedules, SAP structure, iForms interface with the payroll system, time reporting, issuing of payments, and available reports. Participants are encouraged to bring specific situations to discuss during class. Due to the volume of information, the class is broken into two sessions. Please look at the "Learning Assignments" tab to see the date and time of the second session. It is recommended that individuals new to processing payroll at Duke University/Duke University Health System attend this session prior to attending other payroll classes.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: New Departmental Payroll Representatives
Duration: 2.5 hours for two days
Format: Classroom Training
To Register:
Related Materials: How to Access the Payroll Process Overview for New Department Payroll Representatives training in Duke's LMS (pdf)

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iForm Instructional Videos

iForm Instructional Videos are designed to demonstrate how to complete a variety of HR/Payroll transactions through the iForms tab in Duke@Work. These online learnings also include key reminders and specific guidance on common scenarios found at Duke. Please note: Videos may be specific to non-exempt (biweekly) and exempt (monthly) staff based on the differences in how the iForm behaves for each type of employee. Additionally, Department Payroll Representatives, HR Managers, and others with iForms access will be required to watch the iForms video prior to attending classroom training supporting the video's content.

Exempt Time Off Reporting: Duke University HR/Payroll Representatives View

Beginning in August 2013, Duke University will be implementing an exempt time off tracking tool. This tool will provide Exempt Staff (Faculty are not included) with a standard method for tracking vacation, sick, and discretionary holidays. The tool will be accessible via the Duke@Work self-service site. The training material below can be used by HR/Payroll Representatives in departments to understand how to run reports effectively using the new tool.   (Last Modified 07/16/13)
Target Audience: HR/Payroll Representatives
Format: Reference/Handout
To View:
View Handout (pdf)

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All Aboard: Hiring at Duke

Offered in partnership with Human Resources, this training offers a comprehensive overview of the hiring process at Duke. The training walks participants through the process from the time a candidate is offered a position until they are on the payroll. Particular focus is given to the Hire iForm, back ground checks, and the E-Verify process. Discussions will focus on compliance requirements, Duke’s transactional process, and best processes that have been implemented throughout the institution.
Target Audience: New Departmental Payroll Representatives, HR Managers, Business Managers, Supervisors with hiring responsibilities
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Updates for Department Payroll Representatives

This update allows Corporate Payroll Services and Department Representatives the opportunity to discuss the payroll process across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are separated between University, School of Medicine, and DUHS.

Non-compensatory Payments Process Overview

This session is designed to assist Non-compensatory iForms initiators in working with payments for Duke students and Postdoc Scholars receiving non-compensatory payments. Discussions will focus on how to determine if an individual should be classified as a non-compensatory recipient and how to process all iForm transactions impacting payments. Additionally the latest Duke and Federal policies governing non-compensatory payments will be reviewed and explained. Case studies are used to practice transaction application. Participants are encouraged to bring questions and situations to discuss in class. Participants are also encouraged to watch on-line videos demonstrating non-compensatory iForms transactions before attending class.
Target Audience: Non-compensatory iForms Initiators
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access Non-compensatory Payment Process Overview in Duke's LMS (pdf)

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Payroll and Work Study

In preparation for the academic year, review the basics of college work study from how to process hire transactions to setting up appropriate funding codes. Class will focus exclusively on work study.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives
Duration: 1 hour
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Secondary Positions at Duke

Learn the proper way to process transactions to hire, pay, and terminate secondary employees. Class will focus exclusively on secondary positions.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives
Duration: 1 hour
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Foreign National Payment Process Overview

Foreign National Payment Process Overview This class will assist Department Payroll Representatives in understanding the complexities of working with Foreign National employees. Corporate Payroll Services will partner with other Duke departments to provide a comprehensive overview of a variety of different transactions that impact foreign national employees including hiring, acquiring social security numbers, and tax requirements.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives responsible for Foreign National Employees
Duration: 2.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access Foreign National Payment in Duke’s LMS (pdf)

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Reconciling Payroll Reports

This interactive session is designed to assist Department Payroll Representatives, Business Managers, and HR Managers reconcile payroll expenses with department financial statements. Learn what reports are available both through SAP and by payroll request and how each ties to the financial statements. Participants will use case studies to explore how to effectively and efficiently handle reconciliations and what can happen if discrepancies are not addressed in a timely fashion.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Departmental Payroll Representatives
Duration: 1 hour
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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The Impact of Leaves of Absence on Payroll

The Impact of Leaves of Absence on Payroll Corporate Payroll Services has taken the opportunity to evaluate the current Leave of Absence form and supporting business processes. As a result of this evaluation, Corporate Payroll Services will be introducing changes in these, in order to streamline the process and eliminate multiple forms. You are invited to attend this session to learn more about the changes and to provide your input on the newly designed Leave of Absence form and business processes. Your comments and suggestions are very important in making the change a success. Corporate Payroll Services will incorporate your feedback before launching the new changes.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access The Impact of Leaves of Absence on Payroll in Duke’s LMS (pdf)

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Employee Transfers

This session provides participants with a step-by-step guide for processing employee transfers. Focus will be given to the three most common types of transfers - a different position in the same department, between departments, and between payroll areas. Learn the responsibilities of each of the departments involved in the transfer and the methodology payroll uses to ensure accurate payments and deductions during the transition period.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives
Duration: 1 hour
Format: Classroom Training
To Register:
Related Materials: How to Access the Employee Transfers Training in Duke’s LMS (pdf)

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Back to the Basics: Completing Gross Adjustments

Back to the Basics: Completing Gross Adjustments This interactive session is designed to educate Department Payroll Representatives of the most appropriate methods for completing gross adjustments for biweekly employees. The session will help participants understand the types of situations where gross adjustments should be used and how to complete the form to adjust hours, modify time away from work, and pay paid parental leave for eligible employees. Case study analysis will allow participants to practice learnings.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives
Duration: 1 hour
Format: Classroom Training
To Register:
Related Materials: How to Access Back to the Basics: Completing Gross Adjustments in Duke's LMS (pdf)

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It's Not That Simple: Modifying and Issuing Additional Payments to Exempt Staff

Issuing payments to exempt staff is easy - just set the salary and go, right? Wrong! While SAP allows salary to be set for monthly employees, there is often the need to make an exception to that salary amount or to issue additional payments for additional work performed. This session will focus on the nuances of issuing supplemental payments and completing pay exceptions for exempt staff. In this situationally based class, participants will focus on how to address some of the most common scenarios which result in changes to an exempt staff member's salary.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives with exempt staff
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Non-compensatory

Non-compensatory Payments Process Overview

This session is designed to assist Non-compensatory iForms initiators in working with payments for Duke students and Postdoc Scholars receiving non-compensatory payments. Discussions will focus on how to determine if an individual should be classified as a non-compensatory recipient and how to process all iForm transactions impacting payments. Additionally the latest Duke and Federal policies governing non-compensatory payments will be reviewed and explained. Case studies are used to practice transaction application. Participants are encouraged to bring questions and situations to discuss in class. Participants are also encouraged to watch on-line videos demonstrating non-compensatory iForms transactions before attending class.
Target Audience: Non-compensatory iForms Initiators
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access Non-compensatory Payment Process Overview in Duke's LMS (pdf)

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Non-compensatory iForms – On-demand Video Series

Duke students receiving payments for scholarships, fellowships, or educational enrichment programs during the summer along with Postdoctoral Scholars, receive payments through Duke's Non-compensatory Payment System. All transactions related is paying these recipients are controlled through Non-compensatory iForms. This on-demand video series demonstrates how to perform a variety of Non-comp iForms transactions. To create a truly interactive learning experience, learners are encouraged to watch a video, pause the video, then complete the steps viewed using a transaction in the production environment.

The online videos listed below can be accessed in Duke's Learning Management System (LMS) using the links below or by following the instructions in the related materials section. The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab.

Non-compensatory iForms – Overview

This overview document includes information about issuing non-compensatory payments with Duke University. The document highlights some key components of Duke Non-compensatory Payment System as well as providing screenshots with instructions on how to complete all transactions, how transactions route for approval, and how to run reports. For those who would like watch a demonstration of these transactions, please view the Non-compensatory iForms – On-demand Video Series.
Target Audience: Non-compensatory iForms Initiators
Format: Reference/Handout
To View:
View Handout (pdf)

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Non-compensatory iForms – Program Names – Personal Value List

The personal value list (PVL) can be used by Non-compensatory iForms Initiators to customize the Program List when working with recipients. This document includes instructions for creating a Program PVL as well as adding and deleting programs once the list is created. For a demonstration of how to work with the Program PVL, please watch the Non-compensatory iForms - Creating a Personal Value List video available on-demand.
Target Audience: Non-compensatory iForms Initiators
Format: Reference/Handout
To View:
View Handout (pdf)

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Business Managers

Business Managers Annual Payroll Process Overview & Updates

The session is designed to keep Business Managers informed of the most current payroll information and to share opportunities for partnership between Corporate Payroll Services and Duke Departments. Additionally, Business Managers will have the opportunity to provide feedback to Corporate Payroll on how the Department can best serve its customers. Business Managers are encouraged to share and discuss specific situations and provide Corporate Payroll Services candid feedback.
Target Audience: Business Managers
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: August 2011 Presentation (University/School of Medicine Business) (pdf)
August 2011 Presentation (DUHS) (pdf)

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Introduction to Payroll for New Business Managers

This class provides new Business Managers with an overview of the entire payroll process with specific focus given to how they can support Department Payroll Representatives and their responsibilities in ensuring accurate and timely payments to employees within their scope of responsibility.
Target Audience: New Department Business Managers
Duration: 2 hours
Format: Classroom Training
To Register:

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Time & Attendance Users

Time and Attendance Overview Training

This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Payroll Representatives
Duration: 2.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)
September 2012 Presentation used for Go-Live (University/School of Medicine) (pdf)

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Time & Attendance Video Series for Approvers

The Time and Attendance system is a web-based technology that is used by the Health System and some areas of the University to enter and approve time and to make requests, such as time off requests. The following video tutorials review how to use the Time and Attendance system if you are an approver.
Format: Online Training
To View:

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Time & Attendance Video Series for Editors

The Time and Attendance system is a web-based technology that is used by the Health System and some areas of the University to enter and approve time and to make requests, such as time off requests. The following video tutorials review how to use the Time and Attendance system if you are an editor.
Format: Online Training
To View:

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Time & Attendance Video Series for Employees

The Time and Attendance system is a web-based technology that is used by the Health System and some areas of the University to enter and approve time and to make requests, such as time off requests. The following video tutorials review how to use the Time and Attendance system if you are an employee.
Format: Online Training
To View:

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Guide for Managers/Supervisors: Time and Attendance Upgrade

This guide is designed for managers to review with employees prior to and/or in conjunction with the launch of the time and attendance upgrade. The guide reviews what is changing and what is not changing as a result of the upgrade in terms of Duke Policies and business processes. Additionally, screen shots are provided of critical information important to employees. Finally, reminders focus employees on what they should do, how they should prepare, and where they can go to view online training videos.   (Last Modified 09/20/12)
Format: Manual or Guide
To View:

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Instructions for Long-Term PTO Cash In

Employees who have a Long-Term PTO (LTPTO) balance of two hours or more may request a “cash in” payment for that time. Eligible employees should use the API Time and Attendance system to request a Cash In. These documents provide instructions for such requests, along with important information.   (Last Modified 11/17/17)
Format: Reference/Handout
To View:

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Additional Options

Financial Certification Program - Certified Payroll Representative

Certified Payroll Representative certification is designed for those individuals who are payroll representatives or backup payroll representatives and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community. Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
  • Delegatingadditional work and responsibilities to the participant
  • Supporting employee growth and development from certification
  • Seeking newhires who have completed certification
Target Audience: Payroll Representatives or Backup Payroll Representatives
Format: Certification or Learning Track
For More Info:

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Secondary Position iForms

Secondary positions are created when non-exempt (biweekly) employees work jobs in addition to their primary job at Duke. The online training videos provide step-by-step guidance on how to create and make changes to secondary positions in a variety of situations. Department payroll representatives and others who create iForms should view the videos to understand how to use the secondary position iForm.

Exempt Time Off Reporting: Duke University Employee View

Beginning in August 2013, Duke University will be implementing an exempt time off tracking tool. This tool will provide Exempt Staff (Faculty are not included) with a standard method for tracking vacation, sick, and discretionary holidays. The tool will be accessible via the Duke@Work self-service site. The training material below can be used by employees in departments to understand how to view, record, and submit their time reports effectively using the tool.   (Last Modified 07/22/13)
Target Audience: Exempt Staff Employees
Format: Reference/Handout
To View:
View Handout (pdf)

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Exempt Time Off Reporting: Duke University Supervisor View

Beginning in August 2013, Duke University will be implementing an exempt time off tracking tool. This tool will provide Exempt Staff (Faculty are not included) with a standard method for tracking vacation, sick, and discretionary holidays. The tool will be accessible via the Duke@Work self-service site. The training material below can be used by supervisors in departments to understand how they will approve time reports for Exempt Staff in the new tool.   (Last Modified 07/16/13)
Target Audience: Supervisors of Exempt Staff
Format: Reference/Handout
To View:
View Handout (pdf)

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Tracking Time Off Online

YouTube video provided by Duke University Human Resources. Learn how to track your time off online using the exempt time-off tracking tool in the Duke@Work self-service website. Please be advised, you will be taken to a link outside of Duke.
Duration: 2:43 minutes
Format: Online Training
To View:

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Electronic Time Reporting for Non-Exempt Employees

The Electronic Time Reporting system through Duke@Work is the method by which non-exempt employees record the following hours to be paid:
  • Primary position hours for employees' primary departments in Duke University and the School of Medicine where ReportXpress is not used.
  • Secondary position hours for all secondary employees in Duke University, the School of Medicine, and Duke University Health System.
  • All hours for Duke Temporary Service (DTS) employees in Duke University, the School of Medicine, and Duke University Health System.
The online training videos provide new employees with an opportunity to review and understand the tool prior to entering and submitting hours for payment. Employees should view the video that reflects the type of position they hold. Please contact your supervisor or department payroll representative if you have questions.
Target Audience: Non-exempt (biweekly) employees whose departments use electronic time reporting through Duke@Work, all secondary employees, and all DTS employees
Format: Online Training
To View:

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Electronic Time Reporting for Approvers

The Electronic Time Reporting system through Duke@Work is the method by which non-exempt employees record hours to be paid in their primary departments for much of Duke University and the School of Medicine. This on-line training video provides time card approvers with a basic understanding of the approval process and functionality. Please contact your department payroll representative if you have questions. Note: This training is not applicable to Duke University Health System or areas of the University/School of Medicine using the ReportXpress Time and Attendance System.
Target Audience: Individuals who are responsible for approving electronic time reports submitted by non-exempt (biweekly) employees whose departments use electronic time reporting through Duke@Work
Format: Online Training
To View:

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.