Financial Forms


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Accounting Processes & Procedures

Accounts Receivable

Accounts Receivable Customer Request Form

This form should be used to request Accounts Receivable customers be added, changed or deleted, by departments using the Accounts Receivable module within SAP. Completed and approved requests will be processed by the Corporate Accounts Receivable department within three business days of receipt.    (Last Modified: 07/02/12)
Available Format(s):  Webpage *
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Gift Records & Processing

Gift Coversheet: Cash Template

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)
Available Format(s):  DOC * | PDF *

Gift Coversheet: Check Template

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)
Available Format(s):  DOC * | PDF *

Gift Coversheet: Credit Card Template

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)
Available Format(s):  DOC * | PDF *

Gift Coversheet: Pledge Template

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)
Available Format(s):  DOC * | PDF *

Anonymity Form

"Anonymous" means different things to different people. In order to make sure that donors' wishes are understood, please use this form to define and document expectations regarding anonymity at Duke. Submit a copy of this form to ADR and to Donor Relations.    (Last Modified: 09/27/16)
Available Format(s):  PDF *

Gifts To Duke Payroll Deduction Authorization

Duke employees are eligible to make charitable contributions to Duke via payroll deduction. The deductions occur monthly or bi-weekly depending on your payroll status. You may choose any amount of deduction (not less than $5.00 per deduction). You may add, delete, or modify a payroll deduction by logging on to Duke@WORK under MyPay. Complete instructions on managing your deductions may be found below.

Note: Alumni & Development Records will send you a consolidated deductions acknowledgment at the end of the year to assist with your tax filing.    (Last Modified: 01/28/16)
Available Format(s):  PDF *
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Processing Payments

Checklist for Payment to Foreign Vendors (Entities and Individuals)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

Accounts Payable Check Request

This form is used for the purchases of services. For further clarification on how to use this form, please review the AP Check Request online video tutorial.    (Last Modified: 02/29/12)

Experimental Subject Payment Form

This form should be used to pay Experimental Subjects.    (Last Modified: 05/14/14)
Available Format(s):  XLS * | PDF *
Instructions: PDF
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Foreign Entities

Duke University Certificate of Foreign Status

This form is used for non-resident alien payments of other than substantiated expenses. Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 12/01/10)
Available Format(s):  XLS * | PDF *
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Accounts & Codes

Assigned JV Number: Add New

Request an Assigned JV number for your department. An Assigned JV number by design belongs to a department, not the contact person.    (Last Modified: 05/30/08)
Available Format(s):  Electronic *
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Assigned JV Number: Change Existing

Request an Assigned JV number for your department. An Assigned JV number by design belongs to a department, not the contact person. If the contact person associated with an Assigned JV number changes, a request to update the Assigned JV list is submitted.    (Last Modified: 05/30/08)
Available Format(s):  Electronic *
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G/L Account Request Form

This form is used to request the setup of a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire Duke System.    (Last Modified: 05/06/15)
Available Format(s):  PDF *

Cost Object Request Form

This form is used to request the setup of a Duke University cost object. When trying to determine the first three digits of your cost object, please refer to the Accounting Code Overview.    (Last Modified: 05/02/17)
Available Format(s):  PDF *
For more information, please see...

Agency Fund Application

To request an Agency Fund, an Agency Fund Application form and a Cost Object Request form should be completed and signed by the person responsible for the agency fund, the sponsoring department designee and “The Approver.” Requests for Agency Fund accounts can originate only from a department or school of Duke University. Both forms should be emailed to Accounting Systems Administration (ASA) for review, approval and setup. If the organization that will use the agency fund has tax-exempt status (not usual) please include a copy of the tax determination letter with the application forms. ASA will assign the cost object and communicate it to the responsible party and the sponsoring department.    (Last Modified: 10/02/15)
Available Format(s):  PDF *
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Contractors & Outside Services

8919, Uncollected Social Security and Medicare Tax on Wages

Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.    (Last Modified: 2009)
Available Format(s):  PDF ~

Compensation Agreement for Personnel Services (2009)

This agreement is required to reimburse entities of Duke University (DU) and Duke University Health System (DUHS) for professional services rendered by either partys primary appointed personnel.    (Last Modified: 06/11/08)
Available Format(s):  XLS * | PDF *

Independent Contractor Checklist (ICC)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 07/29/15)
Available Format(s):  XLS * | PDF *
For more information, please see...

Insurance Requirements for Independent Contractors

Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.    (Last Modified: 09/13/04)
Available Format(s):  Webpage

Outside Services Agreement (OSA)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 11/11/16)

Outside Services Agreement Insurance Exception Request Form

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)
Available Format(s):  DOC * | PDF *

Research Support Services Agreement (Domestic): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (International): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (Domestic): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

Research Support Services Agreement (International): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)
Available Format(s):  DOC *
Instructions: PDF
For more information, please see...

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)
Available Format(s):  PDF
Instructions: PDF
For more information, please see...
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Research Support Services Agreements (RSSA)

Research Support Services Agreement (Domestic): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (Domestic): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

Research Support Services Agreement (International): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (International): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)
Available Format(s):  DOC *
Instructions: PDF
For more information, please see...

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)
Available Format(s):  PDF
Instructions: PDF
For more information, please see...

Scope of Work and Term Sheet

The Term Sheet for Purchased Services should be utilized when purchasing services on sponsored and non-sponsored funds which cost between $2,500 to $10,000. This form is an easy to complete fillable PDF that documents the high level details of the Scope of Work, Invoicing Method, and Period of Performance with the given vendor. This is a document internal to Duke University and should not be sent to an outside organization or vendor.    (Last Modified: 10/21/16)
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Additional Forms

AP Invoice Copy Request

This form is used when you are requesting a copy of an accounts payable invoice.    (Last Modified: 05/17/04)
Available Format(s):  DOC * | PDF *

Parent/Child Memorandum of Understanding Template

A template that is intended as guidance for units wishing to clarify additional and/or special circumstances relating to the management of a sponsored project where an internal “parent/child” relationship is being established to facilitate project management. Please refer to GAP 200.190 and the Parent/Child MOU PDF Guide for additional details.    (Last Modified: 09/25/14)
Available Format(s):  DOC | PDF

Imprest Cash Fund on Deposit - Add New

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)
Available Format(s):  DOC *
For more information, please see...

Imprest Cash Fund on Deposit - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Add New

Establishment of a Petty Cash or Change Fund    (Last Modified: 04/26/13)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Petty Cash Fund or Change Fund.    (Last Modified: 10/20/11)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Increase / Decrease

This form is used to request an increase or decrease in funds of your Petty Cash Fund or Change Fund.    (Last Modified: 04/26/13)
Available Format(s):  DOC *
For more information, please see...

Request to Close Short-Term Cash Fund

Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.    (Last Modified: 09/27/05)
Available Format(s):  XLS *

Financial Transactions Reconciliation Log

This monthly log is used to document the review of reconciliation of financial transactions.    (Last Modified: 06/21/04)
Available Format(s):  DOC * | PDF *
For more information, please see...

Service Center Rate Calculation Form: Service Components

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 04/19/16)
Available Format(s):  XLSX *
Instructions: PDF
For more information, please see...

Service Center Rate Calculation Form: Shared Resources

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 04/19/16)
Available Format(s):  XLSX *
Instructions: PDF
For more information, please see...

Service Center Rate Calculation Form: Shared Resources Core Grants

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 09/13/05)
Available Format(s):  XLS * | PDF *
Instructions: PDF
For more information, please see...

...Additional Payroll Forms

Available Format(s):  Webpage

...Additional Research Forms

Available Format(s):  Webpage *

...Additional Travel Forms

Available Format(s):  Webpage

...Additional Corporate Card Forms

Available Format(s):  Webpage

...Complete List of Financial Services Forms

Available Format(s):  Webpage
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API

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...

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...

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
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EdTrack

ActiveStaffer & EdTrack Access (Add/Remove) Request Form

Add and/or remove access to both ActiveStaff and EdTrack. Email completed account form to apiresourcegroup at mc.duke.edu.    (Last Modified: 11/18/05)
Available Format(s):  DOC * | PDF *

Request Course in EdTrack - Unit Based

Please complete the Course Configuration form below at least 2 weeks before the date of the course for all unit based classes.    (Last Modified: 09/07/07)
Available Format(s):  DOC *
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Staffing & Scheduling

ActiveStaffer & EdTrack Access (Add/Remove) Request Form

Add and/or remove access to both ActiveStaff and EdTrack. Email completed account form to apiresourcegroup at mc.duke.edu.    (Last Modified: 11/18/05)
Available Format(s):  DOC * | PDF *

Calculate Coverage Set Needs

Use the Coverage Set spreadsheet to determine how to complete your staffing template in ActiveStaffer. For each hour of the day, enter in the number of people will be working, as well as the total hours worked. Look in the column that matches your coverage set to see how many employees you need for each coverage period.    (Last Modified: 11/18/05)
Available Format(s):  XLS *

Daily Maintenance Record Sheet

ActiveStaffer Daily Maintenance Record Sheet.    (Last Modified: 02/20/07)
Available Format(s):  DOC * | PDF *
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DukeShift

DukeShift Access Form

Create or remove a Bid4Health/DukeShift account. Managers: Completing a DukeShift account form means that you agree to monitor the employee's time in API as well as to monitor their overall workstretch on the API Schedule. You also agree to enter the employee's schedule in API so that schedulers can appropriately determine if a shift is suitable to be awarded to your staff member. It also indicates that you certify the employee is competent to work in the care types you indicate, is not under disciplinary action and is a good candidate for DukeShift. Email completed account form to apiresourcegroup at mc.duke.edu.    (Last Modified: 02/24/15)
Available Format(s):  DOC * | PDF *
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Banking

ACH Payment Request Form

Must be completed and be submitted with the corresponding Account Payable Check Request or Purchase Requisition form for payment processing. ACH payments require a minimum of 24 hours for settlement. Requests received by 10 a.m. each business day will be processed that day but will not be effective until the next business day.    (Last Modified: 06/09/08)
Available Format(s):  DOT * | PDF *

Banking Supplies Order Form

Use this for to order banking supplies (deposit tickets, bank bags, etc.).    (Last Modified: 11/17/10)
Available Format(s):  XLS * | PDF *

Cash Fund Reconciliation Form

Department Cashiering Cash Fund Reconciliation Form    (Last Modified: 07/19/05)
Available Format(s):  XLS *

Department Deposit SpeedType Request

To request a speed type, complete the SpeedType Request form and fax to the Bursar's Office.    (Last Modified: 08/10/12)
Available Format(s):  XLS *

Department Deposit Slip: Department

This deposit form is used by University departments to deposit money to general ledger accounts.    (Last Modified: 05/12/03)
Available Format(s):  XLS *

Department Deposit Slip: Student

This deposit form used by University departments to deposit money directly to student accounts.    (Last Modified: 05/09/03)
Available Format(s):  XLS *

Domestic Wire Request Form

Must be completed and be submitted with the corresponding Account Payable Check Request or Purchase Requisition form for payment processing. Wire requests received by 10 a.m. will be processed that day. Domestic wires are effective on the same day they are processed.    (Last Modified: 06/09/08)
Available Format(s):  DOC * | PDF *

International Wire Request Form

Must be completed and be submitted with the corresponding Account Payable Check Request or Purchase Requisition form for payment processing. Wire requests received by 10 a.m. will be processed that day. International wires require a minimum of 48 hours for settlement.    (Last Modified: 06/09/08)
Available Format(s):  DOT * | PDF *

Working Capital Loan Form

If your department would like to request a loan equal to or less than $2.5 million from the University, please fill out this form with all required information. Forward the completed form to the Treasury Operations office for review and it will be circulated for the appropriate approvals.    (Last Modified: 08/27/08)
Available Format(s):  DOC *

Request to Pay Bursar's Office Student Account Charges for a DU/DUHS Employee

Departments should use this form if they wish to pay the Duke University Bursar's Office student account charges for an individual designated as an employee of the University.    (Last Modified: 09/30/11)
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Budgets & Reporting

Capital Projects & Budgeting

Capital Project Request Form

This form is used to request the set up of a new Project to be used for capital and noncapital construction and maintenance projects.    (Last Modified: 04/15/11)
Available Format(s):  XLS *
Instructions: PDF
For more information, please see...

Capital Project Financial Close Out

Used for Closing Out Capital Projects    (Last Modified: 09/12/12)
Available Format(s):  XLS *

Working Capital Loan Form

If your department would like to request a loan equal to or less than $2.5 million from the University, please fill out this form with all required information. Forward the completed form to the Treasury Operations office for review and it will be circulated for the appropriate approvals.    (Last Modified: 08/27/08)
Available Format(s):  DOC *
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Additional Forms

Telephone Service Billing Change Request Form

This form is for changes to land lines only. For changes with all cell phones and pagers, please contact the Office of Information Technology.    (Last Modified: 12/17/10)
Available Format(s):  Webpage *
For more information, please see...

Salary Setting Users Request

The initial setup of Salary Setting users involves each school, department or unit should complete the Salary Setting user spreadsheet Excel Template and forward to their cognizant Management Center for review and approval.
Available Format(s):  XLS *
For more information, please see...
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Bursar Student Accounts

Bursar Duke Payroll Deduction Form

To request a Duke payroll deduction, complete the Payroll Deduction Form. For monthly payroll employees, all requests submitted by the 20th of the month will have the first deduction taken on the 25th of the following month. For bi-weekly paid employees, the deduction will be taken on the next paycheck three weeks after the form is submitted.    (Last Modified: 03/26/07)
Available Format(s):  Webpage

Canadian Tuition Fees and Education Amount Certificate - University Outside Canada

This form is used to certify eligibility for the tuition and education amounts of a student attending a university outside Canada, and to show the maximum tuition and education amounts a student can transfer to a designated individual.
Available Format(s):  PDF ~

Department Deposit Slip: Department

This deposit form is used by University departments to deposit money to general ledger accounts.    (Last Modified: 05/12/03)
Available Format(s):  XLS *

Student Direct Deposit Authorization Form

If you wish to establish direct deposit for your refunds, please visit the Forms & Requests tab in DukeHub to add or manage your direct deposit information.    (Last Modified: 10/12/16)
Available Format(s):  Webpage

TMS Budget Worksheet for First Year Undergraduates

Tuition Management Systems Budget worksheet for first year undergraduate students. This worksheet will help the student budget their monthly tuition balances.    (Last Modified: 12/09/16)
Available Format(s):  XLS

TMS Budget Worksheet for Continuing Undergraduate Students

Tuition Management Systems Budget worksheet for continuing undergraduate students. This worksheet will help the student budget their monthly tuition balances.    (Last Modified: 12/09/16)
Available Format(s):  XLS

Request to Pay Bursar's Office Student Account Charges for a DU/DUHS Employee

Departments should use this form if they wish to pay the Duke University Bursar's Office student account charges for an individual designated as an employee of the University.    (Last Modified: 09/30/11)
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Corporate Card

Corporate Card Reinstatement Request related to Untimely Postings

This form should be used to reinstate a card after suspension related to untimely postings.    (Last Modified: 09/08/16)
Available Format(s):  DOCX | PDF

Corporate Card Missing Receipt

This form should be used to document Corporate Expenses when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.    (Last Modified: 12/29/05)
Available Format(s):  DOC * | PDF *
For more information, please see...

Bank of America WORKS & Fleet Corporate Card Reinstatement

This form should be used to reinstate a card after suspension.    (Last Modified: 10/19/16)
Available Format(s):  PDF * | DOC *

Department Corporate Card/WORKS Setup Form

This form should be submitted with new card applications    (Last Modified: 04/21/17)
Available Format(s):  XLS * | PDF *

Statement of Corporate Card Disputed Items

This form should be used to dispute an unauthorized or unrecognized charge appearing on your Corporate Card account. Transactions that are more than 60 days old are not eligible for dispute.    (Last Modified: 06/12/09)
Available Format(s):  PDF *
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Corporate Investments

Petty Cash or Change Fund - Add New

Establishment of a Petty Cash or Change Fund    (Last Modified: 04/26/13)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Petty Cash Fund or Change Fund.    (Last Modified: 10/20/11)
Available Format(s):  DOC *
For more information, please see...

Petty Cash or Change Fund - Increase / Decrease

This form is used to request an increase or decrease in funds of your Petty Cash Fund or Change Fund.    (Last Modified: 04/26/13)
Available Format(s):  DOC *
For more information, please see...

Imprest Cash Fund on Deposit - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)
Available Format(s):  DOC *
For more information, please see...

Imprest Cash Fund on Deposit - Add New

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)
Available Format(s):  DOC *
For more information, please see...

Interest on Overdraft Reversal/Adjustment Form

Please read Interest on Overdraft: Calculation and Rate of Interest for more information on this form.    (Last Modified: 05/08/17)
Available Format(s):  DOC * | PDF *
For more information, please see...

Long Term Pool (LTP) Participation Form

Please read the Long Term Pool (LTP) Policy for more information on this form.    (Last Modified: 04/07/08)
Available Format(s):  DOC *
For more information, please see...

Request to Close Short-Term Cash Fund

Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.    (Last Modified: 09/27/05)
Available Format(s):  XLS *

Request to Establish a Short-Term Cash Fund

Distribution of University funds to research subjects should be made via check using the Experimental Subject Payment Form. However, in some cases, it may be appropriate to compensate/reimburse research subjects in cash. This is allowed only for specific studies and require this form.    (Last Modified: 04/26/13)
Available Format(s):  DOC * | PDF *
For more information, please see...

Cash Management Fund (CMF) Participation

Please read the Cash Management Fund (CMF) Policy for more information on this form.    (Last Modified: 01/01/09)
Available Format(s):  PDF *
For more information, please see...
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eCommerce

Bankcard Merchant Request

Complete this form to be approved to accept credit card payments via a credit card terminal, computer, or the Web. After approval by a Dean or business manager, submit the form via fax to E-Commerce at (919) 684-8536.    (Last Modified: 08/16/07)
Available Format(s):  DOC *

DukePay Application

Submit your DukePay application online! You must have a valid DukeNet ID to access.
Available Format(s):  Webpage *
For more information, please see...

DukePay

Submit a "trouble" ticket to report a suspected Duke e-Commerce credit card security problem. Be sure to reference your department name to ensure proper handling.
Available Format(s):  Webpage ~
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~ : Located outside of the finance.duke.edu domain.


Endowments

Faculty Support Templates

Faculty Support - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Faculty Support - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Post-Doctoral Fellow - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Post-Doctoral Fellow - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Full Professorship Endowment - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Associate or Assistant Professorship Endowment - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Professorship of the Practice Endowment - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Visiting Professorship Endowment - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Any Level Professorship Endowment - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

University Professorship Endowment - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

University Professorship Endowment - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

TDE Strategic Faculty Initiative Challenge Professorship - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
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~ : Located outside of the finance.duke.edu domain.


Financial Aid Templates

Scholarship Endowment for Undergraduate Students - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Access and Opportunity Challenge - Donor Template

Endowment donor template.    (Last Modified: 11/03/15)
Available Format(s):  DOT *

Scholarship Endowment for Undergraduate Students - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Scholarship Endowment for Athletics Students - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Scholarship Endowment for Athletics Students - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Scholarship/Fellowship Endowment for Graduate Students - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Fuqua Excellence and Opportunity Challenge - Donor Template

Endowment agreement template.    (Last Modified: 02/08/16)
Available Format(s):  DOT *

Scholarship/Fellowship Endowment for Graduate Students - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
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~ : Located outside of the finance.duke.edu domain.


Operational Templates

Operational Endowment - Current Gift or Pledge

Endowment agreement template.    (Last Modified: 01/16/15)
Available Format(s):  DOT *

Operational Endowment - Planned Gift or Bequest by Living Donor

Endowment agreement template.    (Last Modified: 01/16/15)
Available Format(s):  DOT *
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~ : Located outside of the finance.duke.edu domain.


Amendments & Restatements Templates

Professorship Endowment - Amendment and Restatement

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Financial Aid Endowment – Amendment and Restatement

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *

Operational Endowment - Amendment and Restatement

Endowment agreement template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
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~ : Located outside of the finance.duke.edu domain.


Quasi Approval Forms Templates

Request for Professorship Quasi Endowment Fund - $1M or Greater

Approval form template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
For more information, please see...

Request for Professorship Quasi Endowment Fund - Less Than $1M

Approval form template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
For more information, please see...

Request for Quasi Endowment Fund - $1M or Greater

Approval form template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
For more information, please see...

Request for Quasi Endowment Fund - Less Than $1M

Approval form template.    (Last Modified: 10/29/14)
Available Format(s):  DOT *
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.


iForms

Cost Distribution iForm

Use the Cost Distribution Form for recording information when the employee is transferring from one department to another or for changes in the employee's funding source. The period covered by this form must include a current or future period and can also include a retroactive period. If you are moving a payroll expense that covers only a past period (no current of future change is involved), use the Cost Transfer Only form.
Available Format(s):  Webpage *

Termination iForm

Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments.
Available Format(s):  Webpage *

Personal Data Change iForm

The personal data change form is used by managers to update employee demographic data such as names, addresses, and date of birth.
Available Format(s):  Webpage *

Hire iForm

Form used to supply all information in regards to a newly hired employee.
Available Format(s):  Webpage *

Rate & Schedule Change iForm

The Rate and Schedule Change iForm is used to change the work schedule or pay rate of an employee including Clinical Ladder changes. In addition this form can be used to change the employee subgroup for biweekly employees.
Available Format(s):  Webpage *
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~ : Located outside of the finance.duke.edu domain.


Payroll & Time Reporting

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 ~
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~ : 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...
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~ : 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: 05/04/17)

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 *
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~ : 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: 04/18/17)
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 *
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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
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~ : 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
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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
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~ : 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 ~
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~ : 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 *
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~ : Located outside of the finance.duke.edu domain.


Procurement & Purchasing

Accounts Payable

Accounts Payable Check Request

This form is used for the purchases of services. For further clarification on how to use this form, please review the AP Check Request online video tutorial.    (Last Modified: 02/29/12)

AP Invoice Copy Request

This form is used when you are requesting a copy of an accounts payable invoice.    (Last Modified: 05/17/04)
Available Format(s):  DOC * | PDF *

Department Accounts Payable Representative Request Form

This form may be used to Add the Accounts Payable Representative for your department.    (Last Modified: 12/17/10)
Available Format(s):  Webpage *
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~ : Located outside of the finance.duke.edu domain.


Corporate Card

Individual Corporate Cardholder Application

This form should be used for a individual requesting a Corporate Card.    (Last Modified: 04/21/17)
Available Format(s):  DOC * | PDF *

Corporate Card Reinstatement Request related to Untimely Postings

This form should be used to reinstate a card after suspension related to untimely postings.    (Last Modified: 09/08/16)
Available Format(s):  DOCX | PDF

Corporate Card Missing Receipt

This form should be used to document Corporate Expenses when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.    (Last Modified: 12/29/05)
Available Format(s):  DOC * | PDF *
For more information, please see...

Bank of America WORKS & Fleet Corporate Card Reinstatement

This form should be used to reinstate a card after suspension.    (Last Modified: 10/19/16)
Available Format(s):  PDF * | DOC *

Department Corporate Card/WORKS Setup Form

This form should be submitted with new card applications    (Last Modified: 04/21/17)
Available Format(s):  XLS * | PDF *

Statement of Corporate Card Disputed Items

This form should be used to dispute an unauthorized or unrecognized charge appearing on your Corporate Card account. Transactions that are more than 60 days old are not eligible for dispute.    (Last Modified: 06/12/09)
Available Format(s):  PDF *
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~ : Located outside of the finance.duke.edu domain.


Contractors & Outside Services

Checklist for Payment to Foreign Vendors (Entities and Individuals)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Tax

IRS Tax Exemption Letters - 501(c)(3)

IRS Tax Exemption Letters - 501(c)(3) for Duke University and Duke University Health System, Inc.
Available Format(s):  Webpage

W-9 for Associated Health Services, Inc.

(a.k.a. Davis Ambulatory Surgical Center)
IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)
Available Format(s):  PDF

W-9 for Duke University

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke University Health System, Inc.

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke University Hospital

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Regional Hospital (formerly Durham Regional Hospital)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 06/22/13)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Raleigh Hospital

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke University Affiliated Physicians (DUAP)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Hospice

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Home Health

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Home Infusion

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Integrative Medicine

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.


Foreign Entities

Duke University Certificate of Foreign Status

This form is used for non-resident alien payments of other than substantiated expenses. Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 12/01/10)
Available Format(s):  XLS * | 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.


Purchasing Programs

Floral Request Request Form

For hospitalized employees and in the event of the death of an employee or member of the employee's immediate family, the department designee should complete a Floral Request Form and contact the approved florist.    (Last Modified: 02/01/17)
Available Format(s):  PDF
For more information, please see...

Staples Order Form

Fax Version of Staples/Corporate Express order form.    (Last Modified: 07/22/09)
Available Format(s):  XLS | PDF

Eway Online Ordering Registration Form

To use Eway - the online ordering system for Staples already widely used for office supplies, you must register with Staples. You will need a separate Eway account to order forms even if you are already using Eway to order office supplies.    (Last Modified: 07/22/09)
Available Format(s):  Webpage ~ | DOC ~

National Car Rental Emerald Club Application Request

To enroll as an Emerald Club member, please call the 888 Toll-Free number on the application to immediately enroll. You will need to have the application, your drivers license and credit card numbers in order to enroll. Once your phone call is complete, sign and fax the application with your signature to 612-893-6041 and your Emerald Club Number will be active within 48 hours. Use the temporary card at the bottom of the application until your permanent card comes in the mail in 4-6 weeks.    (Last Modified: 07/22/09)
Available Format(s):  DOC | PDF

National Welders Order Form for Duke

To place an order save the Duke Order Form to you PC, fill it out, and email it to National Welders.    (Last Modified: 06/17/13)
Available Format(s):  XLS | PDF

Research Storeroom Requisition

Can be used to place in window order for the Research Storeroom    (Last Modified: 08/02/10)
Available Format(s):  DOC | PDF
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


For Vendors

Checklist for Payment to Foreign Vendors (Entities and Individuals)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

Independent Contractor Checklist (ICC)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 07/29/15)
Available Format(s):  XLS * | PDF *
For more information, please see...

Outside Services Agreement (OSA)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 11/11/16)

Outside Services Agreement Insurance Exception Request Form

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)
Available Format(s):  DOC * | PDF *

Vendor Registration Forms Package

Package including Letter from Accounts Payable, Statement of Compliance, W-9, Vendor Information Form    (Last Modified: 03/16/17)
Available Format(s):  PDF

Contractor Badge Request

This form is used to receive a valid Vendor Duke ID Badge.    (Last Modified: 08/02/10)
Available Format(s):  PDF

Statement of Compliance

Available Format(s):  DOC | PDF

Research Support Services Agreement (Domestic): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (Domestic): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

Research Support Services Agreement (International): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (International): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)
Available Format(s):  DOC *
Instructions: PDF
For more information, please see...

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)
Available Format(s):  PDF
Instructions: PDF
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Research Support Services Agreements (RSSA)

Research Support Services Agreement (Domestic): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (Domestic): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

Research Support Services Agreement (International): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (International): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)
Available Format(s):  DOC *
Instructions: PDF
For more information, please see...

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)
Available Format(s):  PDF
Instructions: PDF
For more information, please see...

Scope of Work and Term Sheet

The Term Sheet for Purchased Services should be utilized when purchasing services on sponsored and non-sponsored funds which cost between $2,500 to $10,000. This form is an easy to complete fillable PDF that documents the high level details of the Scope of Work, Invoicing Method, and Period of Performance with the given vendor. This is a document internal to Duke University and should not be sent to an outside organization or vendor.    (Last Modified: 10/21/16)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Additional Forms

Interdepartmental Request & Invoice Form (IRI)

The IRI form is used to order supplies or services from another department. The form is used both as a request form and as a priced invoice. Some service areas have their own form so that they can get additional information needed (for example, Duke Publications Group). The IRI you download will have a space for the number. You should assign a number for tracking purposes. IRI transactions show on financial reports with a "JV" reference. The number will be referenced in the description field.    (Last Modified: 05/06/04)
Available Format(s):  XLS * | PDF *
Instructions: PDF

Laboratory Equipment Statement of Hazard Assessment

The Biological Safety Division addresses employee safety, training, policies, and other concerns regarding occupational exposure to biological agents. This is accomplished through the development and implementation of policies and procedures that are intended to provide guidance for worker safety when handling biological agents. These policies are based on the applicable regulatory requirements or current safety guidelines. Laboratory equipment that needs an evaluation includes, but is not limited to the following: refrigerators, freezers, centrifuges, incubators, chemical fume hoods, biological safety cabinets and other items potentially contaminated with hazardous materials. All laboratory equipment must be free of hazardous materials (e.g. biological, chemical, radiological) prior to equipment maintenance, transport to Duke Surplus or other destinations.    (Last Modified: 05/03/12)
Available Format(s):  PDF

Purchase Requisition -

The Purchase Requisition is used to initiate a purchase order for supplies or services from a vendor. The paper Purchase Requisition should ONLY be used in rare occasions when an electronic requisitions are NOT appropriate (examples: leases, standing purchase orders for DUHS). Types of electronic requisitions are buy@duke for University and SoM/SoN departments and SAP e-reqs for DUHS departments. The Purchase Requisition template you download will have a space for a tracking number. You should assign a number for tracking purposes. You can assign a random number or use your initials and date (ABC5432). This tracking number is essential if you need to inquire about your requisition.    (Last Modified: 10/14/16)
Available Format(s):  DOCX * | PDF *

Sole Source Justification Form

The Sole Source Justification Form should be utilized when an explanation as to the unique nature of the purchase of a good or service from a vendor on sponsored funds is necessary.    (Last Modified: 10/21/16)
Available Format(s):  PDF
For more information, please see...

PERT Product & Equipment Request

Fill out form on line and email to productrequest@duke.edu. Once the completed product request has been received, you will receive automatic notices as your request progresses through the PERT process. All product requests for trial or purchase must be approved by Duke Medicine's Product and Equipment Review Team (PERT) prior to bringing the product into the hospital.    (Last Modified: 07/22/09)
Available Format(s):  PDF

Equipment Screening Certification Form ($5k-$19,999)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form for purchases at least $5000, but not more than $19,999. The screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.

This form should also be submitted when submitting items to surplus valued up to $20,000.    (Last Modified: 08/02/10)
Available Format(s):  DOC | PDF
For more information, please see...

Equipment Screening Certification Form (Over $20,000)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form if equipment is $20,000 and over.

This form should also be used when submitting items to surplus valued over $20,000.

If purchasing, the screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.
If surplusing, form should be sent as form indicates.    (Last Modified: 02/20/14)
Available Format(s):  DOC | PDF
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Research Compliance & Reporting

Pre-Award

Subrecipient vs. Contractor Determination

Under the obligations of the Uniform Guidance (2 CFR Part § 200.330) and UGC 11.0, Subrecipient v. Contractor, Duke and departments must clearly identify the functions to be performed by either a subrecipient and/or a contractor at time of proposal submission. Use this checklist to determine whether a contractor or subrecipient relationship exists.    (Last Modified: 08/26/15)
Available Format(s):  DOC * | PDF *

Request for Cost-Sharing

This is a required form if a proposal includes cost sharing or matching funds from the University. It documents who has committed to provide the funds at the time of proposal submission.
Available Format(s):  DOC ~

WBS Element Request for a Miscellaneous Code

Use this form to request an account code for external funds that require no financial reporting and are received through mechanisms other than the standard proposal and award process.
Available Format(s):  DOC ~

WBS Element Request for Pre-award Spending

Use this form if you wish to begin incurring expenses on a sponsored project prior to the start date of the award. Depending on the sponsor, this request may only require ORS* approval or it may require approval from the sponsor.
Available Format(s):  DOC ~

WBS Element Request in Advance of an Award

Use this form to request an account code if a PI has been told of a pending award but has not received the official Notice of Award. The start-up stage of a project can be facilitated if a code is in place on the start date of the project.
Available Format(s):  DOC ~

Checklist for Proposal Preparation

This checklist creates a list of the forms and documents required to submit a proposal, who is responsible for completing them, and when. Feel free to modify the form to meet your needs.
Available Format(s):  XLS ~

Checklist for Sponsor Guidelines

This checklist is used first in proposal preparation. It assists in finding and documenting all the requirements found in a sponsor's RFP, RFA, or Guidelines. Feel free to modify the form to meet your needs.
Available Format(s):  XLS ~

Confidential Disclosure Agreement: 1-way

The standard Duke University 1-way Confidential Disclosure Agreement may be shared with potential sponsors and collaborators. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.
Available Format(s):  DOC ~
For more information, please see...

Sponsored Research Agreement: Fixed Price

The standard Duke University Fixed-Price Sponsored Research Agreement may be shared with potential sponsors. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.
Available Format(s):  DOC ~
For more information, please see...

Mutual Non-Disclosure, Confidential Disclosure Agreement: 2-way

The standard Duke University Mutual Non-Disclosure Agreement may be shared with potential sponsors and collaborators. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.
Available Format(s):  DOC ~
For more information, please see...

Sponsored Research Agreement

The standard Duke University Sponsored Research Agreement may be shared with potential sponsors. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.
Available Format(s):  DOC ~
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Post-Award

Request for Rebudgeting of Funds -- F&A Calculator

This form is meant to be used with the eRA@Duke system and is used to calculate the F&A when moving direct costs subject to different F&A rates.    (Last Modified: 10/01/13)
Available Format(s):  XLS *

Equipment Screening Certification Form ($5k-$19,999)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form for purchases at least $5000, but not more than $19,999. The screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.

This form should also be submitted when submitting items to surplus valued up to $20,000.    (Last Modified: 08/02/10)
Available Format(s):  DOC | PDF
For more information, please see...

Equipment Screening Certification Form (Over $20,000)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form if equipment is $20,000 and over.

This form should also be used when submitting items to surplus valued over $20,000.

If purchasing, the screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.
If surplusing, form should be sent as form indicates.    (Last Modified: 02/20/14)
Available Format(s):  DOC | PDF

In-Kind Cost Sharing Report

The Principal Investigator is responsible for accumulating the data necessary to provide proof of any cost sharing which is received in-kind. The report should include the value of in-kind contributions. These reports should be prepared each month and sent to the Office of Sponsored Programs for inclusion in the financial reports and billings.    (Last Modified: 06/20/03)
Available Format(s):  DOC * | PDF *
For more information, please see...

NIH Salary Cap Worksheet

This is a multi-tab spreadsheet that will assist in the calculation of salary to be cost shared because it exceeds the NIH cap. The three tabs represent: a 12-month appointment, 9-month appointment, and 9-month summer supplement.    (Last Modified: 03/28/17)
Available Format(s):  XLS *

Obligations for Training Grants (302 WBS Elements)

For NIH NRSA Training Grants, complete this worksheet indicating any training expenses that will be paid to individuals after the current budget period end date. These expenses will be reported as obligations in the FFR. This worksheet must be submitted with required closeout documentation.    (Last Modified: 10/19/16)
Available Format(s):  XLS *

Closeout Tasklist and Associated Materials

To support the timely and accurate closeout of sponsored projects, the department should complete the Tasklist to provide confirmation that all appropriate project closeout actions have been taken. Linked documents below are resources to support the completion of the Tasklist, which is directly provided to business units by the Implementation Teams.    (Last Modified: 06/21/16)

Shared Usage Agreement

This agreement is used to document when equipment is suitable and available for shared use.    (Last Modified: 02/14/03)
Available Format(s):  DOC * | PDF *
For more information, please see...

Untimely Cost Transfer Justification - Payroll Retros

For a cost transfer entry made on a Staff Change Form or a Cost Distribution Form, if the retroactive period is untimely, complete the Untimely Cost Transfer Justification - Payroll Retros. Submit the Untimely Cost Transfer Justification - Payroll Retros, to the Office of Sponsored Programs, Box 90491, 705 Broad Street, Lower Level Room 01.    (Last Modified: 10/06/03)
Available Format(s):  DOC * | PDF *
For more information, please see...

Independent Contractor Checklist (ICC)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 07/29/15)
Available Format(s):  XLS * | PDF *
For more information, please see...

Outside Services Agreement (OSA)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 11/11/16)

Grant Management Monthly Checklist

A monthly checklist for Grant Managers on the various SAP reports to run, how to run them, and what to look for.    (Last Modified: 03/10/14)
Available Format(s):  XLS * | PDF *

Subrecipient Progress Report

When a new increment of funding is received, this form is sent to the Duke PI by the pre-award office to be completed and returned by the PI before the next subaward modification can be issued.
Available Format(s):  DOC ~

Cost Sharing Calculator

Available Format(s):  XLS *

Tuition Remission Salary Worksheet

Use this worksheet to calculate NIH Maximum Allowed and Salary Payment Calculation for Basic Medical Science & Nursing Departments for 10 or 12 months, Arts & Sciences and Nicholas School Departments, and Engineering Departments for 10 or 12 months. Please see the handout for more information regarding Tuition Remission effective July 1, 2009.    (Last Modified: 11/04/09)
Available Format(s):  XLS *
For more information, please see...

Checklist for Award Management

This checklist assists grant managers in setting up a new award and anticipating management needs througout the life of the project. Feel free to modify the form to meet your needs.
Available Format(s):  XLS ~
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Export Controls

Export Assistance Request: Physical Exports (Goods)

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

Export Assistance Request: Technology

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

Request a Free Debarred Parties Screening

Thousands of individuals and entities have been placed on one of many Restricted Party Lists. In addition to criminal lists and healthcare debarment lists, there are lists for previous export violators. Regardless for what reason, U.S. persons have an obligation to ensure that any person or party with whom they conduct business is not on one of these lists.
Available Format(s):  DOC ~

Sanctioned Country Travel Inquiry

Available Format(s):  DOC ~

Project Technology Control Plan

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

Controlled Technologies Affidavit (Employee ITAR Exemption)

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

End User and Nontransfer Certification

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


Compliance

Conflict of Interest Disclosure

If you wish to anonymously report a conflict of interest or any other compliance matter, please call Duke's Fraud and Compliance Hotline: 1-800-849-9793
Available Format(s):  Webpage ~
For more information, please see...

Invention Disclosure Form

Submitting an IDF is an important first step in the process of documenting your invention and disclosing your new idea. It is a confidential document in which you should provide both a summary of your ideas and a comprehensive description of the invention and what, if anything, has been done so far to reduce the invention to practice (i.e. to show that it works!). The IDF also creates a channel for OLV to contact you to initiate the next steps needed to manage your invention.
Available Format(s):  DOC ~ | PDF ~
For more information, please see...

Laser Registration Form

All Class 3b and 4 lasers are required to be registered with the DU/DUMC Laser Safety Officer.
Available Format(s):  Webpage ~

Radioactive Materials Authorization Application

The use of radioactive materials in research at Duke University and Duke University Medical Center requires obtaining an Authorization from the appropriate Institutional Radiation Safety Committee. To obtain an Authorization, you must (a) be a full-time member of the faculty, (b) have training and experience commensurate with the types and amounts of radioactive materials you intend to use and (c) submit an application for review and approval by the Radiation Safety Committee. Please allow approximately four to six weeks to complete the requirements for obtaining an Authorization.
Available Format(s):  Webpage ~
For more information, please see...

Institutional BioSafety Committee (IBC) Forms

Please see the forms and documents list on the right side of the website listed below.
Available Format(s):  Webpage ~

Institutional Animal Care & Use Committee (IACUC) Forms

Webpage listing IACUC (Protocols & Reports), DLAR (Animal Care), and Controlled Substances (Procedures & Logs) Forms
Available Format(s):  Webpage ~

Research With Human Subjects Forms

ORS Webpage listing Requests for Protocol Approval, Screening for Exemption, Approval for Secondary Data Analysis, Renew a Protocol, Amend an Approved Protocol, and to Amend an Exemption.
Available Format(s):  Webpage ~

Research Support Services Agreement (Domestic): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (Domestic): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

Research Support Services Agreement (International): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (International): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)
Available Format(s):  DOC *
Instructions: PDF
For more information, please see...

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)
Available Format(s):  PDF
Instructions: PDF
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Research Support Services Agreements (RSSA)

Research Support Services Agreement (Domestic): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (Domestic): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

Research Support Services Agreement (International): $10,001 to $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)
Available Format(s):  PDF *
Instructions: PDF
For more information, please see...

Research Support Services Agreement (International): > $100,000

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)
Available Format(s):  DOC *
Instructions: PDF
For more information, please see...

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)
Available Format(s):  PDF
Instructions: PDF
For more information, please see...

Scope of Work and Term Sheet

The Term Sheet for Purchased Services should be utilized when purchasing services on sponsored and non-sponsored funds which cost between $2,500 to $10,000. This form is an easy to complete fillable PDF that documents the high level details of the Scope of Work, Invoicing Method, and Period of Performance with the given vendor. This is a document internal to Duke University and should not be sent to an outside organization or vendor.    (Last Modified: 10/21/16)
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Accounts Receivable

Accounts Receivable Customer Request Form

This form should be used to request Accounts Receivable customers be added, changed or deleted, by departments using the Accounts Receivable module within SAP. Completed and approved requests will be processed by the Corporate Accounts Receivable department within three business days of receipt.    (Last Modified: 07/02/12)
Available Format(s):  Webpage *
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Training

Request to Provide Continuing Education/New Course Application

Departments may request that their departmental training count towards continuing education credit by submitting a completed RCC Application to Provide Continuing Education Credit form. Activities such as staff meetings or updates are not qualifying training activities. Formal staff training of research administration topics that provides materials or resources, such as a presentation, handouts, etc., may constitute as qualifying training activities. RCC has the discretion to review submitted forms and training materials to determine departmental training activities that count as continuing education credit.    (Last Modified: 01/23/17)
Available Format(s):  PDF *

Instructor Petition to Waive Continuing Education Requirements

Supervisors of Subject Matter Experts (formerly Lead Trainers) and Central Office Trainers may petition to have the annual continuing education requirements waived for a particular fiscal year. The form should be completed by the supervisor and submitted to RCC at rcc-cert at duke.edu. If approved by the supervisor, all continuing education requirements for the year will be waived with the exception of Management of Selected Post‐Award Issues (MSPAI) and any required FasTracks    (Last Modified: 08/02/16)
Available Format(s):  PDF

Advanced Grant Management Application Form

Please complete the following application form for the Advanced Grant Management Program. Then print, secure all required signatures, sign, and scan the form. Be sure to save the scanned copy with the applicant's last name as the file name and return it via e-mail to rcc-cert@duke.edu.    (Last Modified: 03/08/17)
Available Format(s):  PDF *

Petition to Waive RCC Continuing Education Requirements

Supervisors of RCC, RAA, AGM and RAI certified employees may petition to have the annual continuing education requirements waived for a particular fiscal year(s) due to extenuating circumstances, such as extended periods of approved leave. Workload and staffing concerns are not reasons for which a waiver will be granted. The form should be completed by the supervisor and submitted to RCC at rcc-cert@duke.edu. If a waiver request is grants, the employee will have to meet all continuing education requirements for the waived fiscal year IN ADDITION TO current fiscal year continuing education requirements in order to maintain certification (with the exception of the waived year MSPAI).    (Last Modified: 04/16/14)
Available Format(s):  PDF *

Request for RCC Certification Credit

To request continuing education credit for classes offered by OIA and SOMCO, attendance to an external professional meeting, or any other class credit missing from your transcript, complete and submit the Request for RCC Certification Credit form to rcc-cert at duke.edu.    (Last Modified: 07/02/13)
Available Format(s):  PDF *

Research Administration Academy Application

The employee and the employee's supervisor must complete an application form for the RAA program and submit to RCC via rcc-cert at duke.edu. The application will be reviewed, and selected applicants will be enrolled into the RAA curriculum or the test-out proctored exam.    (Last Modified: 06/21/17)
Available Format(s):  PDF *

Research Administration Academy Test-Out Application

The employee and the employee's supervisor must complete a RAA Test-out form for the RAA program and submit to RCC via rcc-cert at duke.edu. The application will be reviewed, and selected applicants will be enrolled into the RAA curriculum or the test-out proctored exam.    (Last Modified: 06/29/16)
Available Format(s):  PDF *

CRA Study Group Application

Request for registration deadline is 5pm, November 25, 2014. Space is limited to 20 people. To apply for the CRA Study Group, please complete the CRA Study Group Application form and e-mail it to rcc-cert at duke.edu.    (Last Modified: 11/05/14)
Available Format(s):  PDF

Federal Contracting Certificate (FCC) Application Form

Please complete this application form for the employee you are nominating for the Federal Contracting Certificate Program. Print, sign, and scan the form, saving the scanned copy with the Nominee’s last name as the file name. Return the form via e-mail to rcc-cert@duke.edu. Incomplete forms will not be accepted.    (Last Modified: 08/06/15)
Available Format(s):  PDF
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Additional Forms

ECRT Quarterly Checklist

Available Format(s):  XLS *
Instructions: PDF

Parent/Child Memorandum of Understanding Template

A template that is intended as guidance for units wishing to clarify additional and/or special circumstances relating to the management of a sponsored project where an internal “parent/child” relationship is being established to facilitate project management. Please refer to GAP 200.190 and the Parent/Child MOU PDF Guide for additional details.    (Last Modified: 09/25/14)
Available Format(s):  DOC | PDF

Templates for Grant Manager Communications

Duke University is amending its internal process for paying subrecipient final invoices that are received after the subaward agreement deadline (late invoices). Feel free to use or adapt this template communication to reach out to your project-level peer at the subrecipient institution at the time of final invoicing.    (Last Modified: 08/21/15)
Available Format(s):  DOC

Estimated Balance Calculator

This tool can be utilized to assist with the consistent calculation and management of estimated project balances (based on total costs, including both direct costs and F&A) at both the individual WBSE and overall project-level.    (Last Modified: 03/27/17)
Available Format(s):  XLS *

No-Cost Extension (NCE)

A NCE may be needed when additional time is required to complete the existing scope and objectives of a project without the need for additional funds. The NCE Checklist and Procedural Guidance provides a general list of questions and actions that Grant Managers should review and confirm when requesting a NCE. A supporting video is available which further details important compliance considerations. NCE requests requiring prior sponsor approval, as well as requests that can be approved by Duke, are submitted via the SPS Web NCE Request Form. The Quick Reference Guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.    (Last Modified: 02/16/16)
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Risk Management & Insurance

International SOS Card

The International SOS membership card includes the telephone numbers of the three major worldwide International SOS Alarm Centers. In the event of an emergency while traveling internationally, call one of the emergency phone numbers listed on the card.    (Last Modified: 02/27/08)
Available Format(s):  PDF *
For more information, please see...

Participation Agreement

The purpose of the Participation Agreement is to educate participants about the potential hazards involved in certain activities.For all student groups organizing or participating in a field trip, or departments sponsoring a special event off-campus, the Duke University Participation Agreement should be completed. Prior to the distribution of the participation agreement, the sponsoring department or campus group should send a copy of the participation agreement, accompanied by a description of the activity, to Corporate Risk Management. Corporate Risk Management will approve the form, and notify the appropriate department. All participating students or department members should sign the form. The signed forms should be maintained by the department or the sponsoring campus group.    (Last Modified: 07/01/13)
Available Format(s):  DOC * | PDF *

Request For Certificate Of Insurance

Used to request proof of insurance coverage.    (Last Modified: 05/16/08)
Available Format(s):  DOC * | PDF *

Request For Insurance Coverage For Exhibits

Departments featuring exhibits must complete the Request for Insurance Coverage and submit to Corporate Risk Management, Box 104143 . Corporate Risk Management monitors and provides coverage when needed.    (Last Modified: 09/08/04)
Available Format(s):  DOC * | PDF *

Sports Camps Audit & Premium Report

The Sports Camps accident and liability insurance policy is effective for 12 months, beginning June 1st. In order to activate coverage for a parMicrosoft Word - 30088 - Duke Sports Campsticular sports camp, an audit premium report must be completed immediately following the conclusion of each camp session. Coverage information is included on the Audit and Premium Report.    (Last Modified: 06/06/17)
Available Format(s):  PDF *

Insurance Requirements for Independent Contractors

Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.    (Last Modified: 09/13/04)
Available Format(s):  Webpage

Insurance Identification Card

Insurance Identification Card for those using Duke Vehicles.    (Last Modified: 01/28/16)
Available Format(s):  PDF *

Insurance Identification Card - Rental Vehicles

Duke insurance identification card for Duke vehicle rentals.    (Last Modified: 01/28/16)
Available Format(s):  PDF *

Outside Services Agreement Insurance Exception Request Form

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)
Available Format(s):  DOC * | PDF *
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Tax Related

Checklist for Payment to Foreign Vendors (Entities and Individuals)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

General Contractor – Sales Tax Paid Details Form

Please see the Tax Topics, Sales Tax Reimbursement on Construction Materials webpage for more information regarding when to use this form.    (Last Modified: 01/13/15)
Available Format(s):  XLS
Instructions: PDF

Purchaser – Sales Tax Paid Details Form

Please see the Tax Topics, Sales Tax Reimbursement on Construction Materials webpage for more information regarding when to use this form.    (Last Modified: 01/13/15)
Available Format(s):  XLS
Instructions: PDF

W-9 for Duke University

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

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

IRS Tax Exemption Letters - 501(c)(3)

IRS Tax Exemption Letters - 501(c)(3) for Duke University and Duke University Health System, Inc.
Available Format(s):  Webpage

Sample IRS W-2, Wage and Tax Statement

The IRS Form W-2 is used by employers to tabulate payments for services performed by employees. The IRS Form W-2 must be provided to the employee by the employer by the last day of January for activity in the prior calendar year. This form is provided for informational purposes only.
Available Format(s):  PDF ~
Instructions: PDF

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

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...

W-8ECI, Certificate of Foreign Person's Claim That Income...

Form W-8ECI is to be used by foreign persons who are claiming U.S. sourced income is effectively connected with the conduct of a trade or business within the U.S.    (Last Modified: 02/06)
Available Format(s):  PDF ~

W-8EXP, Certificate of Foreign...US Tax Witholding

Form W-8EXP is to be used by foreign governments, international organizations, foreign central banks of issue, foreign tax-exempt organizations, foreign private foundations, and governments of U.S. possessions.    (Last Modified: 02/06)
Available Format(s):  PDF ~

W-8IMY, Certificate of Foreign...US Tax Witholding

Form W-8IMY is to be used by foreign intermediary, foreign flow-through entity, or certain U.S. branches.    (Last Modified: 02/06)
Available Format(s):  PDF ~

W-9 for Duke University Health System, Inc.

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke University Hospital

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Regional Hospital (formerly Durham Regional Hospital)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 06/22/13)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Raleigh Hospital

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke University Affiliated Physicians (DUAP)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Hospice

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Home Health

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Home Infusion

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

W-9 for Duke Integrative Medicine

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)
Available Format(s):  PDF *
For more information, please see...

8919, Uncollected Social Security and Medicare Tax on Wages

Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.    (Last Modified: 2009)
Available Format(s):  PDF ~

W-9 for Associated Health Services, Inc.

(a.k.a. Davis Ambulatory Surgical Center)
IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)
Available Format(s):  PDF
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Travel & Reimbursements

Bank of America WORKS & Fleet Corporate Card Reinstatement

This form should be used to reinstate a card after suspension.    (Last Modified: 10/19/16)
Available Format(s):  PDF * | DOC *

Corporate Card Reinstatement Request related to Untimely Postings

This form should be used to reinstate a card after suspension related to untimely postings.    (Last Modified: 09/08/16)
Available Format(s):  DOCX | PDF

Lost Receipt Form for Reimbursements

This form should be used to document both travel and miscellaneous expenses, when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.    (Last Modified: 08/01/03)

Miscellaneous Reimbursement Form

This form is used to reimburse employees and students for miscellaneous Duke Business expenses, including miscellaneous mileage. Payments made via a Miscellaneous Reimbursement Form will show on financial reports with document type.    (Last Modified: 01/05/17)
Available Format(s):  XLS *
Instructions: PDF
For more information, please see...

Group Travel Schedule

This form is used to provide adequate supporting documentation related to a group travel event.    (Last Modified: 11/19/04)
Available Format(s):  XLS * | PDF *
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Travel Expense Form

This form is used to reimburse employees and students for expenses incurred while traveling on official Duke Business. Payments made via a Travel Expense Form will show on financial reports with document type.    (Last Modified: 01/05/17)
Available Format(s):  XLS *
Instructions: PDF
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Travel Advance Form

This form is used by students to request cash advances for business travel and other business expenses. The money received as an advance must be accounted for within 30 days of the trips end by submitting a Travel Expense Form.    (Last Modified: 07/30/10)
Available Format(s):  XLS * | PDF *
For more information, please see...

International SOS Card

The International SOS membership card includes the telephone numbers of the three major worldwide International SOS Alarm Centers. In the event of an emergency while traveling internationally, call one of the emergency phone numbers listed on the card.    (Last Modified: 02/27/08)
Available Format(s):  PDF *
For more information, please see...

Travel Expense Receipt Log

Traveler's should use this log to document the actual cost of any out-of-pocket travel expenses for which receipts are not required.    (Last Modified: 12/01/10)
Available Format(s):  XLS | PDF
For more information, please see...

Mileage Log

These forms should be used to document local business mileage or mileage associated with one day business trips. The form should be submitted with a Miscellaneous Reimbursement form.    (Last Modified: 04/12/17)
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