Financial Services Training Opportunities

Financial Services is committed to providing excellent support to those working with financial information at Duke.  As part of this commitment, Financial Services offers an array of training and learning opportunities.  These opportunities are offered with the goals of helping those in administrative roles:

  • confidently perform their jobs
  • make informed decisions in support of their  business processes
  • follow the fiduciary controls per Duke’s general accounting procedures
  • stay compliant with federal guidelines and regulations

Specifically, the training opportunities offered by Financial Services strive to help you:

  • Understand the accounting and operational procedures pertaining to financial processes
  • Perform basic operational transactions, like making purchases, completing Expense Reports and processing Journal Entries / Vouchers
  • Use administrative systems and tools available for reporting, decision-making, sponsored research and compliance, and monitoring/tracking of activity
  • Build expertise by becoming certified in various process-related curriculums
  • Transition as processes change, systems are enhanced, and new tools are developed
  • Know where to get help when needed

Several departments in Financial Services partner to offer training, including on-line courses, lecture-based classroom instruction, large group presentations and updates, computer-based hands-on instruction, webinars, reference materials, and specialized group and project training.  The training offered by departments is summarized below.

Accounting Systems Administration

Accounting Systems Administration provides the basic understanding of our accounting processes and procedures... more...

Financial Training

In partnership with the functional departments in Financial Services, this team provides a range of basic to advanced understanding of our administrative systems and processes... more...

Office of Sponsored Programs and Research Costing Compliance

These two departments offer a wide variety of training programs, classes, and support resources to assist those involved with the grants management process and compliance... more...

Plant Accounting

Plant Accounting provides reference materials for the Web Central application used for space planning and management... more...

Training By Topic

 


 


Accounting Processes & Procedures

Accounts Payable

I Need A Check! - Accounts Payable Check Requests

In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests and the specific business process departments should follow in making such a request. Focus will also be given to internal and external compliance requirements, process time and procedures, and best practices to model when requesting A/P Checks. Participants will look in detail at how to best complete the A/P Check Request form. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals who process A/P Check Requests
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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An Overview of Procuring Goods and Services at Duke for Managers

This session provides those with management responsibility an overview of the process for procuring goods and services at Duke. Participants will review different payment methods with specific focus given to General Accounting Procedures (GAPs) and decision-making criteria to use when determining the best method of procuring a good or a service. Participants will gain a better understanding of procurement related information contained in SAP and suggestions for how their department should be using this information in daily operations. Discussion will focus on the SAP Workflow and APay Reply tools that are executed when invoices have problems and appropriate departmental responses. Participants will be encouraged to share their best practices for maintaining a pulse for how Purchase Orders, AP check requests, and invoices are handled in their department.
Target Audience: Business Mangers and individuals participating in the Financial Management Certification Program
Duration: 2 hours
Format: Classroom Training
To Register:

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Annual Accounts Payable Process Overview and Update for Business Managers

The session is designed to keep Business Managers informed of the most current accounts payable information and to share opportunities for partnership between Corporate Accounts Payable and Duke Departments. Additionally, Business Managers will have the opportunity to provide feedback to the Accounts Payable leadership team on how the department can best serve its customers. Business Managers are encouraged to share and discuss specific situations and provide Accounts Payable candid feedback.
Target Audience: Business Managers
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: November 2012 Presentation (pdf)

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Goods Receipt

Setting up a purchase to require goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and individuals responsible for performing goods receipt for their department
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Duke University Hospital: How to Access This Training in Duke’s LMS (pdf)
Buy@Duke Users: How to Access This Training in Duke’s LMS (pdf)

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How to Forward an SAP Workflow

Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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SAP Workflow Substitution

Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user’s SAP Inbox.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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Forms: The Independent Contractor Checklist (ICC) Online Video Tutorial

This video provides detailed instructions about how to complete the Independent Contractor Checklist. For additional information, review GAP 200.128, Guidance on the Independent Contractor Checklist (ICC). If you have specific questions about whether an individual should be classified as an employee or independent contractor that are not address in the video or GAP, please contact Corporate Accounts Payable at 919-684-3112.
Format: Online Training
To View:
Related Materials: GAP 200.128, Guidance on the Independent Contractor Checklist (ICC) (webpage)
Independent Contractor Checklist (ICC) (webpage)

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Electronic AP Check Request Training Presentation

This training presentation is available for departments to use in training employees in their area to use the Electronic Accounts Payable Check Request Tool. The document includes screen shots and instructions that can be used as reference when completing an electronic check request. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/03/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Electronic AP Check Request Approval Presentation

This training presentation can be used to provide departmental training to Faculty and others in the department who approve electronic check requests. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/03/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Online Electronic Check Request Training for Submitters

The Electronic AP Check Request tool through Duke@Work is the method for which the Duke Community executes check requests. These videos provide a comprehensive look at tool functionality for check request submitters and others that interact with the tool.
Target Audience: Check request submitters and others in financial roles
Format: Online Training
To View:

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Electronic AP Check Request: Reporting Tool Overview Presentation

This overview presentation provides a high-level guide to using the Electronic AP Check Request Reporting Tool. The document includes screen shots focusing on basic functionality and descriptions of some of the key data fields and select criteria. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/14/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Electronic AP Check Request: Reporting Tool Online Video Series

This online video series provides a high-level guide to using the Electronic AP Check Request Reporting Tool. These videos provide descriptions of the action buttons, instructions on running reports, and navigating AP Check Request reports. If you have specific questions that are not addressed in the videos, please contact Corporate Accounts Payable at 919-684-3112 or email APOnlineCheck at duke.edu.
Target Audience: Check request submitters and others in financial roles
Format: Online Training
To View:
Related Materials: Overview Presentation (webpage)

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Issuing Payments to Foreign Nationals and Foreign Companies

As Duke continues to grow globally, there is an ever increasing demand to issue payments to foreign nationals and foreign companies for goods and/or services. In this session, participants will better understand the complexities and compliance requirements associated in issuing a variety of AP payments to foreign nationals and companies. Additionally, focus will be given to the potential consequences to both Duke and the individual of issuing payments incorrectly.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and anyone who handles payments to Foreign Nationals and/or Foreign Companies.
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Purchase Orders at Duke

Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class. We recommend attending SAP Requisition Processing after taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Employee vs. Independent Contractor: Correctly Identifying & Issuing Payments to Independent Contractors

Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! – Accounts Payable Check Requests before taking this class.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, Business Managers, and anyone who handles payments to Independent Contractors.
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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So, You Need to Make a Purchase: Procuring Goods and Services at Duke

This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Why Didn't it Pay? - Investigating and Resolving Unpaid Invoices

Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, individuals with general purchasing responsibilities, or individuals with roles that require reconciliation of purchasing transactions to financial statements. SAP access is required.
Prerequisite(s): 1. SAP access is required
2. Basic SAP Understanding
3. Introduction to SAP at Duke
4. So, You Need to Make a Purchase - Procuring Goods and Services at Duke
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Updates for Department Accounts Payable Representatives

This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
Target Audience: Department Accounts Payable Representatives
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: May 2013 Presentation (DUHS) (pdf)
May 2013 Presentation (Company 10) (pdf)

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


Systems & Procedures

Introduction to Duke Accounting and Business Practice

The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees or individuals new to handling Duke financial responsibilities
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Introduction to Duke General Ledger (G/L) Accounts

The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.

Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
  • Introduction to Duke General Ledger Accounts – SAP Classes – this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
  • Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
  • Introduction to Duke General Ledger Accounts – Payroll Rep – DUHS – this video series is designed for Department Payroll Representatives who work in Duke University Health System.
  • Introduction to General Ledger Accounts - Procure to Pay Specialist – this video series is designed for participants in the Procure to Pay Specialist certification program.
  • Introduction to General Ledger Accounting – TRaC Representatives – this videos series is designed for participants in the TRaC Representative certification program.
  • Introduction to General Ledger Accounting – Research Administration – this video series is designed for participants in the RAA Certification or for those in grant specific jobs.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
Duration: Varies depending on series
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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


Corporate Space & Assets

Asset Management

Asset Management provides students with a comprehensive picture of how capital equipment is managed here at Duke. This class details: a) the processes involved in purchasing capital equipment, b) the procedures Plant Accounting follows in physically tagging and conducting inventories of all capital equipment, c) the reports available within SAP that will allow a department to view details regarding their capital equipment, and d) the proper procedures to follow when disposing of a piece of capital equipment here at Duke. Asset Management is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Additional Options

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


API

Time & Attendance Users

Time & Attendance Video Series for Employees

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

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Instructions for Long-Term PTO Cash In

Employees who have a Long-Term PTO (LTPTO) balance of two hours or more may request a “cash in” payment for that time. Eligible employees should use the API Time and Attendance system to request a Cash In. These documents provide instructions for such requests, along with important information.   (Last Modified 11/22/16)
Format: Reference/Handout
To View:

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


Time & Attendance Managers

Time and Attendance Overview Training

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

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

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Time & Attendance Video Series for Approvers

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

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Time & Attendance Video Series for Editors

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

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Guide for Managers/Supervisors: Time and Attendance Upgrade

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

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


Staffing & Scheduling & EdTrack Users

ACTS3 Staffing & Scheduling/EdTrack User Group Meeting for DUH

This class will point out some shortcuts and special features in Staffing & Scheduling. There will also be time to address questions and problem solving from the participants.
Target Audience: Any Staffing & Scheduling/EdTrack user
Format: Classroom Training
To Register:

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ACTS5 Staffing & Scheduling/EdTrack User Group Meeting for DRH

This class will point out some shortcuts and special features in Staffing & Scheduling. There will also be time to address questions and problem solving from the participants.
Target Audience: Any Staffing & Scheduling/EdTrack user
Format: Classroom Training
To Register:

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ACTS6 Staffing & Scheduling/EdTrack User Group Meeting for DHRH

This class will point out some shortcuts and special features in ActiveStaffer. There will also be time to address questions and problem solving from the participants.
Target Audience: Any Staffing & Scheduling/EdTrack user
Format: Classroom Training
To Register:

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Self Scheduling

Self scheduling directions for use with API Healthcare
Format: Manual or Guide
To View:
View Handout (pdf)

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Registering and Withdrawing from a Class

Format: Manual or Guide
To View:
View Handout (pdf)

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


EdTrack Managers

EDS26 Tracking Unit Based Classes

This 2 hour class covers how to run EdTrack reports, entering degrees and certifications for employees, and tracking unit based education such as staff meetings, read and sign posters, and unit based inservices.
Target Audience: Managers and one designee per cost center.
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: EdTrack User's Guide (pdf)

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Creating and Committing a Class

Format: Manual or Guide
To View:
View Handout (pdf)

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EdTrack Manual

Target Audience: This handout provide EdTrack Managers the following information: Class Registration via EdTrack, To Withdraw from a scheduled class that is NOT LIMITED, Employee Transcript Report – Allows the employee to run their own education report, Supervisor Employee Transcript, Employee Education Completion Report – best used to check a specific course attendance, Custom Pooled Reports, Life Support Report, Certification Report – see steps for Life Support report, Pooled Courses without Expiration Dates Report – see steps for Life Support report, Exporting to Excel, Schedule a class, See if the class already exists, Create a new class, Add a Classroom, Add an instructor, Add employees to existing class, Transaction Entry (committing a class), To enter a degree or certification, Adding a License, Update a License
Format: Manual or Guide
To View:
View Manual (pdf)

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Running Reports

Format: Manual or Guide
To View:
View Handout (pdf)

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Searching for an Employee or Employee Class Schedule

Format: Manual or Guide
To View:
View Handout (pdf)

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


Scheduling Managers & Schedulers

EDS732 API Staffing and Scheduling for Managers/Schedulers

This three hour class will cover how the system was initially set up, how to open, create, edit and print a schedule, how to create filters, and how to run reports
Target Audience: New Department Managers or Scheduling Committee Members
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: Handout: Staffing and Scheduling for Managers (pdf)

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EDS734 API Staffing and Scheduling for Schedule Maintenance

This 2 hour class covers how to keep a schedule updated daily. Participants will learn to enter calls outs, cancels, floats, indicate that an employee left work early, and add an employee to the schedule. Participants will also learn to run the daily roster report so that the charge nurse will have an accurate list of who is working on the next shift.
Target Audience: Department Managers and Schedulers
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Handout: API Staffing and Scheduling for Schedule Maintenance (pdf)

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Time & Attendance Video Series for Approvers

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

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Scheduled Maintenance Activity Code Cheat Sheet

Format: Reference/Handout
To View:
View Handout (pdf)

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Self Scheduling

Self scheduling directions for use with API Healthcare
Format: Manual or Guide
To View:
View Handout (pdf)

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


Employee Orientation

Nursing Orientation

These new Nursing employee documents outline important information such as tracking your work time at Duke, Paid Time Off (PTO) guidelines, pay premiums, pay & holiday schedules, and reviewing or changing your personal information online.   (Last Modified 11/03/11)
Target Audience: New Nursing employees at DUHS.
Format: Manual or Guide
To View:

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


Budgets & Reporting

Budget Tool

Projections

All departments must submit budget projections for the fiscal year using the Budget tool. If you have questions, please contact your Management Center.   (Last Modified 11/17/14)
Format: Manual or Guide
To View:

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Budget Tool Online Videos

Duke University employees with responsibility for inputting departmental budget information, use the Budget tool accessible through Duke@Work. The training videos listed below provide training on key functionality within the Budget Development functionality of the tool. Step-by-step guides provide guidance on complete functionality of the Budget Development tool, as well as, guidance on Projections and Budget Modifications. Please view the below "View More Information" for descriptions of each video module.
Format: Online Training
To View:
Related Materials: How to Access This Training in Duke’s LMS (pdf)
Budget Tool Step-by-Steps (webpage)

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Budget Modifications

Departments may make modifications to the current fiscal year budget using the Budget tool. If you have questions, please contact your Management Center.
Format: Manual or Guide
To View:

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


Financial Certification Program

Certified Payroll Specialist

Financial Certification Program - Certified Payroll Representative

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

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Introduction to SAP at Duke

The “Introduction to SAP” course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. “Introduction to SAP” is required before taking any other SAP courses. It is not required for either the “iForms Overview” or “Introduction to SAP Business Warehouse” courses.
Target Audience: All Users of SAP
Duration: 45 minutes
Format: Online Training
To View:
Related Materials: Duke SAP Basics User Guide (webpage)

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Introduction to Duke Accounting and Business Practice

The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees or individuals new to handling Duke financial responsibilities
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Introduction to Duke General Ledger (G/L) Accounts

The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.

Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
  • Introduction to Duke General Ledger Accounts – SAP Classes – this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
  • Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
  • Introduction to Duke General Ledger Accounts – Payroll Rep – DUHS – this video series is designed for Department Payroll Representatives who work in Duke University Health System.
  • Introduction to General Ledger Accounts - Procure to Pay Specialist – this video series is designed for participants in the Procure to Pay Specialist certification program.
  • Introduction to General Ledger Accounting – TRaC Representatives – this videos series is designed for participants in the TRaC Representative certification program.
  • Introduction to General Ledger Accounting – Research Administration – this video series is designed for participants in the RAA Certification or for those in grant specific jobs.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
Duration: Varies depending on series
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Payroll Process Overview for New Department Payroll Representatives

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

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

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iForms Overview

iForms is a web-based interface with Duke's SAP system that allows users to view employee master data and process HR and Payroll actions. This class provides an overview of the iForms website and how to view employee master data and position data. In addition, the course provides hands-on experience with initiating HR and Payroll actions. These actions include hiring and transfers, position management, cost distributions, supplemental pay and terminations. The steps needed to approve the various forms are covered as well.

Learning materials will be provided in the class and on the iForms website.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees and Managers that view and process Employee Master Data
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Time and Attendance Overview Training

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

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

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Foreign National Payment Process Overview

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

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

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Non-compensatory Payments Process Overview

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

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Secondary Positions at Duke

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

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

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Payroll and Work Study

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

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

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Reconciling Payroll Reports

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

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

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The Impact of Leaves of Absence on Payroll

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

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

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Employee Transfers

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

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

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Employee vs. Independent Contractor: Correctly Identifying & Issuing Payments to Independent Contractors

Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! – Accounts Payable Check Requests before taking this class.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, Business Managers, and anyone who handles payments to Independent Contractors.
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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

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

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

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Back to the Basics: Completing Gross Adjustments

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

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

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Updates for Department Payroll Representatives

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

Financial Certification Program - Final Exam

A Certification Exam will be offered twice per month and an 80% passing grade is required to attain certification upon completion of any track of the Financial Certification. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Individuals who are enrolled in any Financial Certification Track and have completed all required course and quiz work.
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access Certification Final Exam training in Duke's LMS (pdf)

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


TRaC Representative Certification

Introduction to SAP at Duke

The “Introduction to SAP” course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. “Introduction to SAP” is required before taking any other SAP courses. It is not required for either the “iForms Overview” or “Introduction to SAP Business Warehouse” courses.
Target Audience: All Users of SAP
Duration: 45 minutes
Format: Online Training
To View:
Related Materials: Duke SAP Basics User Guide (webpage)

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Introduction to Duke Accounting and Business Practice

The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees or individuals new to handling Duke financial responsibilities
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Introduction to Duke General Ledger (G/L) Accounts

The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.

Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
  • Introduction to Duke General Ledger Accounts – SAP Classes – this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
  • Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
  • Introduction to Duke General Ledger Accounts – Payroll Rep – DUHS – this video series is designed for Department Payroll Representatives who work in Duke University Health System.
  • Introduction to General Ledger Accounts - Procure to Pay Specialist – this video series is designed for participants in the Procure to Pay Specialist certification program.
  • Introduction to General Ledger Accounting – TRaC Representatives – this videos series is designed for participants in the TRaC Representative certification program.
  • Introduction to General Ledger Accounting – Research Administration – this video series is designed for participants in the RAA Certification or for those in grant specific jobs.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
Duration: Varies depending on series
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Expense Reports – An Overview

This session provides an overview of expense reports and the associated business processes that support their use across Duke University and Duke University Health System. Specific focus will be given to understanding the roles and responsibilities of the employee, the expense report initiator, the department's TRaC Representative, and the Business Manager in ensuring an efficient and effective departmental process. Participants will explore when each type of expense report is used and best practices for handling a variety of situations. Workflows and strategies for tracking the status of expense reports will also be discussed. Case studies in small breakout groups will provide participants with the opportunity to practice classroom learning.

Please note: Participants cannot register for this class until online videos and the quiz listed below have been completed.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.

Expense Reports – Policies and Procedures

This session focuses on Duke's institutional policies as it relates to all expenses that are processed through online expenses. Focus is given to expenses incurred through traveling on Duke business, using Duke's corporate card, and requesting reimbursements for out-of-pocket expenses. Participants will explore appropriate purchasing methods to understand the relationship between the purchasing method and the ease and efficiency in processing expense reports. Discussion will focus on expenses in general and specific situations that are common across the institution. Participants will review and gain an in-depth understanding of the Untimely Posting process for corporate card transactions and share best practices based on their experience.

Please note: Participants cannot register for this class until they've attended the prerequisite class.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense reports initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – Managing the Process

This session is designed for TRaC Reps or those initiators responsible for creating expense reports and managing them throughout the approval and posting process. Participants will learn how to effectively “see” both corporate card and out-of-pocket expenses through the expense report tool and a variety of reports. Participants will explore workflow steps and the importance of ensuring master data is routinely maintained. Reports will be a key focus in this session – both reports that are provided to departments and those that can be run through the Duke@Work portal – with discussion focusing both on how to execute the reports and how to use the data returned to ensure timely posting of expenses to Duke's ledger.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – International Travel

This session provides a detailed look at International Travel focusing on the policies and procedures that are specific to international trips. Participants will learn how departments may choose to use per diems for international trips along with strategies for handling and documenting currency conversions. The appropriate use and clearing of travel advances will also be discussed along with a review of resources that are available to Duke employees and students who are traveling internationally.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 2 hours
Format: Classroom Training
To Register:

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


Financial Systems Specialist

Financial Certification Program - Financial Systems Specialist

A variety of technology applications, including Duke's enterprise SAP system, support Duke's operations, core financial processes, and the safeguarding of Duke's resources. The Financial Systems Specialist certification is designed for Duke employees for whom the use of such systems is central to the successful fulfillment of job responsibilities. This program, with a significant focus on key technology applications, will develop a highly-qualified user of Duke primary financial systems, promote broader understanding of financial responsibilities, enhance the ability to ensure financial compliance with established policies and procedures, and provide a credential recognized and respected throughout the Duke community. Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
  • Delegating additional work and responsibilities to the participant
  • Supporting employee growth and development from certification
  • Seeking newhires who have completed certification
Format: Certification or Learning Track
For More Info:

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Introduction to Duke Accounting and Business Practice

The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees or individuals new to handling Duke financial responsibilities
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Introduction to Duke General Ledger (G/L) Accounts

The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.

Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
  • Introduction to Duke General Ledger Accounts – SAP Classes – this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
  • Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
  • Introduction to Duke General Ledger Accounts – Payroll Rep – DUHS – this video series is designed for Department Payroll Representatives who work in Duke University Health System.
  • Introduction to General Ledger Accounts - Procure to Pay Specialist – this video series is designed for participants in the Procure to Pay Specialist certification program.
  • Introduction to General Ledger Accounting – TRaC Representatives – this videos series is designed for participants in the TRaC Representative certification program.
  • Introduction to General Ledger Accounting – Research Administration – this video series is designed for participants in the RAA Certification or for those in grant specific jobs.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
Duration: Varies depending on series
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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SAP Hospital and Health System Reporting

This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.

To gain the most benefit from this class:

  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees of the Health System that are responsible for reporting of a Hospital Clinical Business Unit or Health System department and use nine digit cost object numbers.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: SAP Hospital and Health System Reporting User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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SAP University Reporting: Non-Restricted

This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Those within Company Code 10 and are responsible for reporting or reconciling of seven-digit, non-restricted cost objects
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: University Reporting-Non Restricted SAP Manual (webpage)
Registering and Completing the SAP University Reporting: Non-Restricted Training in the Duke LMS (pdf)

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SAP Reconciliation and Documents

This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Those responsible for reconciling financial transactions on reports or tracking/looking up vendor invoice payments, and/or need to know how to research or find information about common SAP documents.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
5. Any SAP Reporting Class
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)
SAP Reconciliation and Documents Guide (webpage)

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SAP Journal Entry

This class provides experience in how to prepare and post or park various kinds of journal entries. The approval/posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Any Duke employee that needs to process journal entries for department billings or corrections
Prerequisite(s): 1. Introduction to SAP at Duke
2. Introduction to Duke Accounting and Business Practice
3. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: SAP Journal Entry Basics Guide (webpage)
SAP Journal Entry Advanced Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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Financial Systems Specialist Final Exam

A Certification Exam will be offered approximately two times per month and an 80% passing grade is required to attain certification upon completion of the Financial Systems Specialist program coursework. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.
Target Audience: Individuals seeking the Financial Systems Specialist Certification who have completed all classes and quizzes
Format: Classroom Training
To Register:

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Financial Systems Specialist Continuing Education

Certification in the FCP Financial Systems Specialist track is valid for one year. Certification will be renewable by participation in a semi-annual general session designed to ensure that certified individuals across Duke remain aware of recent changes in the subject matter relevant to their respective tracks. Certification will be revoked if a participant does not maintain appropriate renewal credits on an annual basis, and re-certification will require full program participation. The renewal process is determined by individual certification tracks.
Format: Classroom Training
To Register:

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Financial Certification Program - Final Exam

A Certification Exam will be offered twice per month and an 80% passing grade is required to attain certification upon completion of any track of the Financial Certification. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Individuals who are enrolled in any Financial Certification Track and have completed all required course and quiz work.
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access Certification Final Exam training in Duke's LMS (pdf)

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


Procure to Pay Specialist

Financial Certification Program - Certified Procure to Pay Specialist Representative

The Procure to Pay Specialist certification is designed for those individuals who are A/P representatives, backup A/P representatives or employees who spend a portion of their time procuring good/services and managing invoice payments and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community. Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
  • Delegating additional work and responsibilities to the participant
  • Supporting employee growth and development from certification
  • Seeking new hires who have completed certification
Target Audience: Departmental Accounts Payable Representatives and/or employees who have relevant responsibilities at Duke, i.e. a portion of their job involves procuring goods/services and managing invoice payments. SAP access required.
Format: Certification or Learning Track
For More Info:

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Introduction to SAP at Duke

The “Introduction to SAP” course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. “Introduction to SAP” is required before taking any other SAP courses. It is not required for either the “iForms Overview” or “Introduction to SAP Business Warehouse” courses.
Target Audience: All Users of SAP
Duration: 45 minutes
Format: Online Training
To View:
Related Materials: Duke SAP Basics User Guide (webpage)

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Introduction to Duke Accounting and Business Practice

The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees or individuals new to handling Duke financial responsibilities
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Introduction to Duke General Ledger (G/L) Accounts

The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.

Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
  • Introduction to Duke General Ledger Accounts – SAP Classes – this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
  • Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
  • Introduction to Duke General Ledger Accounts – Payroll Rep – DUHS – this video series is designed for Department Payroll Representatives who work in Duke University Health System.
  • Introduction to General Ledger Accounts - Procure to Pay Specialist – this video series is designed for participants in the Procure to Pay Specialist certification program.
  • Introduction to General Ledger Accounting – TRaC Representatives – this videos series is designed for participants in the TRaC Representative certification program.
  • Introduction to General Ledger Accounting – Research Administration – this video series is designed for participants in the RAA Certification or for those in grant specific jobs.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
Duration: Varies depending on series
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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So, You Need to Make a Purchase: Procuring Goods and Services at Duke

This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Purchase Orders at Duke

Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class. We recommend attending SAP Requisition Processing after taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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I Need A Check! - Accounts Payable Check Requests

In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests and the specific business process departments should follow in making such a request. Focus will also be given to internal and external compliance requirements, process time and procedures, and best practices to model when requesting A/P Checks. Participants will look in detail at how to best complete the A/P Check Request form. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals who process A/P Check Requests
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Why Didn't it Pay? - Investigating and Resolving Unpaid Invoices

Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, individuals with general purchasing responsibilities, or individuals with roles that require reconciliation of purchasing transactions to financial statements. SAP access is required.
Prerequisite(s): 1. SAP access is required
2. Basic SAP Understanding
3. Introduction to SAP at Duke
4. So, You Need to Make a Purchase - Procuring Goods and Services at Duke
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Employee vs. Independent Contractor: Correctly Identifying & Issuing Payments to Independent Contractors

Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! – Accounts Payable Check Requests before taking this class.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, Business Managers, and anyone who handles payments to Independent Contractors.
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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SAP Requisition Processing

This introductory purchase requisitioning class covers how to create a purchase requisition (request for goods or services), both with and without a material master. In addition, the class covers how to copy, display, and change a purchase requisition; how to find purchase requisitions by cost center; approval of purchase requisitions; and how to look up a purchase order. If applicable, the material will cover how to create a purchase requisition for multiple cost centers and how to order medical or surgical materials using a custom transaction (ZM10). We STRONGLY RECOMMEND attending Purchase Orders at Duke before taking this class. We recommend attending Why Didn't It Pay – Investigating and Resolving Unpaid Invoices after taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Those who order materials or services, either from outside the University or Health System or from inside or Those that work for any Duke Health System department (SAP Company 0020- 0060), for Medical Center labs or any other University related area
Prerequisite(s): 1. Introduction to SAP at Duke
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: SAP Requisition Processing Manual (webpage)
How to Access This Training in Duke’s LMS (pdf)

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Issuing Payments to Foreign Nationals and Foreign Companies

As Duke continues to grow globally, there is an ever increasing demand to issue payments to foreign nationals and foreign companies for goods and/or services. In this session, participants will better understand the complexities and compliance requirements associated in issuing a variety of AP payments to foreign nationals and companies. Additionally, focus will be given to the potential consequences to both Duke and the individual of issuing payments incorrectly.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and anyone who handles payments to Foreign Nationals and/or Foreign Companies.
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Goods Receipt

Setting up a purchase to require goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and individuals responsible for performing goods receipt for their department
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Duke University Hospital: How to Access This Training in Duke’s LMS (pdf)
Buy@Duke Users: How to Access This Training in Duke’s LMS (pdf)

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Buy@Duke Shopper & Submitter Training

This course is intended for those in the shopper or submitter role whose areas are already using Buy@Duke as their primary method for requisitioning. The course will cover the details needed to perform both the shopper and submitter role in Buy@Duke. Training will cover full functionality of the tool including how to set user personalizations, how to place orders, enter and confirm funding source information, submit orders for approval, track orders through the process of creating a purchase order and performing goods receipt if applicable.

\r\nRegistration for this session will be handled through Duke\'s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See \"Related Materials\" for further details.
Target Audience: Buy@Duke users with the \"submitter\" or \"shopper\" role
Prerequisite(s): 1. Department must currently be using Buy@Duke
2. Buy@Duke shopper or submitter role in SAP Production Client established prior to attending class.
Format: Classroom Training
To Register:
Related Materials: Related Video Training Series (webpage)
How to Access This Training in Duke\'s LMS (pdf)

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Updates for Department Accounts Payable Representatives

This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
Target Audience: Department Accounts Payable Representatives
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: May 2013 Presentation (DUHS) (pdf)
May 2013 Presentation (Company 10) (pdf)

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Financial Certification Program - Final Exam

A Certification Exam will be offered twice per month and an 80% passing grade is required to attain certification upon completion of any track of the Financial Certification. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Individuals who are enrolled in any Financial Certification Track and have completed all required course and quiz work.
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access Certification Final Exam training in Duke's LMS (pdf)

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


Payroll & Time Reporting

Payroll Representatives

Payroll Process Overview for New Department Payroll Representatives

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

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

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

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

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All Aboard: Hiring at Duke

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

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Updates for Department Payroll Representatives

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

Non-compensatory Payments Process Overview

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

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Payroll and Work Study

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

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

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Secondary Positions at Duke

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

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

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Foreign National Payment Process Overview

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

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

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Reconciling Payroll Reports

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

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

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The Impact of Leaves of Absence on Payroll

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

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

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Employee Transfers

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

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

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Back to the Basics: Completing Gross Adjustments

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

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

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

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

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

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


Non-compensatory

Non-compensatory Payments Process Overview

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

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Non-compensatory iForms – On-demand Video Series

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

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

Non-compensatory iForms – Overview

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

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Non-compensatory iForms – Program Names – Personal Value List

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

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


Business Managers

Business Managers Annual Payroll Process Overview & Updates

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

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Introduction to Payroll for New Business Managers

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

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


Time & Attendance Users

Time and Attendance Overview Training

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

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

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Time & Attendance Video Series for Approvers

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

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Time & Attendance Video Series for Editors

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

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Time & Attendance Video Series for Employees

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

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Guide for Managers/Supervisors: Time and Attendance Upgrade

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

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Instructions for Long-Term PTO Cash In

Employees who have a Long-Term PTO (LTPTO) balance of two hours or more may request a “cash in” payment for that time. Eligible employees should use the API Time and Attendance system to request a Cash In. These documents provide instructions for such requests, along with important information.   (Last Modified 11/22/16)
Format: Reference/Handout
To View:

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


Additional Options

Financial Certification Program - Certified Payroll Representative

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

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Secondary Position iForms

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

Exempt Time Off Reporting: Duke University Employee View

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

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Exempt Time Off Reporting: Duke University Supervisor View

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

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Tracking Time Off Online

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

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Electronic Time Reporting for Non-Exempt Employees

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

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Electronic Time Reporting for Approvers

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

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


Procurement & Purchasing

Accounts Payable

Workflow Status Report – Problem Invoice Mapper

This reference document provides detailed descriptions of information on the AP problem invoice view of the Workflow Status Report. Additionally, it provides best practice recommendations for how to use the report to manage blocked invoices and provides email templates that can be used to send notifications to individuals who need to take action on blocked invoices.
Format: Reference/Handout
To View:
View Handout (pdf)

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I Need A Check! - Accounts Payable Check Requests

In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests and the specific business process departments should follow in making such a request. Focus will also be given to internal and external compliance requirements, process time and procedures, and best practices to model when requesting A/P Checks. Participants will look in detail at how to best complete the A/P Check Request form. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals who process A/P Check Requests
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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An Overview of Procuring Goods and Services at Duke for Managers

This session provides those with management responsibility an overview of the process for procuring goods and services at Duke. Participants will review different payment methods with specific focus given to General Accounting Procedures (GAPs) and decision-making criteria to use when determining the best method of procuring a good or a service. Participants will gain a better understanding of procurement related information contained in SAP and suggestions for how their department should be using this information in daily operations. Discussion will focus on the SAP Workflow and APay Reply tools that are executed when invoices have problems and appropriate departmental responses. Participants will be encouraged to share their best practices for maintaining a pulse for how Purchase Orders, AP check requests, and invoices are handled in their department.
Target Audience: Business Mangers and individuals participating in the Financial Management Certification Program
Duration: 2 hours
Format: Classroom Training
To Register:

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Annual Accounts Payable Process Overview and Update for Business Managers

The session is designed to keep Business Managers informed of the most current accounts payable information and to share opportunities for partnership between Corporate Accounts Payable and Duke Departments. Additionally, Business Managers will have the opportunity to provide feedback to the Accounts Payable leadership team on how the department can best serve its customers. Business Managers are encouraged to share and discuss specific situations and provide Accounts Payable candid feedback.
Target Audience: Business Managers
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: November 2012 Presentation (pdf)

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Purchase Orders at Duke

Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class. We recommend attending SAP Requisition Processing after taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Updates for Department Accounts Payable Representatives

This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
Target Audience: Department Accounts Payable Representatives
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: May 2013 Presentation (DUHS) (pdf)
May 2013 Presentation (Company 10) (pdf)

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Goods Receipt

Setting up a purchase to require goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and individuals responsible for performing goods receipt for their department
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Duke University Hospital: How to Access This Training in Duke’s LMS (pdf)
Buy@Duke Users: How to Access This Training in Duke’s LMS (pdf)

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Forms: The Independent Contractor Checklist (ICC) Online Video Tutorial

This video provides detailed instructions about how to complete the Independent Contractor Checklist. For additional information, review GAP 200.128, Guidance on the Independent Contractor Checklist (ICC). If you have specific questions about whether an individual should be classified as an employee or independent contractor that are not address in the video or GAP, please contact Corporate Accounts Payable at 919-684-3112.
Format: Online Training
To View:
Related Materials: GAP 200.128, Guidance on the Independent Contractor Checklist (ICC) (webpage)
Independent Contractor Checklist (ICC) (webpage)

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Electronic AP Check Request Training Presentation

This training presentation is available for departments to use in training employees in their area to use the Electronic Accounts Payable Check Request Tool. The document includes screen shots and instructions that can be used as reference when completing an electronic check request. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/03/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Electronic AP Check Request Approval Presentation

This training presentation can be used to provide departmental training to Faculty and others in the department who approve electronic check requests. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/03/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Online Electronic Check Request Training for Submitters

The Electronic AP Check Request tool through Duke@Work is the method for which the Duke Community executes check requests. These videos provide a comprehensive look at tool functionality for check request submitters and others that interact with the tool.
Target Audience: Check request submitters and others in financial roles
Format: Online Training
To View:

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Electronic AP Check Request: Reporting Tool Online Video Series

This online video series provides a high-level guide to using the Electronic AP Check Request Reporting Tool. These videos provide descriptions of the action buttons, instructions on running reports, and navigating AP Check Request reports. If you have specific questions that are not addressed in the videos, please contact Corporate Accounts Payable at 919-684-3112 or email APOnlineCheck at duke.edu.
Target Audience: Check request submitters and others in financial roles
Format: Online Training
To View:
Related Materials: Overview Presentation (webpage)

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Issuing Payments to Foreign Nationals and Foreign Companies

As Duke continues to grow globally, there is an ever increasing demand to issue payments to foreign nationals and foreign companies for goods and/or services. In this session, participants will better understand the complexities and compliance requirements associated in issuing a variety of AP payments to foreign nationals and companies. Additionally, focus will be given to the potential consequences to both Duke and the individual of issuing payments incorrectly.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and anyone who handles payments to Foreign Nationals and/or Foreign Companies.
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Employee vs. Independent Contractor: Correctly Identifying & Issuing Payments to Independent Contractors

Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! – Accounts Payable Check Requests before taking this class.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, Business Managers, and anyone who handles payments to Independent Contractors.
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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So, You Need to Make a Purchase: Procuring Goods and Services at Duke

This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Why Didn't it Pay? - Investigating and Resolving Unpaid Invoices

Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, individuals with general purchasing responsibilities, or individuals with roles that require reconciliation of purchasing transactions to financial statements. SAP access is required.
Prerequisite(s): 1. SAP access is required
2. Basic SAP Understanding
3. Introduction to SAP at Duke
4. So, You Need to Make a Purchase - Procuring Goods and Services at Duke
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Advanced A/P Reporting

This session is designed to provide Department A/P Representatives with a better understanding of the reporting tools available in SAP. Participants will learn how to identify blocked payments, use a commitment line item report, access vendor numbers, and view open purchase orders. Additionally, discussions will focus on best practice and tips for facilitating timely vendor payments.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, individuals with general purchasing responsibilities, or individuals with roles that require reconciliation of purchasing transactions to financial statements. SAP access is required.
Prerequisite(s): 1. SAP access is required
2. Basic SAP Understanding
3. Introduction to SAP at Duke
4. So, You Need to Make a Purchase - Procuring Goods and Services at Duke
Duration: 1 hour
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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


Online Expense Reports

Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Expense Reports – An Overview

This session provides an overview of expense reports and the associated business processes that support their use across Duke University and Duke University Health System. Specific focus will be given to understanding the roles and responsibilities of the employee, the expense report initiator, the department's TRaC Representative, and the Business Manager in ensuring an efficient and effective departmental process. Participants will explore when each type of expense report is used and best practices for handling a variety of situations. Workflows and strategies for tracking the status of expense reports will also be discussed. Case studies in small breakout groups will provide participants with the opportunity to practice classroom learning.

Please note: Participants cannot register for this class until online videos and the quiz listed below have been completed.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.

Expense Reports – Policies and Procedures

This session focuses on Duke's institutional policies as it relates to all expenses that are processed through online expenses. Focus is given to expenses incurred through traveling on Duke business, using Duke's corporate card, and requesting reimbursements for out-of-pocket expenses. Participants will explore appropriate purchasing methods to understand the relationship between the purchasing method and the ease and efficiency in processing expense reports. Discussion will focus on expenses in general and specific situations that are common across the institution. Participants will review and gain an in-depth understanding of the Untimely Posting process for corporate card transactions and share best practices based on their experience.

Please note: Participants cannot register for this class until they've attended the prerequisite class.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense reports initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – Managing the Process

This session is designed for TRaC Reps or those initiators responsible for creating expense reports and managing them throughout the approval and posting process. Participants will learn how to effectively “see” both corporate card and out-of-pocket expenses through the expense report tool and a variety of reports. Participants will explore workflow steps and the importance of ensuring master data is routinely maintained. Reports will be a key focus in this session – both reports that are provided to departments and those that can be run through the Duke@Work portal – with discussion focusing both on how to execute the reports and how to use the data returned to ensure timely posting of expenses to Duke's ledger.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – International Travel

This session provides a detailed look at International Travel focusing on the policies and procedures that are specific to international trips. Participants will learn how departments may choose to use per diems for international trips along with strategies for handling and documenting currency conversions. The appropriate use and clearing of travel advances will also be discussed along with a review of resources that are available to Duke employees and students who are traveling internationally.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 2 hours
Format: Classroom Training
To Register:

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


Corporate Card

Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Corporate Card User's Manual

PDF Manual for proper usage and procedure regarding the Duke Corporate Card.
Format: Manual or Guide
To View:

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Corporate Cardholder Training & Pick-Up

Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duration: 30 minutes
Format: Classroom Training
To Register:
Related Materials: Training Presentation (pdf)
Corporate Card Mapping & Write-Off Schedule (webpage)

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


Buy@Duke

Learning to Use Buy@Duke

Buy@Duke is the new web-based tool Duke employees will use to purchase goods and services. It is a component of the SAP enterprise system.rn

To assist you in learning to use Buy@Duke, we have offered a series of videos that demonstrate the features of the system. The videos are grouped into curriculums based on your Buy@Duke role.
Format: Online Training
To View:
Related Materials: Buy@Duke Step-By-Step User Guide (webpage)
Buy@Duke Submitter & Shopper Training for Post Implementation (webpage)

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Buy@Duke Shopper & Submitter Training

This course is intended for those in the shopper or submitter role whose areas are already using Buy@Duke as their primary method for requisitioning. The course will cover the details needed to perform both the shopper and submitter role in Buy@Duke. Training will cover full functionality of the tool including how to set user personalizations, how to place orders, enter and confirm funding source information, submit orders for approval, track orders through the process of creating a purchase order and performing goods receipt if applicable.

\r\nRegistration for this session will be handled through Duke\'s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See \"Related Materials\" for further details.
Target Audience: Buy@Duke users with the \"submitter\" or \"shopper\" role
Prerequisite(s): 1. Department must currently be using Buy@Duke
2. Buy@Duke shopper or submitter role in SAP Production Client established prior to attending class.
Format: Classroom Training
To Register:
Related Materials: Related Video Training Series (webpage)
How to Access This Training in Duke\'s LMS (pdf)

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


Additional Options

How to Forward an SAP Workflow

Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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SAP Workflow Substitution

Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user’s SAP Inbox.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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


Research Compliance & Reporting

Introductory

Basic Compliance

This online course will provide participants with a basic understanding of the compliance environment and framework for compliant grant management. This course features brief overviews of OMB Circulars, FDP, FAR, sponsor notice of award, and A-21 Federal definitions of allowable and unallowable costs. It is designed to guide the participant from basic Federal standards to specific Duke University General Accounting Procedures (GAPs).
Duration: 30 minutes
Format: Online Training
To View:

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Research Management at Duke

This online course provides an overview of the various offices, systems, and resource sites relating to research management at Duke University. It provides the foundation of managing sponsored research at Duke. You will become familiar with the basic terminology of research management and understand the several phases of a life cycle of a sponsored project. It will serve as a reference tool for you in completing RAA and beyond. The course includes an evaluation and assessment. You will be given the opportunity to complete an evaluation and assessment after you have completed the class.
Duration: 1 hour
Format: Online Training
To View:

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


Research Administration Academy

Research Administration Academy

RAA encompasses many facets of grant management responsibility at Duke University and Duke University Health System (DUHS). RAA is a development opportunity for employees providing numerous benefits for both the employee and the institution. Employee benefits include development or advancement of skill sets, enhanced professional advancement opportunities, and a clearer understanding of grant management responsibilities at Duke University. This investment by Duke University in its employees will provide the organization with stronger employee commitment, a more stable employee base, better information on which to make hiring decisions, and enhanced financial controls. The program which requires acceptance through a nomination process is designed for participants with less than two years experience in grant management and >50% grant management responsibilities.
Format: Certification or Learning Track
For More Info:

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


Effort Reporting & ECRT

An Overview of ECRT

The online video provides an introduction to the upgraded ECRT tool used to manage effort across Duke University. Those who work in ECRT are STRONGLY encouraged to watch this online learning and to attend one of the ECRT town hall sessions offered during the month of March. Register for an ECRT Town Hall session using by searching on the key word ECRTOWN2017.
Target Audience: Effort Coordinators/Others who manage effort
Duration: 40 minutes
Format: Online Training
To View:
Related Materials: Basic Guide for Effort Coordinators (webpage)
Total Professional Effort Guide for Effort Coordinators (webpage)
Effort Support DUHS (ES-DUHS) for Effort Coordinators (webpage)
ECRT Town Hall Sessions

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ECRT Town Hall Sessions

During the month of March, these town hall meetings will provide ECRT users the opportunity to experience the upgraded ECRT tool.

Particular focus will be given to functionality and those functions that are different than the current ECRT tool. The sessions will consistent of a guide demonstration and an opportunity for questions and answers.

Attendees are strongly encouraged to view the online learning - An Overview of ECRT prior to attending a town hall session. The online learning can be found by searching on the key word "ECRT2017" in the LMS.
Target Audience: Effort Coordinators/Others who manage effort
Format: Classroom Training
To Register:
Related Materials: Basic Guide for Effort Coordinators (webpage)
Total Professional Effort Guide for Effort Coordinators (webpage)
Effort Support DUHS (ES-DUHS) for Effort Coordinators (webpage)
An Overview of ECRT

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Certifier Quick Reference

The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University's ECRT tool.   (Last Modified 02/22/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Payroll Access Quick Reference

The Payroll Access Quick Reference provides guidance for individuals using the Effort and Payroll Tools and Reports in the Grants Management Tab of Duke@Work.   (Last Modified 08/28/15)
Format: Reference/Handout
To View:
View Handout (pdf)

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


FasTracks

Closeout Project Town Hall Meetings (Online)

The Town Hall Meetings provided an institution-wide introduction to the Closeout Project. The information presented during the Town Hall Meetings included an overview of relevant federal regulations, the resulting impact on Duke, a detailed description of the Closeout Project, and expectations and next steps for members of the entire Duke University research administration community. Learning Objectives:
  • Understand the federal rules guiding the current federal award environment and their impact on Duke
  • Understand the idea and expectations of Clean Close
  • Understand how Duke as an institution is laying the foundation for a Clean Close environment
  • Identify what you can do to prepare for a Clean Close environment at Duke
The course includes viewing a video in its entirety and an assessment. Those participants that view the video and pass the assessment with at least an 80% will earn 1 continuing education credit towards the RCC annual continuing education requirement.
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Post Award Administration

Management of Selected Post Award Issues

This class is updated annually and is mandatory for all grant managers. Attendance counts as one credit of the required continuing education credits for those with RCC, RAA, AGM, and RAI certification. The objective of this program is to provide the participant with a broad understanding of emerging/current financial compliance issues. This class features up-to-date regulatory and policy information and practical applications in managing important compliance functions. This session is designed for individuals with intermediate to advanced knowledge of compliance. Some specific competencies addressed in the FY14 class includes: allocability and allowability; CAS reports; updated PI training; electronic AP Check Requests; electronic Travel Reimbursement. For those seeking CPE credit, copies of the speaker biographies may be obtained from Research Costing Compliance.

This class offers Continuing Professional Education (CPE) credit hours for certifications external to Duke and 1 continuing education credit towards the RCC annual continuing education. Please contact the governing board for your certification for verification.

The course includes an evaluation and an assessment. Passing score for the assessment is 80%. Those participants who complete the post class evaluation and pass the assessment will earn 1 continuing education credit towards the RCC annual continuing education requirement.
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: Julie Cole Biography (webpage)
Lara Mekeel Biography (webpage)

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


Continuing Education

Management of Selected Post Award Issues

This class is updated annually and is mandatory for all grant managers. Attendance counts as one credit of the required continuing education credits for those with RCC, RAA, AGM, and RAI certification. The objective of this program is to provide the participant with a broad understanding of emerging/current financial compliance issues. This class features up-to-date regulatory and policy information and practical applications in managing important compliance functions. This session is designed for individuals with intermediate to advanced knowledge of compliance. Some specific competencies addressed in the FY14 class includes: allocability and allowability; CAS reports; updated PI training; electronic AP Check Requests; electronic Travel Reimbursement. For those seeking CPE credit, copies of the speaker biographies may be obtained from Research Costing Compliance.

This class offers Continuing Professional Education (CPE) credit hours for certifications external to Duke and 1 continuing education credit towards the RCC annual continuing education. Please contact the governing board for your certification for verification.

The course includes an evaluation and an assessment. Passing score for the assessment is 80%. Those participants who complete the post class evaluation and pass the assessment will earn 1 continuing education credit towards the RCC annual continuing education requirement.
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: Julie Cole Biography (webpage)
Lara Mekeel Biography (webpage)

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PI Continuing Education

Duke University is committed to maintaining compliant practices in the management of sponsored activities. Primary responsibility for appropriate oversight of sponsored projects rests with the Principal Investigator and sometimes with other senior research personnel. To ensure continued sound management, Duke University requires Principal Investigators, Project Leaders, Core Leaders, Projects Directors, co-Principal Investigators and PI Fellows to complete a continuing education module and to pass the assessment attached to the presentation slides. The slides may be printed or saved electronically for future reference. Please direct questions regarding completion of this module to rcc-cert at duke.edu.
Target Audience: Principal Investigators, Project Leaders, Core Leaders, Project Directors, multiple Principal Investigators/co-Principal Investigators, and PI Fellows
Duration: 30 minutes
Format: Online Training
To View:

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


Additional Options

Navigating Master Data Quick Reference Guide

This quick reference guide provides an overview of master data field found within SAP transaction CJ03. These data fields are associated with each WBSE.   (Last Modified 06/10/16)
Format: Reference/Handout
To View:

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Management of Late Activity Notifications Quick Reference Guide

This quick reference guide provides an overview of late activity and details how to manage the associated notifications.   (Last Modified 06/03/16)
Format: Reference/Handout
To View:
View Guide (pdf)

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Closeout Tasklist - Section 6 Human Subjects/IRB Overview Quick Reference Guide

This quick reference guide provides an overview of Section 6 (Human Subjects/IRB) of the Closeout Tasklist and guidance for the non-industry subsection.   (Last Modified 06/21/16)
Format: Reference/Handout
To View:

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Closeout Tasklist - Section 6 Human Subjects/IRB - Sub A Exempt Quick Reference Guide

This quick reference guide provides an overview of Section 6 (Human Subjects/IRB) and Subsection A (Exempt) of the Closeout Tasklist.   (Last Modified 06/21/16)
Format: Reference/Handout
To View:

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Closeout Tasklist - Section 6 Human Subjects/IRB - Sub B Campus Quick Reference Guide

This quick reference guide provides an overview of Section 6 (Human Subjects/IRB) and Subsection B (Campus) of the Closeout Tasklist.   (Last Modified 06/21/16)
Format: Reference/Handout
To View:

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Closeout Tasklist - Section 6 Human Subjects/IRB - Sub C Non-Industry Quick Reference Guide

This quick reference guide provides an overview of Section 6 (Human Subjects/IRB) and Subsection C (Non-Industry) of the Closeout Tasklist.   (Last Modified 06/21/16)
Format: Reference/Handout
To View:

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Closeout Tasklist - Section 6 Human Subjects/IRB - Sub D Industry Quick Reference Guide

This quick reference guide provides an overview of Section 6 (Human Subjects/IRB) and Subsection D (Industry) of the Closeout Tasklist.   (Last Modified 06/21/16)
Format: Reference/Handout
To View:

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Duke Maestro Care for Research Administrators Quick Reference Guide

This quick reference guide provides an overview of Maestro Care for Research, including guidance for common activities performed by Research Administrators.
Format: Reference/Handout
To View:

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Estimated Project Balance Quick Reference Guide

This quick reference guide details the process to calculate an approximation of the expected final financial bottom line for a project, and includes all transactions expected to post to the ledger for the project. The Estimated Balance Calculator referenced in Related Materials 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.
Format: Reference/Handout
To View:
Related Materials: Estimated Balance Calculator (webpage)

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Sponsored Project Closeout Tasklist Quick Reference Guide

This quick reference guide details the process to enable macros in Microsoft Excel and create tasklists and PI Attestation forms, as well as summarizes the functionality of the Closeout Tasklist workbook.
Format: Reference/Handout
To View:

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eRA Commons NIH Final Invention Statement Quick Reference Guide

This quick reference guide details the process to submit the NIH Final Invention Statement in eRA Commons, as well as the steps to verify submission.
Format: Reference/Handout
To View:

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eRA Commons NIH Final Progress Report Quick Reference Guide

This quick reference guide details the process to submit the NIH Final Progress Report in eRA Commons, as well as the steps to verify submission.
Format: Reference/Handout
To View:

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No-Cost Extension: SPS Web Request Form Quick Reference Guide

This guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.
Format: Reference/Handout
To View:

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No-Cost Extension Checklist and Procedural Guidance

The checklist provides a general list of questions and actions that Grant Managers should review and complete when requesting a NCE.
Format: Reference/Handout
To View:
View Handout (pdf)

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No-Cost Extension Checklist Video

No-Cost Extension Checklist Video
Format: Online Training
To View:

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Late Activity Guidance

In order to meet the expectations associated with clean close, the prevention of late activity is of paramount importance. The Late Activity Guide is supplemental guidance intended to aid the Duke community with the transition to operating in a clean close environment.   (Last Modified 06/21/16)
Format: Reference/Handout
To View:

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Grants Management Tab – General Navigation

This on-demand, online course offers grants managers a navigational overview of the Grants Management Tab available in Duke@Work.
Target Audience: Grants Managers and others who work with Sponsored Research
Format: Online Training
To View:

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Grants Management Tab – Closeout Tools – Closeout Tasklist Utility

This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to closeout a project using the Closeout Tasklist Utility. Videos in this offering will cover:
  • How to navigate in the Tasklist
  • How to create a Tasklist
  • How to work in a previously created Tasklist
  • How to submit a Tasklist
Videos in this course include a demonstration of how to perform actions on all aspects of the Closeout Tasklist.
Target Audience: Grants Managers and others who work with Sponsored Research
Format: Online Training
To View:

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Grants Management Tab – Creating a PI Attestation

This on-demand, online course offers grants managers specific instructions, guidance, and a demonstration of how to create a PI Attestation.
Target Audience: Grants Managers and others who work with Sponsored Research
Format: Online Training
To View:

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Grants Management Tab – Approving a PI Attestation

This on-demand, online course offers PIs and grants managers who support them with instructions, guidance, and a demonstration of how to approve a PI Attestation.
Target Audience: PIs and other who support PI with research administration
Format: Online Training
To View:

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Closeout Tools: Closeout Guidance Documents

Quick Reference for Navigating the Grants Management Tab, Closeout Tasklist Utility, PI Attestation, Obligations Worksheet, Management Form Overview, Image Retrieval Tool, Sponsored Research Reports, Reports, Workflow Overview, PI Attestation Approval, Closeout Form Approval, Enhanced CONS, and Integration of the Closeout Tools   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Closeout Form Approval Quick Reference Guide

Closeout Form Approval Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Workflow Overview Quick Reference Guide

Closeout Tools Workflow Overview Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: CONS Quick Reference Guide

The Closeout Notifications System (CONS) indicates which closeout documents are required for a WBSE and their submission status. Closeout document requirements can be viewed via the CONS Report on the Grants Management tab, or via SAP using transaction code ZG53_EC.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Image Retrieval Tool Quick reference Guide

The Image Retrieval Tool provides access to completed and imaged documents. Items will only appear in this tool once fully approved. The imaged form can be pulled up via a variety of criteria, but the steps below detail the most effective method for returning imaged forms.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Integration Document

Integration Document   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Management Form Overview Quick Reference Guide

The Management Form Overview provides details of the status of forms submitted by the user including: what is still in progress, the workflow steps completed and those still pending approval. Alternatively, once the form is approved the Image Retrieval Tool can be used to display completed workflow approvals.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Navigating the Grants Management Tab Quick Reference Guide

The Duke@Workportal provides valuable tools, resources and reports for managing sponsored projects via the Grants Management tab.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Obligations Worksheet Quick Reference Guide

The Obligations Worksheet is required for all applicable NIH institutional training grants, even if there are no appointments and associated obligations that extend beyond the budget period.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: PI Attestation Approval Quick Reference Guide

PIs approve a PI Attestation through the Universal Worklist in Duke@Work. The Attestation confirms the financial and technical integrity of a sponsored project.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: PI Attestation Quick Reference Guide

The PI Attestation enables the PI to attest to the financial and technical integrity of a sponsored project . The PI Attestation cannot be saved as draft.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Sponsored Research Reports Quick Reference Guide

Sponsored Research Reports Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Tasklist Form Quick Reference Guide

The Closeout Tasklist Utility is the central location for all actions involving the Closeout Tasklist form. Generation, edits and submission of the tasklist is managed via this utility.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Pre-Award: Office of Research Support (Campus)

The Office of Research Support (ORS) offers training on pre-award and compliance topics, such as Finding Funding and Introduction to Export Controls, for Campus grant managers/research administrators. ORS also holds Grant Manager Meetings to provide regulatory updates, agency updates, internal processes and other information pertinent to campus departments. Training offered by ORS counts as RCC continuing education credit.
Duration: 3 hours
Format: Classroom Training
To Register:

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Pre-Award: Office of Research Administration (Medical Center)

The Office of Research Administration (ORA) offers various training opportunities for the School of Medicine (SOM) grant managers/research administrators on pre-award and electronic research administration topics, such as Sponsored Projects System (SPS), Grants & Contracts 101 and 201, eSubmissions, eSNAP and Other Support. ORA also holds quarterly Research Administrator Meetings to provide regulatory updates, agency updates, internal processes, and other information pertinent to the SOM departments. Training offered by ORA counts as RCC continuing education credit.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
2. Introduction to Duke G/L Accounts
Duration: 3 hours
Format: Classroom Training
To Register:

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Faculty Projection and Reporting Tool for Grants Managers and Business Managers

This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Grants Managers, Business Managers, or other staff who would like to learn about what the Faculty Projection and Reporting tool offers and how it may be used to support their Faculty who serve as Principal Investigators for sponsored research and/or have Startup funds.
Prerequisite(s): 1. University Reporting: Sponsored Projects
2. Basic understanding of the projection process currently used in your department and experience providing financial support to your Faculty who are Principal Investigators.
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: Projection and Reporting Tool Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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Sponsored Projects Web Reporting

This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSE’s, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.

The course includes an assessment (quiz) and evaluation in support of Research Costing and Compliance training. Those participants that complete the post class evaluation and pass the assessment with at least an 80% will earn 1 continuing education credit towards the RCC annual continuing education requirement.
Target Audience: Anyone who works with Sponsored Projects and has attended the University Reporting: Sponsored Projects class.
Prerequisite(s): 1. SAP University Reporting: Sponsored Projects
2. Access to the Grants Management tab on Duke@Work
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Advanced Sponsored Projects Reporting User Guide (webpage)
How to access SAP Advanced Sponsored Projects Reporting in Duke LMS (pdf)

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SAP Non-Salary Cost Transfer ZF418 Quick Reference

Quick report reference
Format: Reference/Handout
To View:
View Handout (pdf)

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AP Check Request Approval for Subrecipient Final Invoices Quick Reference Guide

This quick reference guide describes the AP Check Request (eCR) process for subrecipient final invoices and provides the key indicators and warning messages identifying ON-TIME and LATE subrecipient invoices. The guide also details the decisions and actions needed to process the request. Appropriate actions will be determined by your departmental policy.   (Last Modified 01/07/16)
Format: Reference/Handout
To View:

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Payroll Access Training for Grant Managers - New GAPs and Tools: Classroom

An overview of new Payroll Access GAPs & technology, ensuring Grant Managers direct access to pertinent data.

The class reviews:
  • Tools/Reports in Duke@Work, including selected iForms, NEW Weighted Average Report, NEW Employee Data Search and NEW Institutional Base Salary
  • NEW GAPs: 200.171, Cross Organizational Unit Payroll Management on Sponsored Projects; and 200.172, Payroll Access for Effort Management on Sponsored Projects
  • Roles & Responsibilities/Best Practices to ensure compliant effort management through life of project with effort discussions re: cross-departmental, Centers/Institutes, Parent/Child
  • Guidance on escalation process for resolving cross-departmental payroll issues
  • Enhancements improving payroll actions and iForms efficiency
Due to the content, it is strongly advised that GMs with limited to no iForms experience view Payroll Access Training for Grant Managers - Online iForms Overview - Video prior to attending (available via LMS).
Target Audience: Grant managers
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Grant Manager Guide (webpage)
Quick Reference (webpage)

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Payroll Access Training for Grant Managers - Online iForms Overview: Video

This on-demand, online course offers grants managers a comprehensive overview of the iForms available to grant managers through Duke@Work. Participants will view videos focused on the following iForm transactions:
  • Requests of Cost Distribution Changes
  • Manual Salary Cost Transfer
  • Supplemental Payments
  • iForms Overview – used to view the status of the iForm
Videos in this course include a demonstration of how to execute each iForm while providing general guidance on iForm payroll transactions and associated business processes.
Target Audience: Grant managers
Format: Online Training
To View:

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Payroll Access Quick Reference

The Payroll Access Quick Reference provides guidance for individuals using the Effort and Payroll Tools and Reports in the Grants Management Tab of Duke@Work.   (Last Modified 08/28/15)
Format: Reference/Handout
To View:
View Handout (pdf)

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Departmental Closeout Calendar

The Departmental Closeout Calendar provides an overview of the timing of various closeout responsibilities for grant managers – from 90 days prior to Project End Date to Sponsor Final Reporting Due Date – along with helpful resources, reports, tools, and GAPs for guidance. It is a companion guide to the Closeout Tasklist.
Format: Reference/Handout
To View:
View Handout (pdf)

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Workflow Status Reports Quick Reference Guide

This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
Format: Reference/Handout
To View:
View Handout (pdf)

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Research Administrator Resources Quick Reference Guide

The Resources Quick Reference Guide provides information, tools, and contacts used routinely by research administrators in a concise, consolidated format. Topics covered include an overview of Duke research-related accounting codes, commonly used transactions and reports, research-related offices, and more.
Format: Reference/Handout
To View:
View Handout (pdf)

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Sponsored Projects Closeout Timeline Quick Reference Guide

The Closeout Timeline is a guide to assist Research Administrators with achieving clean close by detailing items that need to be addressed beginning 90 days prior to project end to the sponsor due date.   (Last Modified 06/22/16)
Format: Reference/Handout
To View:
View Handout (pdf)

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SAP University Reporting: Sponsored Projects

This course focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. The course is taught in the SAP Production client. New custom reports are included, as well as line item detailed reports. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: University Reporting-Sponsored Projects User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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National Council of Research Administrators (NCURA)

The National Council of Research Administrators website offers education programs including Conferences, Traveling Workshops, and Online Presentations. Review their website for more information.
Format: Online Training
To View:

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SRA International [North Carolina Chapter] Training Opportunities (NCSRA)

The SRA International North Carolina Chapter Website (NCSRA) website offers many training opportunities including Certificate Programs, seminars and more. Please review their Learning & Professional Development website to learn more.
Format: Online Training
To View:

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SRA International [Southern Section] Training Opportunities (SRA)

The SRA International Southern Section Website (SRA) website offers many training opportunities including Certificate Programs, seminars and more. Please review their Learning & Professional Development website to learn more.
Format: Online Training
To View:

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Research Administrators Certification Council Training Materials

The Research Administrators Certification Council website offers the Handbook for Candidates, Online Practice Test & Application for Examination as well as additional certification resources. Please review the website for more information.
Format: Online Training
To View:

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MyResearch

MyResearch is a website accessible to all faculty through the Duke@Work self-service website that offers consolidated access to Duke-sponsored research administration systems, key reports on research activity and remaining account balances, and links to important websites.
Format: Online Training
To View:
Related Materials: Grants Management Guide for MyResearch Reports (webpage)

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Certified Research Administrator Exam Prep Study Group (CRA Study Group)

Research Costing Compliance (RCC) hosts a semi-annual CRA Study Group for those persons interested in taking the Certified Research Administrator exam administered by the Research Administrators Certification Council (RACC). CRA Study Group participants who attend all of the sessions will receive 2 continuing education credits towards maintaining their RCC/RAA/AGM/RAI certification(s). Partial credit, or one credit, will not be given.

The Fall 2013 issue of In Focus (pdf), RACC's semi-annual newsletter, featured an article about Duke's CRA Study Group and its success.

For more information on the exam, please visit: http://www.cra-cert.org/.
Target Audience: Please note that seats are reserved for only those who qualify to sit for the CRA exam. A pre-registration form is required for participation in the study sessions. Registration for these sessions open starting in June and November of each year.
Duration: 2 hours
Format: Online Training
To View:

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SAP Advanced Sponsored Projects Reporting

This course covers more advanced ways to use the tools and reports initially taught in the University Reporting Sponsored Projects course, as well as additional tools and reports available in SAP and SAP Business Warehouse. This course also exposes participants to other web reporting tools available on Duke@Work to support Principal Investigators and Grants Management functions.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Anyone who works with Sponsored Projects and has attended the University Reporting: Sponsored Projects class and has working knowledge of SAP Business Warehouse.
Prerequisite(s): 1. SAP University Reporting: Sponsored Projects
2. Access to SAP as well as the Grants Management tab/role on Duke@WORK
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: Advanced Sponsored Projects Reporting User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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


SAP

Introductory

Introduction to SAP at Duke

The “Introduction to SAP” course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. “Introduction to SAP” is required before taking any other SAP courses. It is not required for either the “iForms Overview” or “Introduction to SAP Business Warehouse” courses.
Target Audience: All Users of SAP
Duration: 45 minutes
Format: Online Training
To View:
Related Materials: Duke SAP Basics User Guide (webpage)

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Setting Up Local Printing in SAP

Format: Reference/Handout
To View:
View Handout (pdf)

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Set Default: Do Not Print SAP Cover Sheet

Format: Reference/Handout
To View:
View Handout (pdf)

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


Financial

SAP Non-Salary Cost Transfers Tool Training Videos

The Non-Salary Cost Transfer Tool Training Video is for grant managers and others working with federally sponsored projects. The Non-Salary Cost Transfer tool is also referred to by the corresponding navigational transaction code of ZF418. This video provides support in creating the non-salary cost transfers with the proper audit documentation.

In this video, you will learn the process for non-salary cost transfers, look at different examples of when it's appropriate and not appropriate to use the tool, and explore the resources available to assist you.

Please note: If you are attending SAP Journal Entry, you are strongly encouraged to watch this video before coming to class if you work with federally sponsored research cost objects
Target Audience: Grant Managers and others who work with federally sponsored research cost objects.
Duration: 29 minutes
Format: Online Training
To View:

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SAP University Reporting: Non-Restricted

This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Those within Company Code 10 and are responsible for reporting or reconciling of seven-digit, non-restricted cost objects
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: University Reporting-Non Restricted SAP Manual (webpage)
Registering and Completing the SAP University Reporting: Non-Restricted Training in the Duke LMS (pdf)

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Line Item Reporting: Expense Report/Travel Statement

Format: Reference/Handout
To View:
View Handout (pdf)

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All Funds: One Line Summary (ZF107)

Format: Reference/Handout
To View:
View Handout (pdf)

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Sponsored Projects One Line Summary (ZF109)

Format: Reference/Handout
To View:
View Handout (pdf)

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Plan/Actual One Line Summary (ZF127)

Format: Reference/Handout
To View:
View Handout (pdf)

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Plan/Actual by Cost Element Group (ZF147)

Format: Reference/Handout
To View:
View Handout (pdf)

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SAP Hospital and Health System Reporting

This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.

To gain the most benefit from this class:

  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees of the Health System that are responsible for reporting of a Hospital Clinical Business Unit or Health System department and use nine digit cost object numbers.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: SAP Hospital and Health System Reporting User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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SAP Journal Entry

This class provides experience in how to prepare and post or park various kinds of journal entries. The approval/posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Any Duke employee that needs to process journal entries for department billings or corrections
Prerequisite(s): 1. Introduction to SAP at Duke
2. Introduction to Duke Accounting and Business Practice
3. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: SAP Journal Entry Basics Guide (webpage)
SAP Journal Entry Advanced Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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SAP University Reporting: Sponsored Projects

This course focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. The course is taught in the SAP Production client. New custom reports are included, as well as line item detailed reports. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: University Reporting-Sponsored Projects User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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SAP University Reporting: Business Managers

This course focuses on reporting using BFR selection for MULTIPLE Cost centers, Profit Centers, and/or Plant-related WBS Elements. The course is similar to the Non-Restricted course, but instead focuses on selecting and viewing numerous cost objects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are included. Printing and exporting reports to Excel are covered. While the drill down process is covered, the details on documents are not included in this course.

To gain the most benefit from this class:

  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects specific to this course that you can use.
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: University Reporting: Business Managers User Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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SAP Requisition Processing

This introductory purchase requisitioning class covers how to create a purchase requisition (request for goods or services), both with and without a material master. In addition, the class covers how to copy, display, and change a purchase requisition; how to find purchase requisitions by cost center; approval of purchase requisitions; and how to look up a purchase order. If applicable, the material will cover how to create a purchase requisition for multiple cost centers and how to order medical or surgical materials using a custom transaction (ZM10). We STRONGLY RECOMMEND attending Purchase Orders at Duke before taking this class. We recommend attending Why Didn't It Pay – Investigating and Resolving Unpaid Invoices after taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Those who order materials or services, either from outside the University or Health System or from inside or Those that work for any Duke Health System department (SAP Company 0020- 0060), for Medical Center labs or any other University related area
Prerequisite(s): 1. Introduction to SAP at Duke
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: SAP Requisition Processing Manual (webpage)
How to Access This Training in Duke’s LMS (pdf)

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Non-Salary Cost Transfer (ZF418)

Format: Reference/Handout
To View:
View Handout (pdf)

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SAP Non-Salary Cost Transfer ZF418 Quick Reference

Quick report reference
Format: Reference/Handout
To View:
View Handout (pdf)

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


Financial, Advanced

SAP Reconciliation and Documents

This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Those responsible for reconciling financial transactions on reports or tracking/looking up vendor invoice payments, and/or need to know how to research or find information about common SAP documents.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
5. Any SAP Reporting Class
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)
SAP Reconciliation and Documents Guide (webpage)

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Faculty Projection and Reporting Tool for Grants Managers and Business Managers

This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Grants Managers, Business Managers, or other staff who would like to learn about what the Faculty Projection and Reporting tool offers and how it may be used to support their Faculty who serve as Principal Investigators for sponsored research and/or have Startup funds.
Prerequisite(s): 1. University Reporting: Sponsored Projects
2. Basic understanding of the projection process currently used in your department and experience providing financial support to your Faculty who are Principal Investigators.
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: Projection and Reporting Tool Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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Sponsored Projects Web Reporting

This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSE’s, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.

The course includes an assessment (quiz) and evaluation in support of Research Costing and Compliance training. Those participants that complete the post class evaluation and pass the assessment with at least an 80% will earn 1 continuing education credit towards the RCC annual continuing education requirement.
Target Audience: Anyone who works with Sponsored Projects and has attended the University Reporting: Sponsored Projects class.
Prerequisite(s): 1. SAP University Reporting: Sponsored Projects
2. Access to the Grants Management tab on Duke@Work
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Advanced Sponsored Projects Reporting User Guide (webpage)
How to access SAP Advanced Sponsored Projects Reporting in Duke LMS (pdf)

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SAP Advanced Reporting

This class will provide more advanced training for report functions available in summary level and line item reports. Functions include how to save and use a selection screen variant, how to sort and filter reports, how to subtotal reports, how to create and save your own display variants for a report, advanced selection criteria, and other tips and tricks. Additional reports that may be useful will also be provided in this class. Those attending this class need to have experience using SAP reports. Users MUST attend at least one SAP reporting class BEFORE registering for or attending this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
5. Any SAP Reporting Class
6. 1-2 months working with SAP online reports
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: SAP Advanced Reporting Functions User Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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SAP Advanced Sponsored Projects Reporting

This course covers more advanced ways to use the tools and reports initially taught in the University Reporting Sponsored Projects course, as well as additional tools and reports available in SAP and SAP Business Warehouse. This course also exposes participants to other web reporting tools available on Duke@Work to support Principal Investigators and Grants Management functions.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Anyone who works with Sponsored Projects and has attended the University Reporting: Sponsored Projects class and has working knowledge of SAP Business Warehouse.
Prerequisite(s): 1. SAP University Reporting: Sponsored Projects
2. Access to SAP as well as the Grants Management tab/role on Duke@WORK
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: Advanced Sponsored Projects Reporting User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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


Human Resources & Payroll

Salary Setting in Duke@Work

Duke's Salary Setting Tool is available to those with the Compensation Tab in Duke@Work and is used primarily for issuing annual merit increases across Duke University (includes the School of Medicine) and Duke University Health System (DUHS). Duke University users will have a "Compensation" tab while Heath System users will have a "DUHS Compensation" tab.

These videos demonstrate how to best navigate in the tool along with demonstrating some of the tool's key functionality. Specific focus is given to how to effectively download and update employee salary information. Focus is also given to show how data can be uploaded into the tool which may be particularly helpful when working with large groups.

Separate videos are available for Duke University (Company 10) and for DUHS. A detailed and customized Step-by-Step guide for the University and DUHS can be used in conjunction with the online videos to better understand all tool functionality.

iForms Overview

iForms is a web-based interface with Duke's SAP system that allows users to view employee master data and process HR and Payroll actions. This class provides an overview of the iForms website and how to view employee master data and position data. In addition, the course provides hands-on experience with initiating HR and Payroll actions. These actions include hiring and transfers, position management, cost distributions, supplemental pay and terminations. The steps needed to approve the various forms are covered as well.

Learning materials will be provided in the class and on the iForms website.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees and Managers that view and process Employee Master Data
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Find Active Students (PA20)

Format: Reference/Handout
To View:
View Handout (pdf)

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Online Vouchers: Identify Employees who Discontinued Paper Pay Statements

Format: Reference/Handout
To View:
View Handout (pdf)

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Changing the Default Cost Center on a Position

This resource provides instructions to override the default cost center at the employee position level within iForms.
Format: Reference/Handout
To View:
View Handout (pdf)

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


Business Warehouse

Introduction to SAP Business Warehouse for the University (0010)

This class provides an introduction on how to use the SAP Business Warehouse (BW) product for Duke University - Company Code 0010. SAP BW is a data warehouse that is updated nightly from SAP and is available as an additional tool for more advanced reporting options at an organizational level, using your Org. Unit (10 digit BFR code). You will learn how to access BW and run existing basic queries for your organizational unit, such as the Fund Trial Balance query. In addition the class provides experience in how to manipulate or rotate the data for different analysis, and how to save workbooks for use in the future.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Access to SAP BW
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: Introduction to SAP BW for Duke University (0010) User Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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SAP BW Upgrade 2015 Transition Quick Reference

Format: Reference/Handout
To View:
View Handout (pdf)

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


Budget Tool

Budget Tool Online Videos

Duke University employees with responsibility for inputting departmental budget information, use the Budget tool accessible through Duke@Work. The training videos listed below provide training on key functionality within the Budget Development functionality of the tool. Step-by-step guides provide guidance on complete functionality of the Budget Development tool, as well as, guidance on Projections and Budget Modifications. Please view the below "View More Information" for descriptions of each video module.
Format: Online Training
To View:
Related Materials: How to Access This Training in Duke’s LMS (pdf)
Budget Tool Step-by-Steps (webpage)

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


Buy@Duke

Learning to Use Buy@Duke

Buy@Duke is the new web-based tool Duke employees will use to purchase goods and services. It is a component of the SAP enterprise system.rn

To assist you in learning to use Buy@Duke, we have offered a series of videos that demonstrate the features of the system. The videos are grouped into curriculums based on your Buy@Duke role.
Format: Online Training
To View:
Related Materials: Buy@Duke Step-By-Step User Guide (webpage)
Buy@Duke Submitter & Shopper Training for Post Implementation (webpage)

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Buy@Duke Shopper & Submitter Training

This course is intended for those in the shopper or submitter role whose areas are already using Buy@Duke as their primary method for requisitioning. The course will cover the details needed to perform both the shopper and submitter role in Buy@Duke. Training will cover full functionality of the tool including how to set user personalizations, how to place orders, enter and confirm funding source information, submit orders for approval, track orders through the process of creating a purchase order and performing goods receipt if applicable.

\r\nRegistration for this session will be handled through Duke\'s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See \"Related Materials\" for further details.
Target Audience: Buy@Duke users with the \"submitter\" or \"shopper\" role
Prerequisite(s): 1. Department must currently be using Buy@Duke
2. Buy@Duke shopper or submitter role in SAP Production Client established prior to attending class.
Format: Classroom Training
To Register:
Related Materials: Related Video Training Series (webpage)
How to Access This Training in Duke\'s LMS (pdf)

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


Accounts Payable

Viewing Attached Images of Invoices for SAP Accounts Payable Documents

Format: Reference/Handout
To View:
View Handout (pdf)

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


Effort Reporting & ECRT

An Overview of ECRT

The online video provides an introduction to the upgraded ECRT tool used to manage effort across Duke University. Those who work in ECRT are STRONGLY encouraged to watch this online learning and to attend one of the ECRT town hall sessions offered during the month of March. Register for an ECRT Town Hall session using by searching on the key word ECRTOWN2017.
Target Audience: Effort Coordinators/Others who manage effort
Duration: 40 minutes
Format: Online Training
To View:
Related Materials: Basic Guide for Effort Coordinators (webpage)
Total Professional Effort Guide for Effort Coordinators (webpage)
Effort Support DUHS (ES-DUHS) for Effort Coordinators (webpage)
ECRT Town Hall Sessions

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ECRT Town Hall Sessions

During the month of March, these town hall meetings will provide ECRT users the opportunity to experience the upgraded ECRT tool.

Particular focus will be given to functionality and those functions that are different than the current ECRT tool. The sessions will consistent of a guide demonstration and an opportunity for questions and answers.

Attendees are strongly encouraged to view the online learning - An Overview of ECRT prior to attending a town hall session. The online learning can be found by searching on the key word "ECRT2017" in the LMS.
Target Audience: Effort Coordinators/Others who manage effort
Format: Classroom Training
To Register:
Related Materials: Basic Guide for Effort Coordinators (webpage)
Total Professional Effort Guide for Effort Coordinators (webpage)
Effort Support DUHS (ES-DUHS) for Effort Coordinators (webpage)
An Overview of ECRT

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Certifier Quick Reference

The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University's ECRT tool.   (Last Modified 02/22/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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


Reporting

Sponsored Research Tracker of Past Due Closeouts (ZF600)

Format: Reference/Handout
To View:
View Handout (pdf)

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Select by BFR Code: Fund Trial Balance Report

Format: Reference/Handout
To View:
View Handout (pdf)

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Processing Reports in Background (Scheduled Printing)

Format: Reference/Handout
To View:
View Handout (pdf)

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Eliminate Duplicate Copies for Printed Summarized Project Reports

Format: Reference/Handout
To View:
View Handout (pdf)

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Detail Financial Statement Crosswalk to R/3 Reports

Format: Reference/Handout
To View:
View Handout (pdf)

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Web Reporting: Setting Web Browser Security to Allow Export of Crystal Reports

Format: Reference/Handout
To View:
View Handout (pdf)

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


SAP Security Administration

SAP Security Administration – Online Training Videos

The Security Administration Tool available to SAP Security Administrators and Initiators allows departments to electronically request SAP security roles and organizational unit access for employees within their organizational unit. Requests are sent via workflow for approval to designated Approvers at departmental, organizational unit and corporate levels as appropriate. Online training videos provide SAP Security Administrators, Initiators and/or Approvers with an overview of tool functionality as well as detailed “how to” videos. Please see the Related Material “How to Access This Training in Duke’s LMS” below for more information on about each video, including how to register and view the material.
Target Audience: SAP Security Administrators, Initiators and Approvers
Format: Online Training
To View:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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SAP Security Administrator: Adding PD Profile

SAP Security Administrator Step-by-Step guide for adding/changing org unit (PD Profile) access.
Format: Reference/Handout
To View:
View Guide (pdf)

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Duke@Work Security Tab - Travel Initiators

Format: Reference/Handout
To View:
View Handout (pdf)

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SAP Security Administrator Training Presentation

Hands on SAP Security Administrator training was provided in early 2014 to over 150 individuals. These are the slides for that training.
Format: Online Training
To View:

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


Additional Options

How to Forward an SAP Workflow

Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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SAP Workflow Substitution

Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user’s SAP Inbox.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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Workflow Status Reports Quick Reference Guide

This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
Format: Reference/Handout
To View:
View Handout (pdf)

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


Travel & Reimbursements

Online Expense Reports

Viewing Receipts Attached to an Expense Report

This handout provides instructions on how to view receipts attached to an expense report.   (Last Modified 02/14/14)
Format: Reference/Handout
To View:
View Handout (pdf)

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Changing the Default Cost Assignment Associated with an Expense Report

This resource provides instructions to override the default cost assignment for an employee’s expense report in the Duke@Work portal.   (Last Modified 12/23/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Changing the Default Cost Center on a Position

This resource provides instructions to override the default cost center at the employee position level within iForms.
Format: Reference/Handout
To View:
View Handout (pdf)

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Filtering Workflow Emails Within Microsoft Outlook 2010

If you elect not to receive the workflow emails in your email inbox and you use Microsoft Outlook, you can use the built-in filter options to have them routed to a separate folder. These instructions explain on how to do this using Microsoft Outlook 2010.
Format: Reference/Handout
To View:
View Handout (pdf)

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Online Expense Report Training Guide

This training guide can be used as a reference when completing online expense reports in the Duke@Work portal. The guide provides screenshots demonstrating tool functionality as well as integrating reminders on key business processes and policies. For more detailed instructions, please use the Online Expense Reports Video Series. If you would like a PowerPoint copy of this PDF, please email onlinetravel at duke.edu.   (Last Modified 07/08/14)
Format: Reference/Handout
To View:
View Handout (pdf)

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Faculty Approval Presentation

This training presentation can be used to provide departmental training to Faculty and others in the department who approve expense reports for travel, out-of-pocket nontravel and corporate card non-travel expenses. Please email onlinetravel at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/22/16)
Format: Reference/Handout
To View:
View Handout (pdf)

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Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Expense Reports – An Overview

This session provides an overview of expense reports and the associated business processes that support their use across Duke University and Duke University Health System. Specific focus will be given to understanding the roles and responsibilities of the employee, the expense report initiator, the department's TRaC Representative, and the Business Manager in ensuring an efficient and effective departmental process. Participants will explore when each type of expense report is used and best practices for handling a variety of situations. Workflows and strategies for tracking the status of expense reports will also be discussed. Case studies in small breakout groups will provide participants with the opportunity to practice classroom learning.

Please note: Participants cannot register for this class until online videos and the quiz listed below have been completed.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.

Expense Reports – Policies and Procedures

This session focuses on Duke's institutional policies as it relates to all expenses that are processed through online expenses. Focus is given to expenses incurred through traveling on Duke business, using Duke's corporate card, and requesting reimbursements for out-of-pocket expenses. Participants will explore appropriate purchasing methods to understand the relationship between the purchasing method and the ease and efficiency in processing expense reports. Discussion will focus on expenses in general and specific situations that are common across the institution. Participants will review and gain an in-depth understanding of the Untimely Posting process for corporate card transactions and share best practices based on their experience.

Please note: Participants cannot register for this class until they've attended the prerequisite class.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense reports initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – Managing the Process

This session is designed for TRaC Reps or those initiators responsible for creating expense reports and managing them throughout the approval and posting process. Participants will learn how to effectively “see” both corporate card and out-of-pocket expenses through the expense report tool and a variety of reports. Participants will explore workflow steps and the importance of ensuring master data is routinely maintained. Reports will be a key focus in this session – both reports that are provided to departments and those that can be run through the Duke@Work portal – with discussion focusing both on how to execute the reports and how to use the data returned to ensure timely posting of expenses to Duke's ledger.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – International Travel

This session provides a detailed look at International Travel focusing on the policies and procedures that are specific to international trips. Participants will learn how departments may choose to use per diems for international trips along with strategies for handling and documenting currency conversions. The appropriate use and clearing of travel advances will also be discussed along with a review of resources that are available to Duke employees and students who are traveling internationally.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 2 hours
Format: Classroom Training
To Register:

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Viewing Travel Workflow from the Travel Portal

This handout provides instructions to view the workflow and determine status of a reimbursement.   (Last Modified 09/08/14)
Format: Reference/Handout
To View:
View Handout (pdf)

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


Corporate Card

Corporate Cardholder Training & Pick-Up

Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duration: 30 minutes
Format: Classroom Training
To Register:
Related Materials: Training Presentation (pdf)
Corporate Card Mapping & Write-Off Schedule (webpage)

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