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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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.


API

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


Financial Certification Program

Certified Payroll Specialist

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 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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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

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

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.

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


Procurement & Purchasing

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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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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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

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

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

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.

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: 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.


Research Compliance & Reporting

Effort Reporting & ECRT

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


Additional Options

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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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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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 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

Financial

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 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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* : 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

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


Buy@Duke

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.

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: 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.


Effort Reporting & ECRT

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


Travel & Reimbursements

Online Expense Reports

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

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.