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

Electronic AP Check Request Training Presentation

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

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Electronic AP Check Request Approval Presentation

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

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Electronic AP Check Request: Reporting Tool Overview Presentation

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

Time & Attendance Users

Instructions for Long-Term PTO Cash In

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

Scheduled Maintenance Activity Code Cheat Sheet

Format: Reference/Handout
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Payroll & Time Reporting

Payroll Representatives

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

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

Non-compensatory iForms – Overview

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

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

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~ : Located outside of the finance.duke.edu domain.


Time & Attendance Users

Instructions for Long-Term PTO Cash In

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


Additional Options

Exempt Time Off Reporting: Duke University Employee View

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

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Exempt Time Off Reporting: Duke University Supervisor View

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

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~ : Located outside of the finance.duke.edu domain.


Procurement & Purchasing

Accounts Payable

Workflow Status Report – Problem Invoice Mapper

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

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Electronic AP Check Request Training Presentation

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

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Electronic AP Check Request Approval Presentation

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

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Research Compliance & Reporting

Effort Reporting & ECRT

Certifier Quick Reference

The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University\'s ECRT tool.   (Last Modified 07/05/17)
Format: Reference/Handout
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Payroll Access Quick Reference

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

Navigating Master Data Quick Reference Guide

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

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

This quick reference guide details the process to calculate an approximation of the expected final financial bottom line for a project, and includes all transactions expected to post to the ledger for the project. The Estimated Balance Calculator referenced in Related Materials can be utilized to assist with the consistent calculation and management of estimated project balances (based on total costs, including both direct costs and F&A) at both the individual WBSE and overall project-level.
Format: Reference/Handout
To View:
Related Materials: Estimated Balance Calculator (webpage)

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

This guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.
Format: Reference/Handout
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No-Cost Extension Checklist and Procedural Guidance

The checklist provides a general list of questions and actions that Grant Managers should review and complete when requesting a NCE.
Format: Reference/Handout
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Late Activity Guidance

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

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

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Closeout Tools: Closeout Form Approval Quick Reference Guide

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

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Closeout Tools: Workflow Overview Quick Reference Guide

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

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Closeout Tools: CONS Quick Reference Guide

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

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

Integration Document   (Last Modified 05/08/17)
Format: Reference/Handout
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Closeout Tools: Management Form Overview Quick Reference Guide

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

The Duke@Workportal provides valuable tools, resources and reports for managing sponsored projects via the Grants Management tab.   (Last Modified 05/08/17)
Format: Reference/Handout
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Closeout Tools: Obligations Worksheet Quick Reference Guide

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

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

The PI Attestation enables the PI to attest to the financial and technical integrity of a sponsored project . The PI Attestation cannot be saved as draft.   (Last Modified 05/08/17)
Format: Reference/Handout
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Closeout Tools: Sponsored Research Reports Quick Reference Guide

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

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Closeout Tools: Tasklist Form Quick Reference Guide

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

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SAP Non-Salary Cost Transfer ZF418 Quick Reference

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

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AP Check Request Approval for Subrecipient Final Invoices Quick Reference Guide

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

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

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Workflow Status Reports Quick Reference Guide

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

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Research Administrator Resources Quick Reference Guide

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

Introductory

Setting Up Local Printing in SAP

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Set Default: Do Not Print SAP Cover Sheet

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Financial

Line Item Reporting: Expense Report/Travel Statement

Format: Reference/Handout
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All Funds: One Line Summary (ZF107)

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

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Sponsored Projects One Line Summary (ZF109)

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

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Plan/Actual One Line Summary (ZF127)

Format: Reference/Handout
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Plan/Actual by Cost Element Group (ZF147)

Format: Reference/Handout
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Non-Salary Cost Transfer (ZF418)

Format: Reference/Handout
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SAP Non-Salary Cost Transfer ZF418 Quick Reference

Quick report reference
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Human Resources & Payroll

Find Active Students (PA20)

Format: Reference/Handout
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Online Vouchers: Identify Employees who Discontinued Paper Pay Statements

Format: Reference/Handout
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Changing the Default Cost Center on a Position

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

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Business Warehouse

SAP BW Upgrade 2015 Transition Quick Reference

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Accounts Payable

Viewing Attached Images of Invoices for SAP Accounts Payable Documents

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Effort Reporting & ECRT

Certifier Quick Reference

The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University\'s ECRT tool.   (Last Modified 07/05/17)
Format: Reference/Handout
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Reporting

Sponsored Research Tracker of Past Due Closeouts (ZF600)

Format: Reference/Handout
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Select by BFR Code: Fund Trial Balance Report

Format: Reference/Handout
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Processing Reports in Background (Scheduled Printing)

Format: Reference/Handout
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View Handout (pdf)

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Eliminate Duplicate Copies for Printed Summarized Project Reports

Format: Reference/Handout
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Detail Financial Statement Crosswalk to R/3 Reports

Format: Reference/Handout
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Web Reporting: Setting Web Browser Security to Allow Export of Crystal Reports

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SAP Security Administration

SAP Security Administrator: Adding PD Profile

SAP Security Administrator Step-by-Step guide for adding/changing org unit (PD Profile) access.
Format: Reference/Handout
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Duke@Work Security Tab - Travel Initiators

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Additional Options

Workflow Status Reports Quick Reference Guide

This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
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Travel & Reimbursements

Online Expense Reports

Viewing Receipts Attached to an Expense Report

This handout provides instructions on how to view receipts attached to an expense report.   (Last Modified 02/14/14)
Format: Reference/Handout
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Changing the Default Cost Assignment Associated with an Expense Report

This resource provides instructions to override the default cost assignment for an employee’s expense report in the Duke@Work portal.   (Last Modified 12/23/13)
Format: Reference/Handout
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Changing the Default Cost Center on a Position

This resource provides instructions to override the default cost center at the employee position level within iForms.
Format: Reference/Handout
To View:
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Filtering Workflow Emails Within Microsoft Outlook 2010

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

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

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

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