This website serves as the primary resource for accounting procedures for Duke University and Duke University Health System. Included are the General Accounting Procedures (GAPs), an overview of the University’s account code structure, general ledger account definitions, journal voucher workflow procedures, capital asset acquisition and disposal procedures, space allocation information, and fiscal year-end close information. Resources available on this site include training, FAQs and forms used for financial transactions. General Accounting Procedures (GAPs) and account code structure are coordinated, JV processing and fiscal year-end close are coordinated by Accounting Systems Administration. Plant Accounting monitors capital equipment inventory and space allocation information. Procurement Services coordinates the University’s surplus property disposal program.


2022 Fiscal Year End Updates – Corporate Accounts Payable

June 1, 2022

Our year end close for fiscal year 2022 is rapidly approaching. Please take a few minutes to review the cutoff dates below for invoice and AP check request processing. Our Accounts Payable team will stop posting invoices for FY 2022 expenses as of 3pm on Monday, July 11. This will allow a quiet time for departments to review expenses prior to the period 12 close on Tuesday, July 12. Any invoices that need to be accrued after the July 11th cutoff date must be coordinated as follows:

2021-2022 Fiscal Year-End Closing Schedule and Information

May 27, 2022

The fiscal year-end closing schedule and additional information are now available here. On this page you will find the SAP closing schedule, year-end information from ECRT, ET&R, AP and the Budget Office, as well as other information that will help keep you on track as you close out fiscal year 2021-2022.  This site will be updated as additional information becomes available, so you should check back often between now and year-end.  If you have any questions about the year-end process, please email Accounting Systems Administration at acc

WBSE Expansion to 9 Digits - Effective October 1, 2021

August 19, 2021

Effective October 1, 2021, all University non-capital project WBSEs will be created as nine (9) digits. The new WBSEs will return to sight recognition within the 3xx range. The last six (6) digits will be generic.

  • The first digit indicates a restricted WBSE
  • The second digit identifies the sponsor
  • The third digit identifies the type of activity funded.

There will be no changes or conversions for existing WBSEs – codes will remain as is (7 digits) until they are closed. There will be no changes for cost centers or profit centers.