Forms | Accounting

Accounts Receivable

Accounts Receivable Customer Request Form

This form should be used to request Accounts Receivable customers be added, changed or deleted, by departments using the Accounts Receivable module within SAP. Completed and approved requests will be processed by the Corporate Accounts Receivable department within three business days of receipt.

Available Formats

Webpage

Gift Records & Processing

Anonymity Form

"Anonymous" means different things to different people. In order to make sure that donors' wishes are understood, please use this form to define and document expectations regarding anonymity at Duke. Submit a copy of this form to ADR and to Donor Relations.

Available Formats

Gift Deposit Form - University Cashiering

Please deliver gift deposits to University Cashiering using this Gift Deposit Form. Complete the form listing check and cash totals for gifts. Make copies of all check gifts, redacting the MICR line. Prepare a Gift Transmittal and attach check copies or list the following information on each check copy: 1) fund code for gift, 2) premium/non-gift amount, if appicable (include details on event/dinner), and 3) provide total amount of checks/cash on transmittal. Deliver gift deposit to University Cashiering at:

Duke University Cashiering
Smith Warehouse, Bay 8, Room B-103
114 South Buchanan Boulevard
Durham, NC 27701

University Cashiering will deposit the checks/cash to ADR's clearing account and promptly forward all gift transmittals, check copies and other gift documentation, credit card donations, and pledges to ADR. ADR will then process the gifts on DADD.

Available Formats

Gift Transmittal Form Template

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the Gift Transmittal Form with a line for each gift. Gifts over $5,000 and from Organizations, should be on separate transmittals

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Gifts To Duke Payroll Deduction Authorization

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

Note: Alumni & Development Records will send you a consolidated deductions acknowledgment at the end of the year to assist with your tax filing.

Pledge Transmittal Form Template

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Processing Payments

Accounts Payable Check Request

This form is used for the purchases of services. For further clarification on how to use this form, please review the AP Check Request online video tutorial.

Available Formats

Webpage

Checklist for Payment to Foreign Vendors (Entities and Individuals)

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

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Experimental Subject Payment Authorization Cover Sheet (for Phase 1)

This cover sheet should be used in conjunction with the Experimental Subject Payment Authorization Spreadsheet to pay Experimental Subjects via the Protected Data Directory Phase 1 process. Please note that no payments to non-residents for US tax purposes should be included in the payment file.

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Experimental Subject Payment Authorization Spreadsheet (for Phase 1)

This form should be used to pay Experimental Subjects via Duke check using the Protected Data Directory Phase 1 process. Please note that no payments to non-residents for US tax purposes should be included in the payment file.

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Experimental Subject Payment Form for Non-Residents

This form should be used to process Experimental Subject payments to non-residents.

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Foreign Entities

Duke University Certificate of Foreign Status

This form is used for non-resident alien payments of other than substantiated expenses. Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.

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Accounts & Codes

Agency Fund Application

To request an Agency Fund, an Agency Fund Application form and a Cost Object Request form should be completed and signed by the person responsible for the agency fund, the sponsoring department designee and â€œThe Approver.â€ Requests for Agency Fund accounts can originate only from a department or school of Duke University. Both forms should be emailed to Accounting Systems Administration (ASA) for review, approval and setup. If the organization that will use the agency fund has tax-exempt status (not usual) please include a copy of the tax determination letter with the application forms. ASA will assign the cost object and communicate it to the responsible party and the sponsoring department.

Available Formats

Cost Object Request Form

These forms are used to request the setup of a Duke University cost object. One is to request a WBSE, and the other is to request a Cost Center or Profit Center. In order to determine the first three digits of the code you are requesting, please refer to the Accounting Code Overview.

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G/L Account Request Form

This form is used to request the setup of a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire Duke System.

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Contractors & Outside Services

8919, Uncollected Social Security and Medicare Tax on Wages

Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.

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Checklist for Payment to Foreign Vendors (Entities and Individuals)

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Compensation Agreement for Personnel Services (2009)

This agreement is required to reimburse entities of Duke University (DU) and Duke University Health System (DUHS) for professional services rendered by either partys primary appointed personnel.

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Insurance Requirements for Independent Contractors

Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.

Available Formats

Webpage

Outside Services Agreement (OSA)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.

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Outside Services Agreement Insurance Exception Request Form

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.

Available Formats

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

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20x-28x, A03, and 30x-38x). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.

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

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

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20x-28x, A03, and 30x-38x). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.

Available Formats

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

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20x-28x, A03, and 30x-38x). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.

Available Formats

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

To be accompanied by a Research Support Services Agreement (RSSA). This Rider is recommended, if necessary to describe the services to be provided in the RSSA, for all Domestic and International RSSA documents.

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RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.

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Research Support Services Agreements (RSSA)

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

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

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

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20x-28x, A03, and 30x-38x). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.

Available Formats

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

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20x-28x, A03, and 30x-38x). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.

Available Formats

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

Available Formats

RSSA Rider B: Foreign Contract Additional Terms and Conditions

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.

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Scope of Work and Term Sheet

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

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Additional Forms

...Additional Corporate Card Forms

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Webpage

...Additional Payroll Forms

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Webpage

...Additional Research Forms

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Webpage

...Additional Travel Forms

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Webpage

...Complete List of Financial Services Forms

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Webpage

Agency Fund Checklist

Agency Funds represent funds in which Duke University has no proprietary or financial interest. Requests for Agency Fund accounts can originate only from a department or school of Duke University. See GAP 200.500, Agency Funds for additional information and details on how and when this checklist should be used.

Available Formats

DOCX

AP Invoice Copy Request

This form is used when you are requesting a copy of an accounts payable invoice.

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Financial Transactions Reconciliation Log

This monthly log is used to document the review of reconciliation of financial transactions.

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Imprest Cash Fund on Deposit - Add New

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.

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Imprest Cash Fund on Deposit - Change

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.

Available Formats

Outside Services Agreement Insurance Exception Request Form

Available Formats

Parent/Child Memorandum of Understanding Template

A template that is intended as guidance for units wishing to clarify additional and/or special circumstances relating to the management of a sponsored project where an internal parent/child relationship is being established to facilitate project management. Please refer to GAP 200.190 and the Parent/Child MOU PDF Guide for additional details.