Our year end close for fiscal year 2020 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 2020 expenses as of 3pm on Thursday, July 9. This will allow a quiet time for departments to review expenses prior to the period 12 close on Friday, July 10. Any invoices that need to be accrued after the July 9th cutoff date must be coordinated as follows:
Employee Travel and Reimbursement (ET&R) has included updates for the 2020 fiscal year end process. Please use the information below as a reference for the fiscal year end schedule related to out of pocket reimbursements, corporate card charges, and experimental subject payment forms.
Out of Pocket Expenses
Both electronic and paper reimbursement forms must be received in ET&R by the end of the day on Monday, June 29, 2020 in order to be posted in the current fiscal year.
The Financial Training Team is excited to announce that the 2015 training schedule is now available. All classes are available for registration through Duke’s Learning Management System (LMS) accessible through the My Career page, My Learning link in Duke@Work.
Information related to Honoraria payments has been added to General Accounting Procedure (GAP) 200.130, Engaging and Paying Guest Speakers and Conference Participants, and the procedure has been renamed “Engaging and Paying Guest Speakers, Conference Participants and Honoraria Recipients.”
The day has finally arrived! On Wednesday, June 25th the current Lotus Notes database for the R3 Account Request Forms will be shut-down and the new request process will go-live. Starting on Wednesday, any requests for changes to SAP security access will need to be made using the new process.
We are pleased to announce several reports that provide improved SAP security information will be available on June 20, 2014 under the Financial Reports tab. These reports are part of a broader security maintenance initiative to improve transparency around SAP security, workflow assignments and organizational access.
This webpage has been created to assist SAP security administrators, request initiators and request approvers in understanding the new processes and procedures rolling out in relation to SAP security maintenance. As new information and features are rolled out, information and links will be added to this page.
During a fiscal year, Corporate Accounts Payable processes over a million invoices for customers across Duke University, Duke University School of Medicine, and Duke University Health System. While a majority of invoices are processed without issue, it is critical that Corporate Accounts Payable and departments across the institution partner to ensure that any invoices that blocked for payment are addressed in a timely manner.
We are pleased to announce several enhancements to provide improved access to SAP security information through iForms will be available on Tuesday, April 2, 2014. These enhancements are part of a broader security maintenance initiative to improve transparency around SAP security, workflow assignments and organizational access.
On February 15th Staples made a change to the data elements in the invoice file transmitted to Duke for Advantage orders. Prior to the change, the SAP invoice documents for Advantage orders were using the Staples order number as the SAP reference number.
Corporate Accounts Payable continues to identify opportunities for improvements with the problem invoice process. We have received feedback from a number of areas requesting reminder notifications. As a result, effective Wednesday, February 12, we will implement a revised problem invoice workflow notification process.
Corporate Accounts Payable has made some recent changes and updates to GAP 200.128 and GAP 200.129 as detailed below. We hope these enhancements will provide additional guidance with paying independent contractors.
As a follow up to the previous communication on August 7, 2013, Corporate Accounts Payable would like to remind departments that we will be discontinuing receipt of the paper Accounts Payable check request form beginning October 1, 2013.
Duke Finance is excited to announce an upcoming technology initiative for an online Accounts Payable check request process. This initiative will provide enhanced administrative efficiency across the University and Health System, while also enabling transparency to support workflow tracking, approvals, and corresponding payments initiated from Accounts Payable check requests.
Space consolidation and department relocations are happening in Financial Services on the American Tobacco Campus (ATC). These changes will result in significant savings to the University. Over the next couple of months, several changes will be made in department locations...