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Frequently Asked Questions

General

Current fringe benefit rates can be found on the Financial Services Reports & Documents page.

Please call your Management Center:

Management Center Contact Office Phone
Central Administration University Budget Office 919-684-5804
Provost Management Center Academic Budget Office 919-684-3501
School of Medicine SOM Finance 919-681-8225

Budget Tool

Please call your Management Center:

Management Center Contact Office Phone
Central Administration University Budget Office 919-684-5804
Provost Management Center Academic Budget Office 919-684-3501
School of Medicine SOM Finance 919-681-8225

Current fringe benefit rates can be found on the Financial Services Reports & Documents page.

That is a running total for a particular fund, including position and non-position dollars. As you add dollars, it will change. To see another fund total, go to the area of a different fund (cost center or WBS element) and click on a radio button. Also, remember that you'll need to hit the "Calc Fringes" button to see fringes included with positions in that total.

You can be locked for several reasons: a) you didn't type either "work.duke.edu" or "*.duke.edu" in your popup settings to allow websites from OIT (see page 6 in the manual for the IE steps or page 109 for the Mozilla steps); b) you have multiple popup blockers due to having a yahoo or Google toolbar (you will have to disable those popup blockers); c) you are working in the same Org Unit as someone else or someone is using a higher Org Unit which includes the one you're trying to use or d) you have created a maximum number of sessions by not exiting properly.

Read the message and then wait 30 minutes to try again. If you are locked by another person working in the Org Unit, call that person.

Scroll to the bottom of the screen, enter the total number of rows in the white box and hit Enter. Remember, you will lose the column headings on subsequent pages.

Commitment Item is another name for G/L Account: a six digit number that designates the type of revenue or expense.

Fund can mean a Cost Center or WBS Element in the Budget tool.

Call your Management Center with those requests.

Contact your SAP Security Administrator. They will need to request this additional Org Unit via the SAP Account Request (using the HR/Payroll section of your account).

It will need to be changed in the Position section of iForms.

The position master data in the Budget system were held as of November 30 to allow for consistency in budgeting. Run a position report in iForms or contact your HR manager or Management Center to verify that the Org Unit's position list is correct in SAP.

Yes, you can add a new position in the budget and it will create a dummy number. To add a position in SAP, use iForms (Position section).

Yes, but you first need to run the report for a single org unit. Once the data in the report is there, you can then select the filter icon next to the org unit in the header of the report and this will provide the ability to multi-select any of the org units in the hierarchy to which you have authorization.

No, but you can download to Excel and adjust the columns.

In some cases, yes. You will need to right click on the column heading that you want the description for and choose Properties. Under display, choose Key and Text to give you the number and name, Key for just the number and Text for just the name.

Telephone Allocation

Effective July 1, 2010, the Office of Information Technology (OIT) no longer provides detailed bills for landline telephone service. In place of the traditional paper statements, a monthly JV, based on predetermined rates for each type of service, will be processed by the University Budget Office.

Effective March 31st, 2020 the Budget Office will post monthly JV’s with JV attachments. For documentation refer to these attachments or send an email to budget@duke.edu.

The VOIP billing JV is updated monthly based on an inventory of current phone lines. If lines are added or removed, or if a funding source has been changed, the corresponding adjustments to the VOIP billing JV will generally take place at the end of that month.

To stop billing for a line you must also fill out a disconnect request form. Link below. Support@Duke Service Catalog.

 

While long distance is not “free” to Duke, tracking and billing individual calls is cost prohibitive. As such, the costs for local and long distance service will be bundled into a single rate based on the type of line in service (e.g. VoIP analog, VoIP digital, non-VoIP analog, non-VoIP digital, etc), and posted to new 6982xx general ledger accounts.

No, conference service fees are not included with the landline monthly billing. There are no recurring monthly charges for WebEx Meetings

Please visit the OIT webpage.

Send an email to budget@duke.edu with detailed information on the problem.

Contact OIT.

Contact OIT.

Refer to the JV attachment on each monthly JV or send an email to budget@duke.edu. Please provide the relevant charge codes.

Changes in monthly billing are due to installations, disconnections, and billing code change requests.

Fill out and submit a Telephone Service Billing Change Request Form. Billing changes will be process in the month they are received provided they are submitted prior to that month’s deadline. Click the Schedule For Telcom Billing Changes link for deadline information.

No. There is no charge for moving a VOIP phone from one outlet to another.

Salary Setting

The Salary Setting Transaction in SAP is used to set individual salaries for Faculty, Exempt (Monthly) Staff, and Non-Exempt (Biweekly) employees. SAP Salary Setting provides direct setting of employee rates for July 1 salary increases and should reduce the volume of Staff Change (PCN) forms. In addition to being fully integrated with the SAP HR-Payroll system, it offers an array of reporting and data entry capabilities. Security with the Salary Setting Transaction is identical to that of the Accounting View of Payroll report in SAP.

Salaries are approved based upon approval levels. There are up to four levels of approval permitted in Salary Setting. Levels 3 and 4 are reserved.

  • Level 4 Ready for loading to Payroll for July 1 (University Budget Office)
  • Level 3 Management Center review (Provost, Central Administration, Medical School)
  • Level 2 Level below Management Center
  • Level 1 Initial level for entry

Refer to Salary Setting and Approvals for more information.

Please call your Management Center:

Management Center Contact Office Phone
Central Administration University Budget Office 919-684-5804
Provost Management Center Academic Budget Office 919-684-3501
School of Medicine SOM Finance 919-681-8225

Current fringe benefit rates can be found on the Financial Services Reports & Documents page.