Note: The exception to this rule is year end. Please refer to the fiscal calendar for more information on the year-end deadline.
GAP 200.135, Procurement Overview will give you guidelines on which procurement method to use. GAP 200.024, Corporate Card Purchases provides guidelines on corporate card usage. The Corporate Card Manual is also available on the web.
For the University: To close a restricted cost object (3xx), the department must submit written request to the Office of Sponsored Programs. To close a non-restricted cost object, the department must indicate the closing on a cost object request form and submit the form to their Management Center (ex: Provost or Medical Center) for approval. For the Health System: To close a WBS element the department must submit a request to the Financial Planning and Analysis department. Questions regarding these requests should be directed to them at 416-6839. To close a cost/profit center the department must submit a request to the General Accounting and Financial Reporting Office. Questions regarding these requests should be directed to them at 286-6350.
- All restricted cost objects (3xx) are sent to the Medical Center Grants & Contacts (for the Medical Center) or Office of Research Support (for other University areas).
- All unrestricted budgeted cost objects (1xx) requests are forwarded to the Budget Office of your Management Center (ex: Provost or Medical Center) for approval.
- For all remaining cost objects: Medical Center departments send the request to the Medical Center Finance and Resource Planning Office. The University's schools and academic departments go through the Provost Office.
- WBS elements: The department must submit a request to Financial Planning and Analysis. If you have questions about submitting this request, contact them at 416-6851.
- Cost/profit center: The department must submit a request to General Accounting and Financial Reporting. If you have questions about submitting this request, contact them at 286-6350.
GAP 200.028, Request for Tax Payer Identification Number & Certification (W-9) provides you instructions for completing and downloads of W-9 forms for each company code.
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|
Go to the online form to change your listing. You will need your Duke Unique ID to make any changes.
Employees and students may complete a form online at Duke@Work. The form is located under the My Pay tab. Please note that Foreign National employees who do not have a valid US Social Security Number are not eligible for direct deposit.
The effective date generated by Duke@Work is the day after the most current pay date. The direct deposit change you just processed will be effective in the next available pay date after the account information is validated.
An example for a biweekly employee: the biweekly employee goes into Duke@Work and signs up for direct deposit on November 29, 2010. The upcoming pay date is December 3, 2010. Duke@Work gives the employee an effective date of December 4, 2010. Duke then validates the accuracy of the account information on December 10 by sending a penny deposit to the account. Once the account is validated, the direct deposit will be effective for the next available pay date which is December 30, 2010.
An example for a monthly employee: the effective date Duke@Work provides is the first day of the month in which the direct deposit is effective.
Employees should remember that is may take up to 30 days for direct deposit to become effective.
Yes. You can have direct deposit for a checking or saving accounts for a finanicial insitution in the continential US. Visit Duke@Work to set up the account.
I am on both the monthly (paid on 25th of month) and non-compensatory (last day of month) payrolls. Can I submit one form and have direct deposit for both payments?
All cancellations of direct deposit must be submitted on a Direct Deposit Authorization form. Please note that this form cannot be emailed or faxed. Original signatures are required.
Section II of the Direct Deposit Authorization Form has an option to cancel your Direct Deposit. You need only fill out Sections I, II and IV for Corporate Payroll Services to process your request.
As long as you have not submitted a Direct Deposit Authorization form to change or cancel direct deposit, funds have been sent to your bank. Call your bank and ask to speak with someone in the "ACH" department. They will be able to tell you if there were any problems in depositing your money into your account. If you did make a change or cancel your direct deposit, contact your department payroll representative.
Students and Duke Temporary Services employees can be placed in over-allocated positions. People in over-allocated positions can have the same SAP position number as another employee. Keep in mind that employees in the same position must have the same approvers when using the electronic time reporting system.
The default cost center will be a departmental cost center. Grant codes cannot be used as the default code.
Yes, but the address needs to be changed as soon the permanent address is established. Use the Personal Data Change iForm to make the change. Or, ask the employee to logon to Duke@Work and make the change there.
Yes but the address should be changed as soon as the permanent local address is established. In addition, Corporate Payroll Services needs both the local address and the foreign address. The local address should be recorded on the Hire form, and the foreign address should be recorded on the Foreign National form.
No. The vacation balance will continue to display, even though no additional accruals are applied.
A list of abbreviations (wage types) and their meanings can be found on the Reference Material page of this site.
These hours will show only for Biweekly employees.
The SAP pay period for employees paid biweekly will be Period 17 of the 1-26 periods, and the pay period for employees paid monthly will be Period 8 of the 1-12 periods. You may reference the Duke University payroll schedule posted on the Corporate Payroll Website or the individual payroll schedule cards to determine the SAP pay period.
Overtime reports are accessed online through the SAP transaction ZH409. The online report allows you to sort the reports according to your preferences.
Vacation and sick leave reports can be accessed online through the SAP transaction ZHTIMEOFF for Company 10 departments.
Yes. The Gross Pay report is accessed online through the SAP transaction ZHGROSSPAY and shows all components of gross pay including premiums.
Company 10 departments must provide a service type/service category for any transactions that request this information. For DUHS companies, the service type/service category is defined by the wage being paid; therefore, departments are not required to provide it at the transactional level.
The Federal and NC State exemptions are printed on the top line of the check stub under the heading "Exemptions." The Payroll Staff is not authorized to give tax advice; therefore, employees should contact their individual accountants regarding this information.
Central Administration: Tallman Trask III, Tim Walsh
Provost: Sally Kornbluth, Jim Roberts, Kim Harris
DUKE UNIVERSITY HEALTH SYSTEM
Duke University Hospital: Kevin W. Sowers
Duke Regional Hospital: Katie Galbraith
Duke Raleigh Hospital: David Zaas
DUHS Finance and PRMO: Kenneth C. Morris
Corporate Services: Scott Gibson
All Other DUHS Entities: Kenneth C. Morris
DUKE UNIVERSITY MEDICAL CENTER
School of Medicine, School of Nursing, & DCRI: Scott Gibson
No. Since the classes comprising the certification are new, a test-out option is not available. Pariticipants will be given for credit class attendance dating back to August of 2009.