Financial Services

FAQ's

Problem:  The license or listing required to do this job is missing or expired in the API system.
Even if you have renewed your license or listing, API does not know that until your manager or her designee updates API.
Solution:  Do not call the helpdesk.  They can  not update your license or listing for you.  Speak to your manager.  And if you truly have not updated your license or listing you need to do so ASAP.

Problem 1:  Violates max work stretch days = you have tried to schedule to work too many days in a row.
Problem 2:  Violates max work stretch hours= you have tried to schedule too many hours in a row.

 

Solution: Do not call the help desk.  You will have to remove one of the days in the string of days you have scheduled.  The system will not let you
  • schedule more than seven days in row
  • schedule more than 60 hours in a row

Problem 1:  Your position has not been assigned to a profile.  This can happen if this is a new department, just starting to use API or if the department gets a new job code (ie, the dept never had a CNIV before and now you are a CNIV).
Solution:  Ask you manager to contact the API Resource Group to have the position added.  apiresourcegroup@duke.edu or call 919-681-2484.

 

Problem 2: You have not been assigned a station for to match your profile.  Not all departments use stations, but for those that do this can be a common message, especially for new hires or if someone becomes newly qualified for a station.  Charge Nurse is an example of a station used by some departments.  Other departments, such as the float pool, use stations to divide staff into their eligible work groups, such as Critical Care, Med/Surg, Peds, and Ambu/Proc.  
Solution:  If your department uses stations, this is the most likely cause of your self scheduling problem.  Ask you manager to check to see if a station has been added to your profile.

The API Mobile App allows API users in the Duke community to access API Time and Attendance directly from their phone or tablet.  Access is automatic for staff, similar to TimePC. Managers’ access mirrors their Time and Attendance access.

Staff members can:

  • View their timecard.

  • View their schedule.

  • View their benefit balances.

  • Enter a request for a missed clocking.

  • Enter a request for a calendar (PTO, STDBY, JURY)

Staff members cannot:

  • Clock in or out.

  • Self Schedule.

  • See as much detail as on a computer screen.

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Approvers and/or Editors can:

  • View timecards for their staff.

  • Review and approve/deny staff requests for clockings and calendars.

  • Review staff exceptions.

  • Call or email staff from the app.

  • Add clockings and/or calendars for staff.

  • Approvers can approve timecards.

Approvers and/or Editors cannot:

  • See as much detail as on a computer screen.

  • Sort, filter, and search as on a computer screen.

  • Work on the schedule.

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If you have Airwatch installed on your mobile device, download the Centricity Workforce app from the DH App Store. If you do not, you can download the API Mobile App from iTunes or Google Play based on your device.  For detailed instructions, go to the Downloading and Logging in Quick Reference.

The API Mobile App is configured to use your NetId and password for authentication purposes.  For more details on required steps for setting up the mobile app, go to the Downloading and Logging in Quick Reference Guide. 

 

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Vacation payout will display as VACXFER.  Discretionary holidays will display as DDAYXFER.  PTO payout will display as PTOXFER. 

Across the institution, it often occurs when an employee moves to a Duke Temporary Services position.  For Health System employees, it often occurs when employees move to PRN or Allied Health jobs.  For Duke University/School of Medicine employees, it most often happens when employees move to Faculty positions.

 

Your sick time hours will be forfeited.

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Your long-term bank will be forfeited.   

Not necessarily.  Since you are not moving to an ineligible position, your balances may or may not be paid out.  Corporate Payroll Services will consult your department who will determine if providing a payout is appropriate based on situational specifics.

Yes.  When you retire, accrued time off balances should be paid out in accordance with Duke policy.

The department that owns the eligible position the person is transferring from will be charged for the payout of time. 

 

Your rate of pay at the time you were in the eligible position will be used to calculate your payout. 

 

 

Yes. When payouts are issued retroactively, the payout amount has to be decremented for the time off accruals accumulated during the period when the employee was inappropriately in an eligible status. 

 

Employees who have been with Duke less than a year, only receive 50% of their short-term bank if they move from eligible to ineligible. 

Corporate Payroll Services will pull time away from work balances from SAP. 

Corporate Payroll Services will pull time away from work balances from SAP. 

When completing the termination iForm, ensure lasting working day is the same day as the termination date.  That will ensure the employee receives a lump sum payment.

When completing the iForm, indicate the last working day.  Determine based on appropriate accrued time off balances the last day the employee will receive pay.  Enter that date as the termination date.  This clearly communicates to Corporate Payroll Services that a payout over time is desired. 

As appropriate, employees will see Short Term Bank Payout for payouts and Long Term Bank Payout for payments to Health System employees.  Employee will see, Vacation Payout and DDAYTERM for payments to University/School of Medicine employees. 

Corporate Payroll Services will use the rate and schedule as of your last working day.   

Yes.  When you retire, all accrued time off balances should be paid out in accordance with Duke policy. 

Per Duke policy, you will not receive any payout of sick time when you retire.  

Per Duke policy, you will not receive any payout of sick time when you retire. 

Employees who have been with Duke less than a year, only receive 50% of their short-term bank when they retire. 

No – time reports with hours should not be submitted after the last working day. 

Click the Zoom registration link for the Morning and Afternoon sessions.  Registration is required, but attendance is not capped. 

Make sure to use the dedicated Zoom link issued to you and not to another individual. Sharing links will jeopardize your CE. 

Registration links are provided for each session at the top of this page and in the agenda. You will be provided a Zoom Meeting link to access the session after registering.

Only registered participants will receive credit for attending a concurrent session. You will NOT recieve credit if you join without registering. 

You need to register for both.

The main sessions are where everyone returns to a single Zoom meeting and registration is not capped.

Concurrent sessions let you select from available topics. Registration for these are capped to maintain managable discussions and interaction. 

Yes, concurrent sessions have limited seats to make discussions and participation manageable. Please select a different session if a Concurrent session is full. 

Session facilitators have the option to share sessions materials including slides and handouts. Some sessions may be available again after the symposium, whether via recording or a live session, although we cannot guarantee that every session will be available.

OERAF is able to help with some issues within Zoom. Please email us at ResearchFinanceEd@duke.edu.

Please contact DHTS or OIT for general computing questions, personal audio settings, AV troubleshooting, and larger Zoom account issues.

Please contact us promptly at Researchfinanceed@duke.edu. Otherwise, you are issued CE based on the time you are in the session. Credit is rounded to the nearest half hour.

Credit hours are issued based on the time you spend in the sessions, rounded to the nearest half hour.

You don't have to attend all the sessions to get CE. Credit hours are issued based on the time you spend in the sessions, rounded to the nearest half hour.

  1. Click on one of the registration links provided. 
  2. Enter the correct Duke Unique ID (DUID) during registration. You can look up your DUID using the Duke Directory. This is the identifier used by the LMS to add CE credit. Entering the wrong DUID will jeopardize your CE.
  3. Attend the sessions using your personal registration link. Do not use a shared link to join any sessions. This will prevent you from being recorded as in attendance.
  4. OERAF then issues credit hours based on the time spent in Symposium sessions for the entire day.

Please allow five (5) weeks for credits to appear.