You may complete the courses you need if there is space in the classes. Preference is given to those individuals on pace in their respective Certification tracks. Once those seats are reserved, you may register space permitting.
FAQ's
Yes. You will given credit for classes you have attended within the past year.
The One Time Test Out option was a one-time only option during the first six months of the FCP. Please contact the Curriculum Leader for more information.
All participants have six (6) months to complete the program. If you are unable to do so, you must register again and start the program over.
The FCP Curriculum Leaders will make eligibility decisions on an individual basis. Family medical leave is excused; therefore the Curriculum Leaders will work with you to resume your Certification schedule.
Each of the individual Certification Programs offers comprehensive training to strengthen skills and to ensure depth of knowledge in an area of expertise. Certification will enhance your ability to ensure financial compliance and accountability, skills vital to the Duke University financial environment. Raising your job skills effectively should then favorably impact your performance evaluations. Certification in a chosen career path provides a credential recognized and respected in the Duke community.
The Financial Certification Program is open to any Duke University employee who fulfills the following qualifications:
- Full time employee of Duke University
- Employed by Duke University for a minimum of six (6) months
- Has relevant professional responsibilities at Duke, i.e. technical component of job and access to SAP for FSS certification, and payroll rep or back-up payroll rep for Certified Payroll Representative certification
- Has approval of their supervisor to participate
The Financial Certification Program is designed to train individuals who are currently in financially related roles at Duke. If you are interested in a career in financial services, you should seek a job with financial responsibility and then enroll in the FCP.
- Candidates preregister for a FCP Specialty of interest (e.g. Financial Systems, Human Resources/Payroll, etc.).
- Curriculum Leader assesses eligibility.
- Curriculum Leader sends a Contract of Enrollment to the candidate and his/her listed supervisor. Also provided are expectations for both employee and supervisor.
- Supervisor and Participant sign Contract of Enrollment for program participation. Submission of signed contract verifies confirmation of registration information and agreement to terms of participation.
- Curriculum Leader enrolls candidate in FCP and sends confirmation notification to candidate and supervisor.
- Participant is emailed a verification notice and commitment expectations reminder
** Enrollment is not guaranteed until a candidate has received a Confirmation of Enrollment from the Curriculum Leader of the FCP Specialty of interest
Employees may complete two tracks at one time. However, each Specialty is demanding and is condensed into a short time frame. Therefore, participants enrolling in two Specialties at once need to be fully cognizant of their time commitments and the Failure to Attend Charge.
Course evaluations are available online to provide anonymity. Duke University Financial Services welcomes and appreciates all feedback in an effort to continue to provide excellent programming. We wish to protect your identity in an effort to solicit honest and thoughtful reflection of the course content, delivery and value.
Your certificate will be mailed to you upon successful completion of the Certification Exam.
These courses are considered Foundational Courses and do not need to be repeated for other certification programs.
No. You must complete the form when you open it.
Yes. You will receive a copy of the CAS form in an email. You can print the email.
The Grant Manager will receive a copy of the CAS form as an email after each step of the process is complete.
Some special characters like bullets and endash cannot be displayed by the application server. Your PI may also have returned the form to you as a simple email instead of scrolling to the bottom of the form and clicking the link to return it. Be sure your PI knows to scroll to the bottom of the page and click on the appropriate link.
That is a department decision. You should follow your internal processes when submitting the form for approval.
The 1098-T is an informational form issued to students to help determine eligibility for certain educational tax credits. These forms are prepared in compliance with reporting guidelines established by the IRS. Information included on Form 1098-T is reported to the IRS. Included in Form 1098-T are the following financial transactions posted to student accounts in calendar year 2023:
Box 1 – Payments Received
The total in Box 1 includes all payments received by Duke in calendar year 2023 that pay for qualified tuition and related expenses (“QTRE” – see below), as defined by the IRS. QTRE includes payments from students and families, advance deposits, loans, scholarships, grants, and third party sponsor payments. Only the portion of the payments applied to QTRE is reported in Box 1.
Box 2 – Amounts Billed
Effective with 2018 reporting, and to comply with the Consolidated Appropriations Act of 2015, Duke has started reporting Payments Received in Box 1. With this change, Box 2 will be left blank. In prior years, Duke reported “Amounts Billed” in Box 2.
Box 4 – Adjustments to a Prior Year
Box 4 reports adjustments including changes made to items originally reported in Box 1 or Box 2 in a prior calendar year. The amount reported in Box 4 represents a reduction in tuition billed during a prior calendar year.
Box 5 – Scholarships or Grants
Box 5 includes scholarships, grants, and payments from a corporate or government sponsor. Per IRS regulations, Box 5 includes any payments made by someone other than the student or family.
The formula to use depends on the percentage of taxes to be withheld. Please see below for the formulas to gross up for the most commonly seen tax withholding percentages.
- Payment subject to 4% NC withholding from Nonresidents for Personal Services: divide payment amount by 0.96 (example: payment to be received is $2,000.00, the amount to enter on the check request is $2,083.33)
- Payment subject to 34% Foreign National tax withholding on compensation for services rendered in North Carolina (30% Federal, 4% NC State): divide payment by 0.66 (example: payment to be received is $1,000.00, the amount to enter on the check request is $1,515.15)
- Payment subject to 30% Foreign National tax withholding on compensation for services rendered outside of North Carolina (but still in the U.S.): divide payment by 0.7 (example: payment to be received is $1,000.00, the amount to enter on the check request is $1,428.57)
- Any other possible percentage -- call Accounts Payable (919-684-3112) for assistance.
The student must have taken classes for academic credit in any term that began during the 2023 calendar year. In addition, the student’s account must have had a payment or financial aid award posted in calendar year 2023 that was applied to qualified tuition and related expenses.
Effective with the 2018 reporting and to comply with the Consolidated Appropriations Act of 2015, Duke changed reporting methods to Box 1 “Payments Received”. Previously, Duke used the “Amounts Billed” rather than the “Payments Received” methodology. The “Amounts Billed” methodology is no longer permitted by the IRS.*
There are many details surrounding benefits of The Taxpayer Relief Act (TRA97) of 1997. Please contact a tax professional to determine if you qualify for these benefits. Duke University cannot provide tax advice. Contact the IRS' office of Public Liaison at 1-800-829-1040 or visit one of the following websites to learn more about these tax benefits. IRS Reference: Publication 970 - Educational Tax Benefits, Information for Students
If you elect not to receive the workflow emails in your email inbox and you use Microsoft Outlook, you can use the built-in filter options to have them routed to a separate folder. Please review the step-by-step instructions on how to do this using Microsoft Outlook 2010.
No. The new online travel tool is just a new way to enter the data.
First, you must have initiator access to the employee associated with the expense, or, you must be the employee. Then, review the step-by-step guide (pdf) for instructions on how to access the workflow history for this expense.
We do not recommend it. You can have non-travel expense reports on a daily basis and we strongly encourage departments to create non-travel expense reports that contain a date range no longer than a week.
Users have a variety of ways to organize their employees. By moving the cursor to the right side of each heading, lists can be sorted in ascending or descending order using the information contained in that heading. By selecting “Filter” on the right side of the page, users will be given a new line. Data inputted into that line will be found in the employee list. For more details, please view the video entitled “How to Customize and Filter Video” can be found on the ET&R Training webpage.
Currently the Duke@Work portal is supported by Internet Explorer 9, 10, and 11 with compatibility view and Mozilla Fire Fox 33.1. For the most up-to-date list of supported browsers, please visit the Duke@Work portal at work.duke.edu and review the list located on the home page on the right hand side.
Users may need to “allow pop-ups” in IE and Firefox to view the Expense Report Summary and PDF of receipts.
To allow pop-ups in IE: Settings, Internet Options, Privacy, Pop-Up Blocker Settings, Type work.duke.edu in Address box, Add.
Trips can be deleted up until the point when they are approved for payment "posted" for payment by either the employee or an initiator with access to the employee under their "My Employee" tab. From the Expense Report tab, highlight the trip in question and select the "Delete" button. This will delete the trip and pull it out of workflow for those in the approval chain. If you need to delete a trip once it has been approved for payment, please contact Employee Travel at onlinetravel@duke.edu.
Anyone with access to the financial statement can view the Expense Report Summary PDF once it has been posted.
Click “Change” on expense report that has overpayment. Change receipt amount that was overpaid to the correct amount. In the comments section, include the check number that the employee wrote to Duke to return the amount that was overpaid. Then click “Save and Send for Approval” to submit the changed report for approval. Print a copy of the Expense Report PDF and send that along with the check to ET&R. The copy of the Expense Report will be helpful to ensuring the check that is received is applied appropriately. The check should not be deposited to the department code charged with the overpayment. The department code will be credited when the changed expense report is approved by ET&R and posted to the general ledger (FI).
For more information on any of these topics, please view the online training videos, which can be found on the ET&R Training Page.
Please contact your Department Payroll Representative and have them initiate a Personal Data Change iForm to update this default. For detailed instructions on completing the Personal Data Change iForm in these situations, go to the Travel and Reimbursements Training page.
ET&R recommends using the cost assignment that applies to a majority of the items included in the expense.
You will receive an error message indicating that the cost assignment is invalid when you select either “Accept”, “Accept and New Entry”, or “Check” within the selected line (highlighted in red below). For more guidance, see the Cost Assignment Video.
If you do not select one of these three highlighted buttons, the system will not validate the cost object you entered. The “Accept” and “Check” buttons that are located outside of the highlighted line will not conduct the validity check.
Have the employee keep a log of expenses that can be submitted in lieu of a receipt. The log can be included as an attachment. When entering the receipt for the expense, uncheck “Paper Receipt” and type “log” in “Short Info” field. If there is a paper receipt available, it must be submitted.
Yes. White-out the routing number or other personal information on canceled checks, statements, receipts, etc. before scanning.
Attach the correct attachment and provide a note in the comments field indicating which receipt is correct.
No. Once an attachment is uploaded, only ET&R has access to delete an attachment.