News

2022 IRS Mileage Allowance

July 1, 2022

The IRS has announced the new standard mileage rates for the final 6 months of 2022.  The standard mileage rate will increase to 62.5¢ per mile for business miles driven beginning July 1, 2022, up from 58.5¢ for the first 6 months of 2022.

Additionally, the 2022 mileage rate for medical or moving purposes for qualified active duty members of the Armed Forces increased to 22¢ per mile, up from 18¢ for the first 6 months of 2022.

The mileage rate for driving an automobile for charitable purposes during 2022 will remain unchanged at 14¢.

2022 Fiscal Year End Updates – Corporate Accounts Payable

June 1, 2022

Our year end close for fiscal year 2022 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 2022 expenses as of 3pm on Monday, July 11. This will allow a quiet time for departments to review expenses prior to the period 12 close on Tuesday, July 12. Any invoices that need to be accrued after the July 11th cutoff date must be coordinated as follows:

2021-2022 Fiscal Year-End Closing Schedule and Information

May 27, 2022

The fiscal year-end closing schedule and additional information are now available here. On this page you will find the SAP closing schedule, year-end information from ECRT, ET&R, AP and the Budget Office, as well as other information that will help keep you on track as you close out fiscal year 2021-2022.  This site will be updated as additional information becomes available, so you should check back often between now and year-end.  If you have any questions about the year-end process, please email Accounting Systems Administration at acc

Upcoming Cardholder Training Sessions

April 13, 2022

Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards.

Concur Expense - New User Interface

April 4, 2022

Employee Travel & Reimbursement is excited to announce the upcoming migration of Concur Expense to the NextGen User Interface (UI) on Monday, May 2, 2022. The transition to the new UI requires no action on the part of Concur users and will have no impact on expense reports created utilizing the current user interface.

Employee Travel and Reimbursement Fiscal Year End Updates FY 2022

March 30, 2022

Employee Travel and Reimbursement (ET&R) has included updates for the 2022 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.

Important Payroll Reminders

March 1, 2022

Corporate Payroll Services would like to remind departments about key information that will assist in their on-going processes as it relates to payroll operations. A detailed list of reminders can be found here and under "Guidelines and Tools" on the Policy and Procedure page.  Please review reminders and share with staff in your business unit as appropriate.  

2022 IRS Mileage Allowance

January 1, 2022

The IRS has announced the new standard mileage rates for 2022.  The standard mileage rate will increase to 58.5¢ per mile for business miles driven beginning January 1, 2022, up from 56¢ in 2021.

Additionally, the 2022 mileage rate for medical or moving purposes for qualified active duty members of the Armed Forces increased to 18¢ per mile, up from 16¢ in 2021.

The mileage rate for driving an automobile for charitable purposes during 2022 will remain unchanged at 14¢.

Corporate Payroll Services Important Year-End Deadlines

December 6, 2021

With the end of year quickly approaching, Corporate Payroll Services would like to highlight important information including year-end deadlines for all units and employees to take note of. As a result, we will need your assistance with meeting these critical deadlines.

Holiday Payroll Schedule

Christmas Week

2021 BW 26 RPCALC

Update to Year-end Tax Statement Process for Tax Year 2021

November 19, 2021

To help you prepare for the annual processing of Year-End Tax Statements (IRS Forms W-2 and 1042-S), this message gives you important information about:

1. Electronic process for Forms W-2

2. Consent process for electronic access

3. Foreign National (Non-resident Alien)

2022 PostDoc Scholar Health Insurance Stipend Guidelines

November 5, 2021

Attached are the 2022 PostDoc Scholar Health Insurance Stipend Guidelines. The guidelines provide instructions for processing health insurance stipend payments, the health insurance stipend augmentation top-up, and the new stipend dollar amounts for 2022. 

New Hours of Operation for Corporate Payroll Services

October 13, 2021

As of November 1, 2021, Corporate Payroll Services has new hours of operation.  The new hours are Monday – Friday from 9a.m. to 4p.m., closing for lunch from 12noon – 1p.m.  The change in hours will assist payroll staff in addressing the high volume of transactions received daily.

For individuals that need to address their customer service needs outside of the new business hours, can schedule an appointment with a payroll representative by calling 919-684-2642. 

Updates regarding Business Processes, Training, and Helpful Hints

August 31, 2021

As Employee Travel & Reimbursement (ET&R) continues to evaluate opportunities to streamline business processes and offer training opportunities in partnership with our colleagues from the Office of Education for Research Administration and Finance, we would like to take an opportunity to provide the following updates and reminders.

WBSE Expansion to 9 Digits - Effective October 1, 2021

August 19, 2021

Effective October 1, 2021, all University non-capital project WBSEs will be created as nine (9) digits. The new WBSEs will return to sight recognition within the 3xx range. The last six (6) digits will be generic.

  • The first digit indicates a restricted WBSE
  • The second digit identifies the sponsor
  • The third digit identifies the type of activity funded.

There will be no changes or conversions for existing WBSEs – codes will remain as is (7 digits) until they are closed. There will be no changes for cost centers or profit centers.

Non-compensatory Initiative Updates

July 6, 2021

We are pleased to share updates regarding some upcoming enhancements to the Non-compensatory processes.

New Process for Non-compensatory Recipients to Enroll in Direct Deposit

As we continue to evaluate efforts for automation and efficiencies, we have launched a new process for Non-comp Direct Deposit. The new process uses information recorded by students using the Duke Hub to create direct deposit records for students receiving Non-compensatory payments.

Revision to Closing Schedule for Independence Day Holiday

June 28, 2021

In support of the designated holiday for Independence Day, we have changed the Time and Attendance and Electronic Time Card closing schedules for the biweekly pay period ending July 04, 2021 (Pay Period 14-21). The revised schedules are included below. As a result, we will need your assistance with meeting these critical deadlines.

Time and Attendance users may access their time card at their convenience (24 hours a day, seven days per week).

ePayables Initiative

June 15, 2021

Duke University and Health System will be implementing a new technology and business process for issuing payments to vendors. The new process will be referenced as ePayables and will provide streamlined payment processes for a number of vendors.

Please note that the only change for departments will be the manner in which the payment is displayed in SAP for the participating vendors.

2021 Fiscal Year End Updates – Corporate Accounts Payable

June 2, 2021

Our year end close for fiscal year 2021 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 2021 expenses as of 3pm on Friday, July 9. This will allow a quiet time for departments to review expenses prior to the period 12 close on Monday, July 12. Any invoices that need to be accrued after the July 9th cutoff date must be coordinated as follows:

2020-2021 Fiscal Year-End Closing Schedule and Information

April 23, 2021

The fiscal year-end closing schedule and additional information are now available here. On this page you will find the SAP closing schedule, year-end information from ECRT, ET&R, AP and the Budget Office, as well as other information that will help keep you on track as you close out fiscal year 2020-2021.  This site will be updated as additional information becomes available, so you should check back often between now and year-end.  If you have any questions about the year-end process, please email Accounting Systems Administration at acc

Employee Travel and Reimbursement Fiscal Year End Updates FY 2021

April 8, 2021

Employee Travel and Reimbursement (ET&R) has included updates for the 2021 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

Research Administration Town Hall - April 13, 2021

April 6, 2021

Register for the Event Here

Please join us for a virtual Research Administration Town Hall on Tuesday, April 13, 2021 from 3:00 pm to 4:30 pm. We will provide operational, procedural and regulatory updates on topics related to pre- and post-award management, including the updated NIH Other Support and Biosketch forms. Other topics will include pre-award submission procedures and forthcoming myRESEARCHhome forms.

Research Administration Continuing Education Opportunities

April 1, 2021

We are pleased to announce some upcoming Continuing Education offerings.

Please note that if you've already met you FY21 CE requirement, we are planning to offer these webinars again in FY2022.

Daylight Saving Time

March 10, 2021

Daylight Saving Time begins Sunday, March 14, 2021 at 2:00am. Employees working the 3rd shift on Saturday, March 13, 2021 will be paid for actual hours worked. Please review the following information to ensure appropriate payment and answer employee questions.

Research Administration Town Hall - February 22, 2021

February 4, 2021

Please mark your calendar for a Research Administration Virtual Town Hall on Monday, February 22 from 3:00-4:30 pm. We will provide operational, policy, and regulatory updates on topics related to pre- and post-award project management.

Research Administration leaders from the Provost Management Center (PAMC), Central Administation (CAMC), and the Medicine and Nursing Management Center (MNMC) will provide updates and presentations, and this Town Hall will take the place of the ORS Quarterly meeting and the ORA Bi-Monthly Town Hall previously scheduled for Thursday, February 25. 

2020 Non-compensatory Tax Reporting Documents

January 27, 2021

Updates regarding the 2020 tax reporting documents issued to individuals who are receiving payments through the Non-compensatory Payment System are included below.

Based upon the number of departments that are working remotely, 1099 forms and courtesy letters for all non-compensatory recipients will be distributed by U.S. Mail on January 28, 2021. The forms will be mailed to the most recent home address that is on file in the Non-compensatory Payment System.

Advanced Grant Management (AGM) Applications Open

January 25, 2021

The Office of Education for Research Administration and Finance (OERAF) is now accepting applications for the Advanced Grants Management (AGM) Certification Program. AGM is a certificate program for grant managers and other interested individuals with greater than three years experience in grant management and greater than 50% grant management duties. 

Continuing Education Opportunities for Research Administrators

January 21, 2021

We are excited to announce several upcoming continuing education opportunities for Duke research administrators. All of the opportunities outlined below are Duke specific compliance, systems, or business process training as outlined in the table found here

Duke Research Week 2021 - Up to 3 CE hours available
We will be offering continuing education credit for two sessions occurring as part of Duke Research Week 2021. 

2020 W-2 Distribution Instructions – New Process for 2020

January 19, 2021

The dates for the distribution of both electronic and paper W-2 forms are included below. Please note the new processes for paper W-2 forms issued to active employees (only those who elected to receive paper W-2 forms) based upon the number of departments that are working remotely.

Friday, January 22, 2021 – Active Employees who have enrolled in Electronic W-2 Forms

Introducing myRESEARCHhome

January 12, 2021

A new tool is now available through myRESEARCHhome to guide Duke’s research community to policy, process, and helpful resources throughout a research project lifecycle. This new tool, myRESEARCHpath, brings together information from over 35 research support offices across the institution so researchers can easily access the information they need to navigate tasks from idea generation to project closeout.

Revision To Closing Schedule For Martin Luther King Jr. Holiday

January 8, 2021

In support of the designated holiday for Martin Luther King Jr., we have changed the Time and Attendance and Electronic Time Card closing schedules for the biweekly pay period ending January 17, 2021 (Pay Period 02-21). The revised schedules are included below. As a result, we will need your assistance with meeting these critical deadlines.

Time and Attendance users may access their time card at their convenience (24 hours a day, seven days per week).

Electronic time card users may access their time card at their convenience (24 hours per day, seven days per week).