News

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).

2021 IRS Mileage Allowance

January 1, 2021

The standard mileage rate will decrease to 56¢ per mile for business miles driven beginning January 1, 2021, down from 57.5¢ in 2020...

Revision To Closing Schedule For Christmas/New Year’s Holiday

December 10, 2020

In support of the designated holidays for Christmas and New Year’s, we have changed the Time and Attendance and Electronic Time Card closing schedules for the biweekly pay period ending December 20, 2020 (Pay Period 27-20). 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).

Revision To Closing Schedule For Thanksgiving Holiday

November 12, 2020

In support of the designated holidays for Thanksgiving, we have changed the Time and Attendance and Electronic Time Card closing schedules for the biweekly pay period ending November 22, 2020 (Pay Period 25-20). 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).

Electronic W-2 Enrollment

November 3, 2020

In our efforts to ensure the optimal levels of efficiency, we continue to evaluate business processes. As you are aware, a large number of our Duke colleagues are working remotely during this time. This impacts our ability to distribute the W-2 forms to departmental representatives. Please assist us by encouraging colleagues to enroll in Electronic W-2 Forms. This is especially important to ensure security with confidential information. In addition, the US Postal Services are experiencing an unusually high volume of mail which leads to unintended delays with deliveries.

Daylight Saving Time

October 28, 2020

Daylight Saving Time ends Sunday, November 1, 2020. Employees who work between the hours of 1:00 a.m. and 2:00 a.m. November 1, 2020, will be adjusted AUTOMATICALLY by the Daylight Saving Time process in API. Additional time will be automatically added to the end of the continuous shift. An exception message will be generated and will display on the Time Card Screen for each employee working these hours. Please see the example below.

2021 PostDoc Scholar Health Insurance Stipend Guidelines

October 26, 2020

Attached are the 2021 PostDoc Scholar Health Insurance Stipend Guidelines. The guidelines provide instructions for processing health insurance stipend payments and the new stipend dollar amounts for 2021. These new stipend amounts will need to be paid to PostDoc Scholars in December of 2020 since insurance premiums are paid one month in advance.

New Leave of Absence iForm

July 8, 2020

We are excited to share an update regarding a new Leave of Absence iForm. The new iForm is available for your use in the Duke@Work tool. A few highlights related to the form are included below.

Approvals for Information Technology Spending

June 30, 2020

To: TRaC Representatives

From: Office of Information Technology

Subject: Approvals for Information Technology Spending

As outlined in the May 6, 2020, Manager Memo from Executive Vice President Tallman Trask III, Duke University now requires approval for all information technology-related purchases, including software, hardware, web development or web hosting, consulting and cloud-based services.

Manual Salary Cost Transfer Fiscal Year 2020

June 29, 2020

MSCT iForm not to be posted 7/10, 12p - 7/13, 8a...

2020 Fiscal Year End Updates – Corporate Accounts Payable

June 24, 2020

Our year end close for fiscal year 2020 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 2020 expenses as of 3pm on Thursday, July 9. This will allow a quiet time for departments to review expenses prior to the period 12 close on Friday, July 10. Any invoices that need to be accrued after the July 9th cutoff date must be coordinated as follows:

Revision to Closing Schedule for Memorial Day Holiday

May 14, 2020

In support of the designated holiday for Memorial Day, we have changed the Time and Attendance and Electronic Time Card closing schedules for the biweekly pay period ending May 24, 2020 (Pay Period 12-20). 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).

Employee Travel and Reimbursement Fiscal Year End Updates FY 2020

May 4, 2020

Employee Travel and Reimbursement (ET&R) has included updates for the 2020 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

  • Both electronic and paper reimbursement forms must be received in ET&R by the end of the day on Monday, June 29, 2020 in order to be posted in the current fiscal year.

Experimental Subject Payment Forms

Corporate Accounts Payable Updates

March 23, 2020

The Corporate Accounts Payable team is continuing to process invoices and check requests as submitted. In support of our Duke partners who are working remotely, we wanted to share a few reminders to leverage the available electronic processes.

Invoices - All invoices should be submitted electronically using the following options:

Duke Campus Shipment Alert During Building Closures!

March 20, 2020

The following procedures will be in place for all Duke University building shipments except for those labs deemed essential (For Labs conducting essential research each School will gather the necessary contact information to post at the loading docks so that the normal deliveries can continue), or for specific offices identified by individual School

· Transportation vendor will deliver all shipment to Golden Warehouse and will be held until later retrieval.

· Packages will NOT be returned to vendor/sender.