News

Attached are the 2025 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 2025. 

Procurement is closed Monday, September 2, 2024 in observance of the Labor Day Holiday.

We will have coverage for emergency Health System orders only from 9am-2pm.

Please contact Carolyn Reynolds if you have an emergency during this time:

Carolyn.A.Reynolds@Duke.edu or phone (919) 613-8359.

Employee Travel and Reimbursement (ET&R) has included updates for the 2024 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 submitted, approved, and received in ET&R by the end of the day on Monday, June 17, 2024, to be posted in the current fiscal year.

Our year end close for fiscal year 2024 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 2024 expenses as of 3:00 pm on Tuesday, July 9th. This will allow a quiet time for departments to review expenses prior to the period 12 close on Wednesday, July 10th. Any invoices that need to be accrued after the July 10th cutoff date must be coordinated as follows:

Duke will upgrade from its current version of SAP (referenced as R3) to SAP S4 Hana (referenced as S4) in April. While this upgrade is primarily technical, it will cause SAP to be down for an extended period. Technical changes will result in underlying structural changes that will impact users across Duke.

The IRS has announced the new standard mileage rates for 2024.  The standard mileage rate will increase to 67¢ per mile for business miles driven beginning January 1, 2024, up from 65.5¢ in 2023.

Additionally, the 2024 mileage rate for medical or moving purposes for qualified active duty members of the Armed Forces decreased to 21¢ per mile, down from 22¢ in 2023.

The mileage rate for driving an automobile for charitable purposes during 2024 will remain unchanged at 14¢ per mile.

With the end of the 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.

Attached are the 2024 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 2024. 

We are moving!

Corporate Accounts Payable (AP) and Employee Travel & Reimbursement (ET&R) will be relocating to 705 Broad Street during the last week of September. Movers will be onsite starting Thursday, September 28; therefore, offices will be closed to walk-in customers on Thursday and Friday of that week.

Once a fully approved purchase requisition (SAP) or shopping cart (Buy@Duke) has been processed into a purchase order, a notification will now be sent to the requisitioner/requestor with the purchase order number. This does not apply to purchase requisitions in SAP that are auto-created from special processes such as cart replenishment or MRP.

The subject line of the email will appear as follows:

SAP: PO xxxxxxxxxx created from REQ xxxxxxxxxx

Duke Finance is excited to announce a new SAP transaction for creating manual journal entries. The new transaction, FV50 – Park GL Account Document, offers improved transaction mechanics, increasing the ease and efficiency of processing journal entries. FV50 will replace SAP transaction F-65 – Park Document.

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, ADR and the Budget Office, as well as other information that will help keep you on track as you close out fiscal year 2022-2023.  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 a

Our year end close for fiscal year 2023 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 2023 expenses as of 3pm on Tuesday, July 11th. This will allow a quiet time for departments to review expenses prior to the period 12 close on Tuesday, July 12th. Any invoices that need to be accrued after the July 11th cutoff date must be coordinated as follows:

Employee Travel and Reimbursement (ET&R) has included updates for the 2023 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.

*Please note; for consistency all reimbursement forms/expense reports are due to ET&R by 5:00pm on Thursday, June 15, 2023. This is a change from prior fiscals years.

The IRS has announced the new standard mileage rates for 2023 effective January 1, 2023.  The standard mileage rate will increase to 65.5¢ per mile for business miles driven beginning January 1, 2023, up 3 cents from 62.5¢, which was the midyear increased rate for the second half of 2022.

Additionally, the 2023 mileage rate for medical or moving purposes for qualified active duty members of the Armed Forces remained unchanged at 22¢ per mile.

The mileage rate for driving an automobile for charitable purposes during 2023 will remain unchanged at 14¢ per mile.

With the end of the 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 Holiday

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¢.

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.

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 (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.

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.  

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¢.

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

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)

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. 

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.

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.

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).

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.

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: