Corporate Payroll Services Important Year-End Deadlines

November 27, 2023

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.

Christmas Holiday Schedule

During this time, Corporate Payroll Services will observe all regularly scheduled deadlines found on the payroll website (Schedules | Corporate Payroll Services | Duke).

Biweekly Time and Attendance and Electronic Time Card Lockdown:

  • Monday, December 18, 2023, 10:00 AM Employee timecard submission deadline
  • Tuesday, December 19, 2023, 10:00 AM Supervisor approval deadline

Biweekly Current Pay Period Gross Adjustments/Paper Time Card Deadlines:

  • Tuesday, December 19, 2023, 3:00 PM

NOTE: The last date for off-cycle check requests for the year is the close of business on Friday, 12/15/23, with an off-cycle payment date of Thursday, 12/21/23.

There will be NO off-cycle check run the week of December 25, 2023.

The monthly API close date for December is Monday, 12/4/23

New Year's Holiday Schedule

In support of the designated holiday for New Year’s, we have changed the Time and Attendance and Electronic Time Card closing schedules for the biweekly pay period ending December 31, 2023 (Pay Period 01-24). The revised schedules are included below.

Biweekly Time and Attendance and Electronic Time Card Lockdown:

  • Tuesday, January 2, 2024, 8:00 AM Employee timecard submission deadline
  • Tuesday, January 2, 2024, 12:00 PM Supervisor approval deadline

Biweekly Current Pay Period Gross Adjustments/Paper Time Card Deadlines:

  • Tuesday, January 2, 2024 3:00 PM

General Reminders 

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).

As a reminder, paper time cards submitted via the multipurpose iForm should only be used in the following circumstances: 

  • Late paperwork for hires
  • Establishment of late secondary positions
  • Late transfers
  • Unresolved Critical Error Messages in the Time and Attendance System

The Electronic Time Cards and/or the Time and Attendance systems are the mechanisms to be used for recording time.

Please take this opportunity to remind supervisors that the approvals can be completed using the Duke Mobile App. This is a convenient option if supervisors are traveling or in an offsite location during the approval window. Instructions for approving exempt time cards are available here. Instructions for approving non-exempt time cards are available here. A link to the information is included below: https://finance.duke.edu/systems/work/api/faqs/index.php?t=31&a=68&s=74

We appreciate your support with these critical deadlines. Please feel free to contact the Corporate Payroll Services staff by phone at 919-684-2642 or by email at Payroll@duke.edu if you have any questions.