News

In our efforts to support efficiencies related to Graduate Student Payments, we have partnered with our colleagues within Financial Services and Legal Counsel to develop a streamlined policy/procedure to support all types of payments for Graduate Students...

We anticipate that the Electronic W-2 forms will be available no later than Monday, January 19. We are in the final stages of posting the forms. Each employee who opted out of paper W-2 forms will receive an email notification when the W-2 form is available for viewing. The email will include a link to the online form.

In preparation for the next Untimely Posting process scheduled for Monday, March 16, 2015, Employee Travel and Reimbursement will distribute reports to Business Managers, TRaC representatives and initiators every Wednesday, beginning January 14 through March 11, 2015.

The Financial Training Team is excited to announce that the 2015 training schedule is now available. All classes are available for registration through Duke’s Learning Management System (LMS) accessible through the My Career page, My Learning link in Duke@Work.

As a follow up to previous updates, including the Business Manager Overview sessions, Employee Travel and Reimbursement has implemented two new general ledger (G/L) accounts to support clearing outstanding transactions. This new process replaces the traditional write off and ensures a method for handling untimely postings.  The new accounts and their corresponding descriptions are included below.

We are excited to announce a number of system enhancements and refinements for each of the Disbursements teams. We have been partnering with our colleagues in Administrative Systems Management to implement these refinements. The changes are scheduled to move to production on Tuesday evening, November 11, 2014.

Corporate Payroll Services is pleased to announce some important updates and reminders about recent changes.  Please share this information with your departments...

Information related to Honoraria payments has been added to General Accounting Procedure (GAP) 200.130, Engaging and Paying Guest Speakers and Conference Participants, and the procedure has been renamed “Engaging and Paying Guest Speakers, Conference Participants and Honoraria Recipients.”

All departments purchasing goods and services on sponsored projects please note the posting of a new GAP and forms to support compliance and timeliness:

You may recall that on April 6, 2014 we moved the API Time and Attendance System to the failover site due to technical problems.  Our teams have been working diligently during the last several months to resolve the technical issues.  As a result, the Time and Attendance and Staff Scheduling system will move back to the production web site on the evening of Wednesday, September 24, 2014.  Please share the following with your staff regarding the use of the production site for API Time and Attendance and Staff Scheduling...

Duke University’s Card Services team is coordinating with Bank of America to replace all of the existing Duke University Corporate Cards with new “chip and pin” enabled cards. Industry standards require card providers to replace magnetic stripe cards with new chip and pin cards by October 2015.

A temporary work-around has been implemented for Org Unit changes within the SAP Security Maintenance Tool...

Card Services has identified an error involving the upload of recent transactions to the on-line travel system. As a result of this error, a small set of transactions with post dates between 07/07/14 and 07/11/14 were uploaded in the on-line travel system with incorrect expense types.

Duke is pleased to announce a new partnership with VWR International as our Strategic Partner for procuring Laboratory Equipment, Research Supplies, and Design and Renovation Casework effective July 1, 2014.  Please review the full memorandum here.

The day has finally arrived! On Wednesday, June 25^th the current Lotus Notes database for the R3 Account Request Forms will be shut-down and the new request process will go-live. Starting on Wednesday, any requests for changes to SAP security access will need to be made using the new process.

We are pleased to announce several reports that provide improved SAP security information will be available on June 20, 2014 under the Financial Reports tab. These reports are part of a broader security maintenance initiative to improve transparency around SAP security, workflow assignments and organizational access.

Employee Travel & Reimbursement (ET&R) is pleased to announce that we are implementing an ACD (Automated Call Distribution) system effective Thursday, May 22, 2014 . This system will ensure that you always have an opportunity to speak with a member of our staff and eliminates the need for voice mail.

Employee Travel and Reimbursement and Financial Training are excited to offer a special training opportunity for those with key roles in the Online Expense Report Process.

Now that the write off has been completed, we wanted to provide some status updates to keep you apprised of the overall Employee Travel and Reimbursement process.   

This webpage has been created to assist SAP security administrators, request initiators and request approvers in understanding the new processes and procedures rolling out in relation to SAP security maintenance.  As new information and features are rolled out, information and links will be added to this page.

Health Information Technology for Economic and Clinical Health (“HITECH”) Act required revisions to our Business Associate Agreements (BAAs).

During a fiscal year, Corporate Accounts Payable processes over a million invoices for customers across Duke University, Duke University School of Medicine, and Duke University Health System. While a majority of invoices are processed without issue, it is critical that Corporate Accounts Payable and departments across the institution partner to ensure that any invoices that blocked for payment are addressed in a timely manner.

On April 6, 2014, we moved the API Time and Attendance System to the failover site due to technical problems. We are continuing to investigate the root cause of the problem with assistance from our vendor. Consequently, we are planning to stay on the failover site until the root cause is determined and a correction has been implemented...

As a result of technical problems with our API Time and Attendance system, we had to failover the system beginning on Sunday evening, April 6, 2014.  All of the functionality in API Time & Attendance will be the same as you’re normally used to.  However, please note the following differences...

We are pleased to announce several enhancements to provide improved access to SAP security information through iForms will be available on Tuesday, April 2, 2014.  These enhancements are part of a broader security maintenance initiative to improve transparency around SAP security, workflow assignments and organizational access.

In our efforts to introduce additional efficiencies, we have incorporated several changes into the overall process for expense reports.  These changes were implemented in partnership with our colleagues in Administrative Systems Management and are a result of an overall review of the process as well as great feedback received from departments.  All of the changes noted below will be in effect Wednesday, March 26.

In partnership with our colleagues in Administrative Systems Management and OIT, we have implemented additional security layers for online direct deposit changes and W-2 displays using the employee self service, Duke@Work.  Effective March 12, 2014, a second level of verification for viewing the online W-2 form as well as viewing and processing direct deposit changes will be in place.

On February 15th Staples made a change to the data elements in the invoice file transmitted to Duke for Advantage orders.  Prior to the change, the SAP invoice documents for Advantage orders were using the Staples order number as the SAP reference number.

The API Time and Attendance system has been unavailable since 7:30am this morning due to technical issues.  The application has been restarted and is now functioning properly...

GAP 200.230 has been updated to provide clarification on existing procedures and to provide information related to the NC sales tax changes that went into effect on 1/1/14.