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Frequently Asked Questions for Payroll Representatives
Adjustments To Time Off For Employee Status Changes
How will the payouts to employees moving from an eligible to ineligible status appear on their pay statement?
Vacation payout will display as VACXFER. Discretionary holidays will display as DDAYXFER. PTO payout will display as PTOXFER.
What types of transfers most often result in an employee moving from an eligible to ineligible status resulting in a payout of accrued time off balances?
Across the institution, it often occurs when an employee moves to a Duke Temporary Services position. For Health System employees, it often occurs when employees move to PRN or Allied Health jobs. For Duke University/School of Medicine employees, it most often happens when employees move to Faculty positions.
Your sick time hours will be forfeited.
I have hours in my long-term bank. What happens to my long-term bank when I move to an ineligible position?
Your long-term bank will be forfeited.
I'm not changing jobs, but my work schedule is being reduced and I am no longer benefits eligible. Will my accrued time off balances be paid out?
Not necessarily. Since you are not moving to an ineligible position, your balances may or may not be paid out. Corporate Payroll Services will consult your department who will determine if providing a payout is appropriate based on situational specifics.
I'm retiring from Duke but will continue to work part-time as a retiree? Does that mean my accrued time off balances will be paid out?
Yes. When you retire, accrued time off balances should be paid out in accordance with Duke policy.
Which department pays for payouts of accrued time off balances when the payout is generated due to a change in status?
The department that owns the eligible position the person is transferring from will be charged for the payout of time.
I'm moving from an eligible to ineligible position and my rate in changing. What rate will be used to payout my accrued time off balances?
Your rate of pay at the time you were in the eligible position will be used to calculate your payout.
I moved to an ineligible status 2 months ago, but my accrued time off balances are just now being paid out. Will this impact my payout?
Yes. When payouts are issued retroactively, the payout amount has to be decremented for the time off accruals accumulated during the period when the employee was inappropriately in an eligible status.
I transferred to an ineligible position and only received 50% of my short-term bank. Why did this happen?
Employees who have been with Duke less than a year, only receive 50% of their short-term bank if they move from eligible to ineligible.
How will Corporate Payroll Services determine accrued time off balances that need to be paid out when I change from an eligible to ineligible status?
Corporate Payroll Services will pull time away from work balances from SAP.
Payout Of Time Off For Nonexempt Retirees
How will Corporate Payroll Services determine the balances that need to be paid out upon termination?
Corporate Payroll Services will pull time away from work balances from SAP.
I have an employee who is receiving a lump sum payment of time off upon retirement. What do I need to do?
When completing the termination iForm, ensure lasting working day is the same day as the termination date. That will ensure the employee receives a lump sum payment.
How do I indicate in the iForm that the retiring employee would like his/her accrued time off balances paid over time?
When completing the iForm, indicate the last working day. Determine based on appropriate accrued time off balances the last day the employee will receive pay. Enter that date as the termination date. This clearly communicates to Corporate Payroll Services that a payout over time is desired.
As appropriate, employees will see Short Term Bank Payout for payouts and Long Term Bank Payout for payments to Health System employees. Employee will see, Vacation Payout and DDAYTERM for payments to University/School of Medicine employees.
Corporate Payroll Services will use the rate and schedule as of your last working day.
I'm retiring from Duke. I will be gone for a few months, but will come back to work part-time as a retiree? Will my accrued time off balances be paid out?
Yes. When you retire, all accrued time off balances should be paid out in accordance with Duke policy.
Per Duke policy, you will not receive any payout of sick time when you retire.
Per Duke policy, you will not receive any payout of sick time when you retire.
Employees who have been with Duke less than a year, only receive 50% of their short-term bank when they retire.
Other than the accurately completed iForm, do I need to submit hours via paper or electronic time cards after the employee's last working day for a retirement?
No – time reports with hours should not be submitted after the last working day.
Company 10 departments must provide a service type/service category for any transactions that request this information. For DUHS companies, the service type/service category is defined by the wage being paid; therefore, departments are not required to provide it at the transactional level.
Paychecks & Vouchers
No. The vacation balance will continue to display, even though no additional accruals are applied.
A list of abbreviations (wage types) and their meanings can be found on the Reference Material page of this site.
These hours will show only for Biweekly employees.
Central Administration: Tallman Trask III, Tim Walsh
Provost: Sally Kornbluth, Jim Roberts, Kim Harris
DUKE UNIVERSITY HEALTH SYSTEM
Duke University Hospital: Kevin W. Sowers
Duke Regional Hospital: Katie Galbraith
Duke Raleigh Hospital: David Zaas
DUHS Finance and PRMO: Kenneth C. Morris
Corporate Services: Scott Gibson
All Other DUHS Entities: Kenneth C. Morris
DUKE UNIVERSITY MEDICAL CENTER
School of Medicine, School of Nursing, & DCRI: Scott Gibson
Using Time & Attendance
What should I do if my employee is swiping their badge at a badge reader, but the clockings are not showing on time.?
What action do I take if an employee is swiping at the badge reader, but no clockings are showing on the employee's time card?
Time & Attendance For Managers
I'm going to be out of the office on payroll closing, how can I have another supervisor review my employees?
- User's name, unique ID and NET ID
- User's e-mail address
- User's dept name and four-digit dept/cost center number
- User's contact phone number
- User's level of access (controller, approver, editor, view only)
- Who should approve the user's timecard?
- The dept name and four digit dept/cost center number that user is requesting access to, or list of employee names and unique ID's. (If this info is not provided, then account cannot be set up.)
- Should user's account be attached to any controllers?
Secondary Electronic Time Cards
Electronic Time Cards
Employees should have access to Duke@Work within 24 hours of their hire date assuming their hire iForm has interfaced with SAP. If the hire iForm is late, the employee will have access within 24 hours of the interface.
Make sure that pop-ups are allowed for the Duke@Work site and you are using a supported web browser - Explorer, FireFox, or Safari.
If you are having other log-in issues, please visit www.hr.duke.edu/selfservice and follow the steps for log-in issues.
No. As with any Duke@Work function, you can access your time report any where you have web access using the Explorer, Foxfire, or Safari web browsers.
Corporate Payroll Services recommends recording hours upon the completion of your shift each day. After completing the time report, select the “check” button to confirm recorded information is consistent. Then select the “save” button to save the information in the time report for the next day.
Time cards should be submitted electronically to the supervisor at the end of your last shift worked on the last day of the pay period and in alignment with departmental submission guidelines. If you will be on vacation or will be out of the office at the end of the pay period, you can submit it in advance.
The supervisor can approve your time card at any time after you submit it. Corporate Payroll Services requires that all time reports be approved by 5:00 pm on the Monday after the last day of the pay period. Corporate Payroll Services recommends that supervisors approve time cards first thing on Monday following the end of a pay period. This will allow them all day Monday to address any issues. (For example, follow up with an employee who has not yet submitted a time card or make any corrections needed.)
As a biweekly employee, one of your primary job responsibilities is to submit time to be paid each pay period. No one can submit work hours on your behalf or approve time that has not been certified by you.
The electronic time card system allows departments to better manage submissions due to enhanced reporting functionality. If you approver notices that you have not submitted time, he/she will be able to remind you prior to the system locking down.
In addition, departmental Payroll Representatives and HR Managers will be running reports and will know who has/has not submitted their time card yet. They will be able to follow up with the supervisor and/or the employee.
If no time has been submitted after the electronic time card system is locked, paper time cards should be submitted to ensure the employee is paid appropriately.
All time cards must be approved before submission to Corporate Payroll Services. Departmental Payroll Representatives and HR Managers will be monitoring time card approvals and will send out reminders to both approvers and backups if the time cards have not been approved by Monday afternoon.
If time was submitted by the employee, but not approved by the approver, paper time cards should be submitted to ensure the employee is paid appropriately.
The supervisor is responsible for ensuring that time cards get approved. Each employee has both a supervisor and at least one back-up identified. If the supervisor is unable to approve the time card, the supervisor should be coordinating with his/her back-up to approve the time card. If, for some extenuating circumstance, both the supervisor and back-ups are unexpectedly unable to approve the time card, the Departmental Payroll Representative has the ability to assign another individual as back-up so that the time can be approved.
After you submit your time card and then realize that there was an error, the supervisor can send it back to you for edits as long as he/she has not yet approved the time card. If the supervisor gets the time card and notices the errors, he/she will send it back to you for edits as well. You will receive an email if a time card is returned.
Once the time card is approved by the supervisor, it is processed for handling by Corporate Payroll Services. Once a time card is submitted to Corporate Payroll Services, it cannot be changed. Payroll will process it as it was submitted and then you will need to work with the HR Manager or Department Payroll Representative to have the changes submitted manually through a Gross Adjustment Form.
Employees should report actual hours worked on the time card. If you report over 40 hours, you will receive overtime pay for any eligible hours. You will have the ability to record vacation and sick hours up to your daily and weekly work schedules.
As long as your transfer is processed in a timely fashion, you will be able to submit time for each of the departments for which you worked. Your new primary department will be responsible for approving all time. Corporate Payroll Services recommends submitting the time card prior to transfer and having the approver provide comments indicating the hours to be paid in the first department of the pay period are correct prior to the date of transfer.
Yes. You will be able to view old time reports back to the time they were created in the system.
Yes. You will receive an email notification when your supervisor approves your time for the pay period.
No. Pay periods are not opened simultaneously. Corporate Payroll Services has to close the current pay period in order to advance the biweekly time reporting system to the next pay period. Currently the new pay period opens on the first Tuesday of the pay period.
I know that I can't make changes through Duke@Work while Corporate Payroll Services is running a payroll. Can I enter time on my time report?
Once the time report is open for the pay period, you can submit time at any time until lock down, including during the time with the payroll is running.
No. You can only enter time in the pay period that is currently open. If you are being paid nonproductive hours, your supervisor can enter time for you during your absence.
Supervisors have the ability to enter nonproductive time for all employees. He/she can enter the time for you during that pay period.
Contact your department payroll representative about any questions/problems you have with biweekly electronic time reports. He or she will engage corporate resources as necessary.
Time off balances (vacation, sick, d-days) are available on electronic time cards, towards the bottom right side of the card. Balances are updated in conjunction with Corporate Payroll Services executing a payroll run. As a general rule, balances will be updated on a non-pay day Friday and indicate time that can be taken during the current pay period.
I am a new employee and will be approving time reports in the electronic time reporting system? Is training available?
Corporate Payroll Services has on-line training availalbe for new employees. Visit the Training page of this site and go to the "Additional Training" link.
Students and Duke Temporary Services employees can be placed in over-allocated positions. People in over-allocated positions can have the same SAP position number as another employee. Keep in mind that employees in the same position must have the same approvers when using the electronic time reporting system.
Yes, but the address needs to be changed as soon the permanent address is established. Use the Personal Data Change iForm to make the change. Or, ask the employee to logon to Duke@Work and make the change there.
Yes but the address should be changed as soon as the permanent local address is established. In addition, Corporate Payroll Services needs both the local address and the foreign address. The local address should be recorded on the Hire form, and the foreign address should be recorded on the Foreign National form.
The default cost center will be a departmental cost center. Grant codes cannot be used as the default code.
The SAP pay period for employees paid biweekly will be Period 17 of the 1-26 periods, and the pay period for employees paid monthly will be Period 8 of the 1-12 periods. You may reference the Duke University payroll schedule posted on the Corporate Payroll Website or the individual payroll schedule cards to determine the SAP pay period.
Overtime reports are accessed online through the SAP transaction ZH409. The online report allows you to sort the reports according to your preferences.
Vacation and sick leave reports can be accessed online through the SAP transaction ZHTIMEOFF for Company 10 departments.
Yes. The Gross Pay report is accessed online through the SAP transaction ZHGROSSPAY and shows all components of gross pay including premiums.