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Frequently Asked Questions for Payroll Representatives

Adjustments To Time Off For Employee Status Changes

Vacation payout will display as VACXFER.  Discretionary holidays will display as DDAYXFER.  PTO payout will display as PTOXFER. 

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.

*

Your long-term bank will be forfeited.   

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.

Yes.  When you retire, accrued time off balances should be paid out in accordance with Duke policy.

The department that owns the eligible position the person is transferring from will be charged for the payout of time. 

 

Your rate of pay at the time you were in the eligible position will be used to calculate your 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. 

 

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. 

Corporate Payroll Services will pull time away from work balances from SAP. 

Payout Of Time Off For Nonexempt Retirees

Corporate Payroll Services will pull time away from work balances from SAP. 

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.

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.   

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. 

No – time reports with hours should not be submitted after the last working day. 

General

Duke Unique ID numbers can be found on the DukeHub for Duke students, on the back of name badges for employees, in the Time & Attendance system for Health System employees, and on the employee's Profile Summary accessed on the My Profile page of Duke@Work. 

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.

No. The reports you receive will have the gross pay information on them.

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.

Retroactive pay adjustments impose significant costs to the University and Health System in terms of money, employee relations, and administrative time. Therefore, the current policy states that retroactive pay adjustments are no longer permissible. However, there are occasionally compelling business reasons for permitting retroactive pay adjustments. These exceptions to policy will be handled on an individual basis, and will require the approval of one of the officers or designees. Based on the retroactive pay policy established by the Senior Leadership Team, these are the authorized approvers for each entity:

DUKE UNIVERSITY
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

Locate the nearest badge reader and use until the badge reader in your area is repaired.  Immediately report the badge reader down to the appropriate Help desk. 

Send employee to Duke Card Office for a replacement. The employee may need to submit a clocking request if they are unable to record a clocking due to a lost badge.

Duke Hospital departments should contact the API Resource Office at 919-681-2484. Other DUHS entities and University departments shoudl contact Corporate Payroll Services at 919-684-2642.

The employee's ID badge information may need to be updated in the Time & Attendance system. Each entity should consult their respective HR representatives for assistance. The employee may submit clocking if the pay period closing is imminent. If the pay period locks with no hours on the employee timecard, then the payroll representative will have to submit manual paper time care in order for the employee to be paid.

The time and attendance system is accessed through the Duke@Work portal. Log into work.duke.edu and enter you NetID and password. Once in the system, go to the My Time tab. At the bottom of the page, you will see a link to the Time and Attendance system.

Red check marks indicate a condition exists preventing the employee's information from processing. This condition must be corrected in order for the employee to be paid. Black check marks alert a condition whereby the employee may not be paid properly, however the employee is still paid.

Supervisors do not have the option to reject an employee's Time Card. They must contact a Time & Attendance Controller or Administrator to reject a time card.

Multiple beeps indicate your badge was facing the wrong way when you swiped your badge. When you swipe your badge correctly, the badge reader will beep once and record your time. To swipe your badge correctly, face the strip on your card - out - from the reader display

The problem could have two causes. First, the badge reader display should read ' Please swipe badge' before you swipe your badge. If the badge reader displays 'Network full', contact the DHTS Help Desk at 919-684-2243 and tell them the location and number (located on the display) of the badge reader. The Help Desk will contact a Technician to check the reader. Inform your Supervisor or Manager so they can record your time manually. All swipes taken before the reader indicated 'Network full' are saved. If the reader correctly recorded the time for a previous employee, the problem may be your badge. Contact the Medical Center Duke Card Office at 919-684-2273 to obtain a new badge or the Duke University Card Office at 919-684-5800. Submit clocking requests by logging into your time card through the website until the problem with you badge can be corrected. 

Both the badge reader and the telephone system store transactions until the network connection is restored. The stored data is then downloaded when the Network comes back online.  Please continue to swipe or call in your time during the system downtime.

The badge reader has not been 'polled' yet. The badge readers can store approximately 1,200 card swipes. The reader is periodically polled and the data downloaded to online database. Check it at a later time to view the polled data.

To re-enter data while you're in the system, press the * (star) key. This takes you back to the last prompt so you can re-enter your information.

Yes. After one employee completes their badging transaction, press the * (star) key until the system prompts you for an employee number, then the next employee number can be entered.

Both the badge reader and the telephone system store transactions until the network connection is restored. The stored data is then downloaded when the Network comes back online.  You are encourged to validate that swipes are captured by validating the clockings by viewing your time cards through the website. 
 

The system has not been 'polled' yet. The system is periodically polled and the data downloaded to the database. Check it at a later time to view the polled data.

Time & Attendance For Managers

Please view the payroll calendar for detailed information on lockdown and pay dates.
 

Controllers and Administrators have the ability to reject a time card report. The employee's information is still available for viewing but the employee is not paid from the system.

You may have a filter saved as a default. Once you clear the filter all employees display in the listing.

Supervisors may make edits on the Calendars, Clockings, Exceptions, and Employee Information screens without having to transmit as they switch from one edit screen to another. Transmit sends information for the current edit screen (for example just Calendars). Transmit All sends all edits from for all edit screens.

A supervisor lock prevents a supervisor from editing any employee within their listing. This is used at the end of the pay period to prevent supervisors from editing information when the payroll staff is attempting to close out the pay period. An individual lock prevents all supervisors from editing the employee. This may be used at any time during the pay period to prevent any changes to an employee's information.

Yes.  It is recommended that in most situations, it is appropriate for editors/approvers to address requests for calendars or clockings on a daily basis.

Clockings are collected from the badge readers, TimeCall, and QuickBadge continually. Shortly after the employee submits their time the entry is posted to the system.

No.  Editors will have a the ability to change the time card until the hard lockdown occurs.  If the time card has been approved, a message will display at the top of the card indicating the timecard is approve. Editing the time card will revert the card back to an unapproved status.  The card will need to be approved again for time to pass to payroll. 

Departments have two options to address when approvers/editors are going to be out of the office. The department can assign multiple approvers/editors to a department and develop a business process for handling absences or approver/editor rights can be forwarded.

Approval rights can be forwarded to any other Time & Attendance user. Forwarding rights will allow the receiving supervisor to see, edit and approve all timecards the forwarding approver has access to. Controller accounts have approvers attached to them and can also approve timecards.

Each entity has a designated HR person who submits new account requests. The following is the information needed in order to set up a new ReportXpress account:
  • 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

Please watch the online training video on how to complete secondary and DTS time cards.  The video is located under "Training" on the Corporate Payroll Services website. 

Secondary IForms

Press the Control key and then press the "P" key to print the Secondary iForm.

Please see the online training videos regarding secondary iForms under "Training" on the Corporate Payroll Services website. 

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. 

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. 

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.

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. 

Hiring Process

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.

SAP

Yes. However, the default code cannot be a WBS Element.

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.