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Forms

The vast majority of payroll transactions for Duke University and Duke University Health System employees are performed using iForms. IForms is a web-based tool that allows transactional information to be submitted, work flowed for appropriate approvals, and automatically interfaced with the payroll system. IForms access is based upon employees' positions and it accessed by visiting Duke@Work. Please review the lists at the bottom of this page for guidance on the method for performing common payroll transactions.

Please contact Corporate Payroll Services for assistance with any of the paper forms listed below.

Employment

A checklist for new hires.

Available Formats

Checklist for Terminations

Available Formats

A checklist for employees transferring out of the department.

Available Formats

Use this form along with the Hire/Non-compensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.

Available Formats

Federal Employment Eligibility (Form I9) and State Employment Eligibility (E-Verify) is mandated for each new employee (both citizen and non-citizen) hired after November 6, 1986 and is authorized to work in the United States. These verification forms, along with the hire form and tax forms, are completed through the Duke@Work site. Information about I9s and E-Verify can be located at the I9 documentation page.

Available Formats

Terminated employees and former student employee or non-compensatory recipients should contact their former department to have their address updated. This is critical to ensure that IRS tax documentation is distributed appropriately. You may return the signed form to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not fax or email the completed form.

Available Formats

Time & Attendance

This checklist is designed to provide support for employees who are using the Time and Attendance system to ensure all processes have been completed prior to the pay period close.

Available Formats

This checklist is designed to provide approvers and editors who are using the Time and Attendance system a reference for all tasks required for a successful pay period close. This will help to ensure your employees are paid timely and accurately.

Available Formats

This form is used to add, change, or remove a Time and Attendance editor's or approver's access to Time and Attendance.

Available Formats

Use this form to submit changes for badge updates, FMLA dates for Time and Attendance, lunch period changes, new department/cost center updates, or prior period timecards.

Available Formats

Compensation

Use this form to issue awards and approved lump sum payments not related to hours worked to biweekly employees.

Available Formats

Complete this form to override biweekly time reports and to issue paid parental leave to biweekly employees.

Available Formats

This form is designated for internal use only. Complete this form to request and authorize pay premiums for eligible biweekly employees.

Available Formats

Use the Pay Exception Form to do a specific change in pay.

Available Formats

Active employees can access pay statements via the Duke@Work employee self-service portal. 

Inactive or former employees can use the Pay Statement Request Form to request duplicates.  

Available Formats

Time card used for primary time for non-exempt employees in the event that time card is not submitted properly in the applicable time card system.  x

Available Formats

Time card used for secondary time for non-exempt employees in the event that time card is not submitted properly in the applicable time card system.  

Available Formats

Please use this form to request a stop payment and reissue on checks that are lost or have not been received.   You must download the form to complete it.  

Available Formats

This form used for exempt employees to issue supplemental payments in addition to the base salary as directed by Corporate Payroll Services when the supplement iForm cannot be used. 

Available Formats

Non-compensatory Payments

Use the Cost Transfer Only form when moving payroll expenses from one cost object to another that cover a PAST period. This form cannot be used to make payroll changes for a future payroll period.

Available Formats

Agreement stating Duke has permission to deposit directly into bank account.

Available Formats

Use this form along with the Hire/Non-compensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.

Available Formats

For Non-compensatory Use Only. The current form used to establish new, or reinstate award payments. For University and Medical Center scholarship/fellowship recipients only.

Available Formats

For Non-compensatory Use Only. The current form used to change payments. For University and Medical Center scholarship/fellowship recipients only.

Available Formats

For Non-compensatory Use Only. Form designed for changes to data such as name changes, educational level, marital status, citizenship status, or home address changes. Some of these require documentation authorization before changes can be made in SAP.

Available Formats

Form used to request a program to be added to list of approved payments for noncomp recipients.

Available Formats

For Non-compensatory and Layoff Use Only. Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments.

Available Formats

Terminated employees and former student employee or non-compensatory recipients should contact their former department to have their address updated. This is critical to ensure that IRS tax documentation is distributed appropriately. You may return the signed form to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not fax or email the completed form.

Available Formats

Foreign National Employees/Students

Use this form if you are a nonresident alien individual who is receiving compensation for independent personal services performed in the United States, compensation for dependent personal services performed in the United States, or Non-compensatory scholarship or fellowship income and personal services income from the same withholding agent.

Available Formats

Use this form along with the Hire/Non-compensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information.

Available Formats

Complete Form NC-4 NRA, Nonresident Alien Employee's Withholding Allowance Certificate, so that your employer can withhold the correct amount of State income tax from your pay.

Available Formats

Form W-8BEN is to be used by foreign persons who are beneficial owners of an amount subject to U.S. withholding.

Available Formats

Tax

The NC-4 form is used by employers as documentation of the correct amount of state taxes to withhold from an employee's pay. Read the instructions prior to completing the form. Be aware that an "exempt" status expires on December 31 of each year. The employee must submit a new NC-4 to reclaim an "exempt" status.

Available Formats

Active employees can access W-2 forms from 2011-2021 via the Duke@Work employee self-service portal. Inactive or former employees replacing a lost or misplaced W-2 form for 2011 - 2021 should submit this form.  Inactive or former employees replacing a lost or misplaced 2022 or later W-2 should visit my.adp.com.  For more detailed information, visit Year End Tax Information. 

Available Formats

The W-4 form is used by employers as documentation of the correct amount of federal taxes to withhold from an employee's pay.

Available Formats

Form W-8BEN is to be used by foreign persons who are beneficial owners of an amount subject to U.S. withholding.

Available Formats

Additional Forms

Review a listing of Financial Transaction & Accounting forms.

Available Formats

You may complete the delivery log and fasten to your Corporate Payroll delivery instead of completing the log once you or your representative has arrived at the Corporate Payroll office front desk.

Available Formats

This form may be used to update the Departmental Payroll Contact and to establish a new organizational key.

Available Formats

The Duke Disability Checklist should be completed after Human Resources has notified the department that the employee has been approved for Duke Disability. This form should only be completed if the employee is not working any hours.

Available Formats

Form must be used to establish LOA leave periods and for Sabbatical and Research leaves that begin on or after September 1, 2009. This form should not be confused with the Human Resources' Leave of Absence Request Form.

Available Formats

Form must be used to establish LOA leave periods for employees transitioning to Long Term Disability. Complete and return the form to the Human Resources Disability Analyst. This form should not be confused with the Human Resources Leave of Absence Request Form.

Available Formats

Duke Human Resources

Additional Human Resources forms such as Health, Dental, and Vision Benefits, Disability, Educational Benefits, Health and Wellness Forms, Life Insurance, Reimbursement Accounts, Retirement, Same Sex Spousal Equivalency, and others can be found on the Human Resources website.

Available Formats

The Leave of Absence Request form is completed by the employee requesting a leave of absence and submitted to their departmental representative. This form is to be maintained in a confidential file in the employee's department and should not be submitted to Corporate Payroll.

Available Formats

Payroll/HR Use Only Forms

For Use by Corporate Payroll Services and Human Resources Staff only.

Available Formats

Corporate Payroll Electronic Form Chart

Please review the lists below for guidance on the method for performing common payroll transactions.

iForm

  • Hire ("Position" tab)
  • Termination ("Staff" tab)
  • Rate Change ("Staff" tab) 
  • Schedule Change ("Staff" tab) 
  • Positions Reclassification ("Staff" tab)
  • Transfer ("Position" tab) 
  • Cost Distribution Change ("Staff" tab) 
  • Manual Salary Cost Transfer ("Staff" tab) 
  • Personal Data Change ("Staff" tab) 
  • Supplemental Payment ("Staff" tab most often - but also see Paper Form list below)
  • Secondary Position 
  • Leave of Absence
  • All Non-Compensatory Transactions 

Paper Form

  • Supplemental Payment (Usage: Required to stop a payment, administrative faculty pay and parsonage allowance)
  • Gross Adjustment
  • Pay Exception
  • Sabbatical Leave