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.
Time & Attendance
This form is used to add, change, or remove a Time and Attendance editor's or approver's access to Time and Attendance.
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.
Complete this form to override biweekly time reports and to issue paid parental leave to biweekly employees.
Use the Pay Exception Form to do a specific change in pay.
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
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.
Form used to request a program to be added to list of approved payments for noncomp recipients.
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.
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.
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.
Active employees can access W-2 forms from 2011- the current year 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 W-2 should visit my.adp.com. For more detailed information, visit Year End Tax Information.
The W-4 form is used by employers as documentation of the correct amount of federal taxes to withhold from an employee's pay.
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.
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.
Duke Human Resources
Payroll/HR Use Only Forms
Corporate Payroll Electronic Form Chart
- 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
- Supplemental Payment (Usage: Required to stop a payment, administrative faculty pay and parsonage allowance)
- Gross Adjustment
- Pay Exception
- Sabbatical Leave