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Policies & Procedures
Corporate Payroll Services is responsible for designing, communicating, and enforcing various policies and procedures impacting the operational and transactional components of payroll.
Operational Policies and Procedures
Operational policies and procedures govern the business standards that all departments use when managing payroll issues in their department. These policies and procedures ensure that Corporate Payroll Services is consistent in handling interactions with our customer base. Current operational policies and procedures include the following:
- Corporate Payroll Services Interim Process Changes
- Graduate Student Payments/Reimbursements Policy
- Biweekly Time Records
- CAMC Supplemental Pay Policy (pdf)
- Duke Retroactive Pay Adjustments
- Mandatory Direct Deposit for Students
- Retroactive Pay Adjustments
- Salary Overpayment Collection Policy and Procedure
- Process for Monthly Pre-Approval of Exempt Employee Pay
- Instructions for Processing Benefits Deductions for Postdoctoral Scholars
- Submitting Payment File Loads for Monthly and Biweekly EEs to Corporate Payroll
Transactional Policies and Procedures
Transactional policies and procedures govern departmental transactions, impacting how employees are paid and the payroll information contained in the payroll system. Examples of these transactions include terminations, time report submissions, hires, rate and schedule changes, etc. These policies and procedures can be found in Duke's General Accounting Procedures on the Financial Services website.
Guidelines and Tools
Corporate Payroll Services communicates guidelines for performing various payroll transactions and accessing various information through broadcast communications using the Payroll Representative list serve and training classes.
- Approving and Entering Exempt Time Off on Your Mobile Device – Duke University and School of Medicine (pdf)
- Instructions for Running Reports – Electronic Time Reporting (pdf)
- Instructions for Changing/Adding Approvers and Back-up Approvers (pdf)
- Quick Link for Approving Electronic Time Cards
- Online Videos to assist with Educating New Employees and Approvers
- Address Guidelines for Entering Information into SAP
- Guidelines for Completing iForm Terminations (pdf)
- Overtime Report Memo
- ZH409 Overtime Report (pdf)
- Biweekly Gross Pay/Time Off Report (pdf)
- March 2022 - Important Payroll Reminders (pdf)
Leave of Absence iForm-Quick Reference Guides (QRG)
- Create Leave of Absence iForm - QRG
- Update Leave of Absence iForm - QRG
- Miscellaneous LOA Scenarios - QRG