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- Complete List of Payroll Related Training
Complete List of Payroll Related Training
Payroll Representatives
Offered in partnership with Human Resources, this training offers a comprehensive overview of the hiring process at Duke. The training walks participants through the process from the time a candidate is offered a position until they are on the payroll. Particular focus is given to the Hire iForm, back ground checks, and the E-Verify process. Discussions will focus on compliance requirements, Duke's transactional process, and best processes that have been implemented throughout the institution.
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Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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This session provides participants with a step-by-step guide for processing employee transfers. Focus will be given to the three most common types of transfers - a different position in the same department, between departments, and between payroll areas. Learn the responsibilities of each of the departments involved in the transfer and the methodology payroll uses to ensure accurate payments and deductions during the transition period.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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Foreign National Payment Process Overview This class will assist Department Payroll Representatives in understanding the complexities of working with Foreign National employees. Corporate Payroll Services will partner with other Duke departments to provide a comprehensive overview of a variety of different transactions that impact foreign national employees including hiring, acquiring social security numbers, and tax requirements.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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iForm Instructional Videos are designed to demonstrate how to complete a variety of HR/Payroll transactions through the iForms tab in Duke@Work. These online learnings also include key reminders and specific guidance on common scenarios found at Duke. Please note: Videos may be specific to non-exempt (biweekly) and exempt (monthly) staff based on the differences in how the iForm behaves for each type of employee. Additionally, Department Payroll Representatives, HR Managers, and others with iForms access will be required to watch the iForms video prior to attending classroom training supporting the video's content.
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- iForms Navigation
- iForms Overview
- iForms Master Data Overview
- Hire iForm Video
- Personal Data Change iForm
- Cost Distribution iForm
- Rate and Schedule Change iForm - Non-exempt Staff
- Rate and Schedule Change iForm - Exempt Staff
- Transfer iForm - Non-exempt Staff
- Transfer iForm - Exempt Staff
- Secondary Position iForm
- Supplemental Pay iForm
- Termination iForm - Non-exempt Staff
- Termination iForm - Exempt Staff
Recorded instructor-led training, quick reference documents, and video demonstrations of the Hire and Rate and Schedule iForms for School of Medicine and School of Nursing (SOM/SON) Faculty using the Appointment Model to reflect available calendar months for Duke activities.
Training includes:
- Appointment Model - Impact on iForms Slide Deck - Slide deck used for training sessions delivered in June 2022.
- Recording of Instructor-Led Training - June 15, 202
Target Audience
Issuing payments to exempt staff is easy - just set the salary and go, right? Wrong! While SAP allows salary to be set for monthly employees, there is often the need to make an exception to that salary amount or to issue additional payments for additional work performed. This session will focus on the nuances of issuing supplemental payments and completing pay exceptions for exempt staff. In this situationally based class, participants will focus on how to address some of the most common scenarios which result in changes to an exempt staff member's salary.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Target Audience
Duration
To Register
Related Materials
Effective July 1, 2024, Corporate Payroll Services is updating the Overpayment policy and collection process to support better the recapture of funds paid to employees and non-compensatory recipients in error. The training scheduled for June 2024 outlines these changes and provides business units an opportunity to ask questions. The detailed policy and process will be published on the policy and procedure page.
Training includes:
In preparation for the academic year, review the basics of college work study from how to process hire transactions to setting up appropriate funding codes. Class will focus exclusively on work study.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Recorded instructor-led payroll update focused on introducing a new multi-purpose iForm and changes to the offcycle payment process. The Powerpoint presentation can be used in conjunction with the recording.
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This interactive session is designed to assist Department Payroll Representatives, Business Managers, and HR Managers reconcile payroll expenses with department financial statements. Learn what reports are available both through SAP and by payroll request and how each ties to the financial statements. Participants will use case studies to explore how to effectively and efficiently handle reconciliations and what can happen if discrepancies are not addressed in a timely fashion.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
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Related Materials
Learn the proper way to process transactions to hire, pay, and terminate secondary employees. Class will focus exclusively on secondary positions.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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This update allows Corporate Payroll Services and Department Representatives the opportunity to discuss the payroll process across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are separated between University, School of Medicine, and DUHS.
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Non-compensatory
Duke students receiving payments for scholarships, fellowships, or educational enrichment programs during the summer along with Postdoctoral Scholars, receive payments through Duke's Non-compensatory Payment System. All transactions related is paying these recipients are controlled through Non-compensatory iForms. This on-demand video series demonstrates how to perform a variety of Non-comp iForms transactions. To create a truly interactive learning experience, learners are encouraged to watch a video, pause the video, then complete the steps viewed using a transaction in the production environment.
The online videos listed below can be accessed in Duke's Learning Management System (LMS) using the links below or by following the instructions in the related materials section. The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab.
Target Audience
Duration
To Register
- Non-compensatory iForms - Set up Award (8 minutes)
- Non-compensatory iForms - Change Award
- Non-compensatory iForms - End Award
- Non-compensatory iForms - Approving in the Universal Worklist
- Non-compensatory iForms - Set up New Award Post Docs
- Non-compensatory iForms - How to Check the Status and Filter
- Non-compensatory iForms - Creating a Personal Value List
- Non-compensatory iForms - Reports
Related Materials
This overview document includes information about issuing non-compensatory payments with Duke University. The document highlights some key components of Duke Non-compensatory Payment System as well as providing screenshots with instructions on how to complete all transactions, how transactions route for approval, and how to run reports. For those who would like watch a demonstration of these transactions, please view the Non-compensatory iForms – On-demand Video Series.
Target Audience
To Register
The personal value list (PVL) can be used by Non-compensatory iForms Initiators to customize the Program List when working with recipients. This document includes instructions for creating a Program PVL as well as adding and deleting programs once the list is created. For a demonstration of how to work with the Program PVL, please watch the Non-compensatory iForms - Creating a Personal Value List video available on-demand.
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Business Managers
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Time & Attendance Users
This guide is designed for managers to review with employees prior to and/or in conjunction with the launch of the time and attendance upgrade. The guide reviews what is changing and what is not changing as a result of the upgrade in terms of Duke Policies and business processes. Additionally, screen shots are provided of critical information important to employees. Finally, reminders focus employees on what they should do, how they should prepare, and where they can go to view online training videos.
Employees who have a Long-Term PTO (LTPTO) balance of two hours or more may request a Cash In payment for that time. Eligible employees should use the API Time and Attendance system to request a Cash In. These documents provide instructions for such requests, along with important information.
This quick reference provides information on Health System API Pay Codes.
To Register
Guidance is specific to DHIP entities. Should not be referenced if Quick Badge is not allowed by your business unit.
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This quick reference provides information on how to add a calendar request for PTO for a holiday.
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Time and Attendance approvers and editors may be responsible for editing employee time cards. This includes acting on calendar and clocking requests and working with employees to address exception messages. In smaller departments, often the time card approver is also responsible for editing time cards while in larger departments the role of editor and approver are filled by two different people. The online training modules listed below are required for editors and approver who have time card editing responsibilities. Additional training helpful to those editing time cards can be found in the Time and Attendance for Editors online learning series.
To request access or if you unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OITÂ depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time and Attendance approvers are responsible for validating and approving time cards. In some instances approvers are supported by editors. The online training modules listed below are required for all Time and Attendance approvers. Additional training helpful to time card approvers can be found in the Time and Attendance for Approvers online learning series.
Please note: If you are an approver who also has responsibility for editing time cards, you will need to complete the Required Time and Attendance Training for Time Card Editors
To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card editor.
Specific training is required for those new to editing time cards. This training will be for all new editors and for those time card approvers who are also responsible for editing time cards. Those with editing responsibility, MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are an employee. While not required, employees are STRONGLY ENCOURAGED to watch the online learning below and to review departmental policies regarding time reporting as part of the orientation process when they are hired or transfer into a department that uses the Time and Attendance System.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card approver. Please note, much of this online learning is geared towards approvers who are also responsible for editing time cards. For those Approvers who only approve, please watch the videos labeled specifically for approvers.
Specific training is required for new time card approvers. New approvers MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
Time Cards can also be approved using the Time and Attendance Mobile App. For more information, go to Approving Exempt Employees on Mobile Devices or Approving Non-exempt Employees on Mobile Devices.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Additional Options
Target Audience
To Register
The Electronic Time Reporting system through Duke@Work is the method by which non-exempt employees record the following hours to be paid:
- Primary position hours for employees' primary departments in Duke University and the School of Medicine where API Time and Attendance is not used.
- Secondary position hours for all secondary employees in Duke University, the School of Medicine, and Duke University Health System.
- All hours for Duke Temporary Service (DTS) employees in Duke University, the School of Medicine, and Duke University Health System.
The online training videos provide new employees with an opportunity to review and understand the tool prior to entering and submitting hours for payment. Employees should view the video that reflects the type of position they hold. Please contact your supervisor or department payroll representative if you have questions.
Target Audience
To Register
The Exempt Time-Off Tracking Tool provides Duke University exempt staff (Faculty are not included) with a standard method for tracking vacation, sick, and discretionary holidays. The tool is accessible via the Duke@Work self-service site. The training material below can be used by employees in departments to understand how to view, record, and submit their time reports effectively using the tool.
Target Audience
To Register
Target Audience
To Register
Certified Payroll Representative certification is designed for those individuals who are payroll representatives or backup payroll representatives and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community. Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
- Delegating additional work and responsibilities to the participant
- Supporting employee growth and development from certification
- Seeking newhires who have completed certification
Target Audience
To Register
Recorded instructor-led training, quick reference documents, and video demonstrations of the Hire and Rate and Schedule iForms for School of Medicine and School of Nursing (SOM/SON) Faculty using the Appointment Model to reflect available calendar months for Duke activities.
Training includes:
- Appointment Model - Impact on iForms Slide Deck - Slide deck used for training sessions delivered in June 2022.
- Recording of Instructor-Led Training - June 15, 202
Target Audience
Effective July 1, 2024, Corporate Payroll Services is updating the Overpayment policy and collection process to support better the recapture of funds paid to employees and non-compensatory recipients in error. The training scheduled for June 2024 outlines these changes and provides business units an opportunity to ask questions. The detailed policy and process will be published on the policy and procedure page.
Training includes:
Secondary positions are created when non-exempt (biweekly) employees work jobs in addition to their primary job at Duke. The online training videos provide step-by-step guidance on how to create and make changes to secondary positions in a variety of situations. Department payroll representatives and others who create iForms should view the videos to understand how to use the secondary position iForm.
Target Audience
To Register
- Creating a New Position - Duke University/School of Medicine Video
- Creating a New Position - Duke University Health System Video
- Creating a New Position - College Work Study Video
- Changing/Delimiting a Secondary Position - Duke University/School of Medicine Video
- Changing/Delimiting a Secondary Position - Duke University Health System Video