Training for 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.

This quick reference provides information for Approvers on how to approve a Non-exempt employee's time report using the Duke Mobile application.

Back to the Basics: Completing Gross Adjustments This interactive session is designed to educate Department Payroll Representatives of the most appropriate methods for completing gross adjustments for biweekly employees. The session will help participants understand the types of situations where gross adjustments should be used and how to complete the form to adjust hours, modify time away from work, and pay paid parental leave for eligible employees. Case study analysis will allow participants to practice learnings.

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.

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.

Beginning in August 2013, Duke University will be implementing an exempt time off tracking tool. This tool will provide Exempt Staff (Faculty are not included) with a standard method for tracking vacation, sick, and discretionary holidays. The tool will be accessible via the Duke@Work self-service site. The training material below can be used by HR/Payroll Representatives in departments to understand how to run reports effectively using the new tool.

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.

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.

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

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.

This session is designed to assist Non-compensatory iForms initiators in working with payments for Duke students and Postdoc Scholars receiving non-compensatory payments. Discussions will focus on how to determine if an individual should be classified as a non-compensatory recipient and how to process all iForm transactions impacting payments. Additionally the latest Duke and Federal policies governing non-compensatory payments will be reviewed and explained. Case studies are used to practice transaction application. Participants are encouraged to bring questions and situations to discuss in class. Participants are also encouraged to watch on-line videos demonstrating non-compensatory iForms transactions before attending class.

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: 

• Session recording from June 12, 2024 is available here.  
• The most current session slide deck is available here.

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.

This interactive class introduces new Department Payroll Representatives to the payroll process. Specific focus is given to payroll schedules, SAP structure, iForms interface with the payroll system, time reporting, issuing of payments, and available reports. Participants are encouraged to bring specific situations to discuss during class. Due to the volume of information, the class is broken into two sessions. Please look at the "Learning Assignments" tab to see the date and time of the second session. It is recommended that individuals new to processing payroll at Duke University/Duke University Health System attend this session prior to attending other payroll classes.

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.

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.  

Training includes: 

• Payroll Process Update - Enhancements Presentation - Recorded June 2022 - Length - 71 minutes 
  • PowerPoint Presentation 
  • Consolated FAQs Update Sessions 
• Multi-purpose iForm - Current Pay Period Submissions Quick Reference Guide
• Multi-purpose iForm - Offcycle Payment Submissions Quick Reference Guide 

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.

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.

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.