Duke

Accounts Receivable Customer Request Form

Gift Coversheet: Cash Template

Gift Coversheet: Check Template

Gift Coversheet: Credit Card Template

Gift Coversheet: Pledge Template

Anonymity Form

Gifts To Duke Payroll Deduction Authorization

Accounts Payable Check Request

Checklist for Payment to Foreign Vendors (Entities and Individuals)

Experimental Subject Payment Form

Duke University Certificate of Foreign Status

Assigned JV Number: Add New

Assigned JV Number: Change Existing

G/L Account Request Form

Cost Object Request Form

Agency Fund Application

8919, Uncollected Social Security and Medicare Tax on Wages

Compensation Agreement for Personnel Services (2009)

Independent Contractor Checklist (ICC)

Insurance Requirements for Independent Contractors

Outside Services Agreement (OSA)

Outside Services Agreement Insurance Exception Request Form

Research Support Services Agreement (Domestic): $10,001 to $100,000

Research Support Services Agreement (International): $10,001 to $100,000

Research Support Services Agreement (Domestic): > $100,000

Research Support Services Agreement (International): > $100,000

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

RSSA Rider B: Foreign Contract Additional Terms and Conditions

Research Support Services Agreement (Domestic): $10,001 to $100,000

Research Support Services Agreement (Domestic): > $100,000

Research Support Services Agreement (International): $10,001 to $100,000

Research Support Services Agreement (International): > $100,000

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

RSSA Rider B: Foreign Contract Additional Terms and Conditions

Scope of Work and Term Sheet

AP Invoice Copy Request

Agency Fund Checklist

Parent/Child Memorandum of Understanding Template

Imprest Cash Fund on Deposit - Add New

Imprest Cash Fund on Deposit - Change

Petty Cash or Change Fund - Add New

Petty Cash or Change Fund - Change

Petty Cash or Change Fund - Increase / Decrease

Request to Close Short-Term Cash Fund

Financial Transactions Reconciliation Log

Service Center Rate Calculation Form: Service Components

Service Center Rate Calculation Form: Shared Resources

Service Center Rate Calculation Form: Shared Resources Core Grants

...Additional Payroll Forms

...Additional Research Forms

...Additional Travel Forms

...Additional Corporate Card Forms

...Complete List of Financial Services Forms

Time and Attendance Request Form

Time and Attendance Permission Form

Employee Time & Attendance Checklist

Time & Attendance Approver & Editor Checklist

ActiveStaffer & EdTrack Access (Add/Remove) Request Form

Request Course in EdTrack - Unit Based

ActiveStaffer & EdTrack Access (Add/Remove) Request Form

Calculate Coverage Set Needs

Daily Maintenance Record Sheet

DukeShift Access Form

ACH Payment Request Form

Banking Supplies Order Form

Cash Fund Reconciliation Form

Department Deposit SpeedType Request

Department Deposit Slip: Department

Department Deposit Slip: Student

Domestic Wire Request Form

International Wire Request Form

Working Capital Loan Form

Request to Pay Bursar's Office Student Account Charges for a DU/DUHS Employee

Capital Project Request Form

Capital Project Financial Close Out

Working Capital Loan Form

Telephone Service Billing Change Request Form

Salary Setting Users Request

Bursar Duke Payroll Deduction Form

Canadian Tuition Fees and Education Amount Certificate - University Outside Canada

Department Deposit Slip: Department

Student Direct Deposit Authorization Form

TMS Budget Worksheet for First Year Undergraduates

TMS Budget Worksheet for Continuing Undergraduate Students

Request to Pay Bursar's Office Student Account Charges for a DU/DUHS Employee

Corporate Card Reinstatement Request related to Untimely Postings

Corporate Card Missing Receipt

Bank of America WORKS & Fleet Corporate Card Reinstatement

Department Corporate Card/WORKS Setup Form

Statement of Corporate Card Disputed Items

Petty Cash or Change Fund - Add New

Petty Cash or Change Fund - Change

Petty Cash or Change Fund - Increase / Decrease

Imprest Cash Fund on Deposit - Change

Imprest Cash Fund on Deposit - Add New

Interest on Overdraft Reversal/Adjustment Form

Long Term Pool (LTP) Participation Form

Request to Close Short-Term Cash Fund

Request to Establish a Short-Term Cash Fund

Cash Management Fund (CMF) Participation

Bankcard Merchant Request

DukePay Application

DukePay

Faculty Support - Current Gift or Pledge

Faculty Support - Planned Gift or Bequest by Living Donor

Post-Doctoral Fellow - Current Gift or Pledge

Post-Doctoral Fellow - Planned Gift or Bequest by Living Donor

Full Professorship Endowment - Current Gift or Pledge

Associate or Assistant Professorship Endowment - Current Gift or Pledge

Professorship of the Practice Endowment - Current Gift or Pledge

Visiting Professorship Endowment - Current Gift or Pledge

Any Level Professorship Endowment - Planned Gift or Bequest by Living Donor

University Professorship Endowment - Current Gift or Pledge

University Professorship Endowment - Planned Gift or Bequest by Living Donor

TDE Strategic Faculty Initiative Challenge Professorship - Current Gift or Pledge

Scholarship Endowment for Undergraduate Students - Current Gift or Pledge

Scholarship Endowment for Undergraduate Students - Planned Gift or Bequest by Living Donor

Scholarship Endowment for Athletics Students - Current Gift or Pledge

Scholarship Endowment for Athletics Students - Planned Gift or Bequest by Living Donor

Scholarship/Fellowship Endowment for Graduate Students - Current Gift or Pledge

Scholarship/Fellowship Endowment for Graduate Students - Planned Gift or Bequest by Living Donor

Access and Opportunity Challenge - Donor Template

Fuqua Excellence and Opportunity Challenge - Donor Template

Operational Endowment - Current Gift or Pledge

Operational Endowment - Planned Gift or Bequest by Living Donor

Director/Curator - Planned Gift or Bequest by Living Donor

Director/Curator - Current Gift or Pledge

Professorship Endowment - Amendment and Restatement

Financial Aid Endowment – Amendment and Restatement

Operational Endowment - Amendment and Restatement

Cost Distribution iForm

Termination iForm

Personal Data Change iForm

Hire iForm

Rate & Schedule Change iForm

Checklist for New Hires

Checklist of Transferring Employees

Terminated Employee/Student Address Change

Checklist for Terminations

Foreign National Form

I-9, Employment Eligibility Verification Form

Time and Attendance Request Form

Employee Time & Attendance Checklist

Time & Attendance Approver & Editor Checklist

Time and Attendance Permission Form

Faculty/Staff Pay Exception

Biweekly Supplement Card

Supplemental Payment Form

Biweekly Award/ Lump Sum Payment Form

Biweekly Gross Adjustment Form

Employee Wage Verification Form

Foreign National Form

Non-compensatory Program Request Form

Non-compensatory Payment - Add New

Non-compensatory Payment - Change

Non-compensatory Personal Data Change Form

Non-compensatory Termination Form

Terminated Employee/Student Address Change

Cost Transfers Only

Direct Deposit Authorization Agreement

Foreign National Form

NC-4 NRA Nonresident Alien Employee's Withholding Allowance Certificate

W-8BEN, Certificate of Foreign Status of Beneficial Owner
for United States Tax Withholding

8233, Exemption From Withholding on Compensation
for Personal Services of a Nonresident Alien Individual

W-2, Tax Document Request Form

W-4, Employee's Withholding Allowance Certificate

NC-4, Employee's Withholding Allowance Certificate

Duke Disability Checklist

Long Term Disability Leave of Absence Form

Leave of Absence Form

Delivery Log

...Financial Transaction & Accounting Forms

Human Resources Leave of Absence Request Form

...Additional Human Resources Forms

Internal Personal Data Change Form

Accounts Payable Check Request

AP Invoice Copy Request

Department Accounts Payable Representative Request Form

Individual Corporate Cardholder Application

Corporate Card Reinstatement Request related to Untimely Postings

Corporate Card Missing Receipt

Bank of America WORKS & Fleet Corporate Card Reinstatement

Department Corporate Card/WORKS Setup Form

Statement of Corporate Card Disputed Items

Checklist for Payment to Foreign Vendors (Entities and Individuals)

IRS Tax Exemption Letters - 501(c)(3)

W-9 for Associated Health Services, Inc.

W-9 for Duke University

W-9 for Duke University Health System, Inc.

W-9 for Duke University Hospital

W-9 for Duke Regional Hospital (formerly Durham Regional Hospital)

W-9 for Duke Raleigh Hospital

W-9 for Duke University Affiliated Physicians (DUAP)

W-9 for Duke Hospice

W-9 for Duke Home Health

W-9 for Duke Home Infusion

W-9 for Duke Integrative Medicine

Duke University Certificate of Foreign Status

8233, Exemption From Withholding on Compensation
for Personal Services of a Nonresident Alien Individual

Checklist for Payment to Foreign Vendors (Entities and Individuals)

Independent Contractor Checklist (ICC)

Outside Services Agreement (OSA)

Outside Services Agreement Insurance Exception Request Form

Vendor Registration Forms Package

Contractor Badge Request

Statement of Compliance

Research Support Services Agreement (Domestic): $10,001 to $100,000

Research Support Services Agreement (Domestic): > $100,000

Research Support Services Agreement (International): $10,001 to $100,000

Research Support Services Agreement (International): > $100,000

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

RSSA Rider B: Foreign Contract Additional Terms and Conditions

Research Support Services Agreement (Domestic): $10,001 to $100,000

Research Support Services Agreement (Domestic): > $100,000

Research Support Services Agreement (International): $10,001 to $100,000

Research Support Services Agreement (International): > $100,000

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

RSSA Rider B: Foreign Contract Additional Terms and Conditions

Scope of Work and Term Sheet

Floral Request Request Form

Interdepartmental Request & Invoice Form (IRI)

Laboratory Equipment Statement of Hazard Assessment

Purchase Requisition -

Sole Source Justification/Price Quote Selection Form

PERT Product & Equipment Request

Equipment Screening Certification Form ($5k-$19,999)

Equipment Screening Certification Form (Over $20,000)

Subrecipient vs. Contractor Determination

Request for Cost-Sharing

WBS Element Request for a Miscellaneous Code

WBS Element Request for Pre-award Spending

WBS Element Request in Advance of an Award

Checklist for Proposal Preparation

Checklist for Sponsor Guidelines

Confidential Disclosure Agreement: 1-way

Sponsored Research Agreement: Fixed Price

Mutual Non-Disclosure, Confidential Disclosure Agreement: 2-way

Sponsored Research Agreement

Request for Rebudgeting of Funds -- F&A Calculator

Equipment Screening Certification Form ($5k-$19,999)

Equipment Screening Certification Form (Over $20,000)

In-Kind Cost Sharing Report

NIH Salary Cap Worksheet

Obligations for Training Grants (302 WBS Elements)

Closeout Tasklist and Associated Materials

Shared Usage Agreement

Untimely Cost Transfer Justification - Payroll Retros

Independent Contractor Checklist (ICC)

Outside Services Agreement (OSA)

Grant Management Monthly Checklist

Subrecipient Progress Report

Cost Sharing Calculator

Tuition Remission Salary Worksheet

Checklist for Award Management

Export Assistance Request: Physical Exports (Goods)

Export Assistance Request: Technology

Request a Free Debarred Parties Screening

Project Technology Control Plan

Controlled Technologies Affidavit (Employee ITAR Exemption)

End User and Nontransfer Certification

Conflict of Interest Disclosure

Invention Disclosure Form

Laser Registration Form

Radioactive Materials Authorization Application

Institutional BioSafety Committee (IBC) Forms

Institutional Animal Care & Use Committee (IACUC) Forms

Research With Human Subjects Forms

Research Support Services Agreement (Domestic): $10,001 to $100,000

Research Support Services Agreement (Domestic): > $100,000

Research Support Services Agreement (International): $10,001 to $100,000

Research Support Services Agreement (International): > $100,000

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

RSSA Rider B: Foreign Contract Additional Terms and Conditions

Research Support Services Agreement (Domestic): $10,001 to $100,000

Research Support Services Agreement (Domestic): > $100,000

Research Support Services Agreement (International): $10,001 to $100,000

Research Support Services Agreement (International): > $100,000

RSSA Rider A: Scope of Services, Deliverables & Payment Schedule

RSSA Rider B: Foreign Contract Additional Terms and Conditions

Scope of Work and Term Sheet

Accounts Receivable Customer Request Form

Request to Provide Continuing Education/New Course Application

Instructor Petition to Waive Continuing Education Requirements

Advanced Grant Management Application Form

Petition to Waive RCC Continuing Education Requirements

Request for RCC Certification Credit

Research Administration Academy Application

Research Administration Academy Test-Out Application

CRA Study Group Application

Federal Contracting Certificate (FCC) Application Form

Agency Fund Checklist

ECRT Quarterly Checklist

Parent/Child Memorandum of Understanding Template

Templates for Grant Manager Communications

Estimated Balance Calculator

No-Cost Extension (NCE)

International SOS Card

Request For Certificate Of Insurance

Sports Camps Audit & Premium Report

Insurance Requirements for Independent Contractors

Insurance Identification Card

Insurance Identification Card - Rental Vehicles

Outside Services Agreement Insurance Exception Request Form

Checklist for Payment to Foreign Vendors (Entities and Individuals)

General Contractor – Sales Tax Paid Details Form

Purchaser – Sales Tax Paid Details Form

W-9 for Duke University

W-2, Tax Document Request Form

IRS Tax Exemption Letters - 501(c)(3)

Sample IRS W-2, Wage and Tax Statement

W-4, Employee's Withholding Allowance Certificate

NC-4, Employee's Withholding Allowance Certificate

W-8BEN, Certificate of Foreign Status of Beneficial Owner
for United States Tax Withholding

W-8ECI, Certificate of Foreign Person's Claim That Income...

W-8EXP, Certificate of Foreign...US Tax Witholding

W-8IMY, Certificate of Foreign...US Tax Witholding

W-9 for Duke University Health System, Inc.

W-9 for Duke University Hospital

W-9 for Duke Regional Hospital (formerly Durham Regional Hospital)

W-9 for Duke Raleigh Hospital

W-9 for Duke University Affiliated Physicians (DUAP)

W-9 for Duke Hospice

W-9 for Duke Home Health

W-9 for Duke Home Infusion

W-9 for Duke Integrative Medicine

8919, Uncollected Social Security and Medicare Tax on Wages

W-9 for Associated Health Services, Inc.

Bank of America WORKS & Fleet Corporate Card Reinstatement

Corporate Card Reinstatement Request related to Untimely Postings

Lost Receipt Form for Reimbursements

Miscellaneous Reimbursement Form

Group Travel Schedule

Travel Expense Form

Travel Advance Form

International SOS Card

Travel Expense Receipt Log

Mileage Log

This form should be used to request Accounts Receivable customers be added, changed or deleted, by departments using the Accounts Receivable module within SAP. Completed and approved requests will be processed by the Corporate Accounts Receivable department within three business days of receipt.    (Last Modified: 07/02/12)

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)

When you have multiple forms of payments to deposit, i.e. cash, checks, and/or credit cards, please separate them by payment type. For any deposits that do not include back-up documentation, please complete the appropriate Gift Transmittal Form.    (Last Modified: 01/09/14)

"Anonymous" means different things to different people. In order to make sure that donors' wishes are understood, please use this form to define and document expectations regarding anonymity at Duke. Submit a copy of this form to ADR and to Donor Relations.    (Last Modified: 09/07/17)

Duke employees are eligible to make charitable contributions to Duke via payroll deduction. The deductions occur monthly or bi-weekly depending on your payroll status. You may choose any amount of deduction (not less than $5.00 per deduction). You may add, delete, or modify a payroll deduction by logging on to Duke@WORK under MyPay. Complete instructions on managing your deductions may be found below.

Note: Alumni & Development Records will send you a consolidated deductions acknowledgment at the end of the year to assist with your tax filing.    (Last Modified: 01/28/16)

This form is used for the purchases of services. For further clarification on how to use this form, please review the AP Check Request online video tutorial.    (Last Modified: 02/29/12)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

This form should be used to pay Experimental Subjects.    (Last Modified: 05/14/14)

This form is used for non-resident alien payments of other than substantiated expenses. Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 12/01/10)

Request an Assigned JV number for your department. An Assigned JV number by design belongs to a department, not the contact person.    (Last Modified: 05/30/08)

Request an Assigned JV number for your department. An Assigned JV number by design belongs to a department, not the contact person. If the contact person associated with an Assigned JV number changes, a request to update the Assigned JV list is submitted.    (Last Modified: 05/30/08)

This form is used to request the setup of a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire Duke System.    (Last Modified: 05/06/15)

This form is used to request the setup of a Duke University cost object. When trying to determine the first three digits of your cost object, please refer to the Accounting Code Overview.    (Last Modified: 05/02/17)

To request an Agency Fund, an Agency Fund Application form and a Cost Object Request form should be completed and signed by the person responsible for the agency fund, the sponsoring department designee and “The Approver.” Requests for Agency Fund accounts can originate only from a department or school of Duke University. Both forms should be emailed to Accounting Systems Administration (ASA) for review, approval and setup. If the organization that will use the agency fund has tax-exempt status (not usual) please include a copy of the tax determination letter with the application forms. ASA will assign the cost object and communicate it to the responsible party and the sponsoring department.    (Last Modified: 10/02/15)

Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.    (Last Modified: 2009)

This agreement is required to reimburse entities of Duke University (DU) and Duke University Health System (DUHS) for professional services rendered by either partys primary appointed personnel.    (Last Modified: 06/11/08)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 07/29/15)

Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.    (Last Modified: 09/13/04)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 06/21/18)

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)

The Term Sheet for Purchased Services should be utilized when purchasing services on sponsored and non-sponsored funds which cost between $2,500 to $10,000. This form is an easy to complete fillable PDF that documents the high level details of the Scope of Work, Invoicing Method, and Period of Performance with the given vendor. This is a document internal to Duke University and should not be sent to an outside organization or vendor.    (Last Modified: 10/21/16)

This form is used when you are requesting a copy of an accounts payable invoice.    (Last Modified: 05/17/04)

Agency Funds represent funds in which Duke University has no proprietary or financial interest. Requests for Agency Fund accounts can originate only from a department or school of Duke University. See GAP 200.500, Agency Funds for additional information and details on how and when this checklist should be used.    (Last Modified: 07/18/17)

A template that is intended as guidance for units wishing to clarify additional and/or special circumstances relating to the management of a sponsored project where an internal “parent/child” relationship is being established to facilitate project management. Please refer to GAP 200.190 and the Parent/Child MOU PDF Guide for additional details.    (Last Modified: 09/25/14)

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)

Establishment of a Petty Cash or Change Fund    (Last Modified: 04/26/13)

This form is used when you are requesting a change in the fiduciary, custodian or location of your Petty Cash Fund or Change Fund.    (Last Modified: 10/20/11)

This form is used to request an increase or decrease in funds of your Petty Cash Fund or Change Fund.    (Last Modified: 04/26/13)

Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.    (Last Modified: 09/27/05)

This monthly log is used to document the review of reconciliation of financial transactions.    (Last Modified: 06/21/04)

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 04/19/16)

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 04/19/16)

This form will assist in the calculation of the appropriate service center rate for your department.    (Last Modified: 09/13/05)

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.    (Last Modified: 05/02/18)

This form is used to add, change, or remove a Time and Attendance editor's or approver's access to Time and Attendance.    (Last Modified: 05/02/18)

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.    (Last Modified: 10/11/12)

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.    (Last Modified: 10/11/12)

Add and/or remove access to both ActiveStaff and EdTrack. Email completed account form to apiresourcegroupmc.duke.edu.    (Last Modified: 11/18/05)

Please complete the Course Configuration form below at least 2 weeks before the date of the course for all unit based classes.    (Last Modified: 09/07/07)

Add and/or remove access to both ActiveStaff and EdTrack. Email completed account form to apiresourcegroupmc.duke.edu.    (Last Modified: 11/18/05)

Use the Coverage Set spreadsheet to determine how to complete your staffing template in ActiveStaffer. For each hour of the day, enter in the number of people will be working, as well as the total hours worked. Look in the column that matches your coverage set to see how many employees you need for each coverage period.    (Last Modified: 11/18/05)

ActiveStaffer Daily Maintenance Record Sheet.    (Last Modified: 02/20/07)

Create or remove a Bid4Health/DukeShift account. Managers: Completing a DukeShift account form means that you agree to monitor the employee's time in API as well as to monitor their overall workstretch on the API Schedule. You also agree to enter the employee's schedule in API so that schedulers can appropriately determine if a shift is suitable to be awarded to your staff member. It also indicates that you certify the employee is competent to work in the care types you indicate, is not under disciplinary action and is a good candidate for DukeShift. Email completed account form to apiresourcegroupmc.duke.edu.    (Last Modified: 02/24/15)

Must be completed and be submitted with the corresponding Account Payable Check Request or Purchase Requisition form for payment processing. ACH payments require a minimum of 24 hours for settlement. Requests received by 10 a.m. each business day will be processed that day but will not be effective until the next business day.    (Last Modified: 06/11/18)

Use this for to order banking supplies (deposit tickets, bank bags, etc.).    (Last Modified: 11/17/10)

Department Cashiering Cash Fund Reconciliation Form    (Last Modified: 07/19/05)

To request a speed type, complete the SpeedType Request form and fax to the Bursar's Office.    (Last Modified: 08/10/12)

This deposit form is used by University departments to deposit money to general ledger accounts.    (Last Modified: 05/12/03)

This deposit form used by University departments to deposit money directly to student accounts.    (Last Modified: 05/09/03)

Must be completed and be submitted with the corresponding Account Payable Check Request or Purchase Requisition form for payment processing. Wire requests received by 10 a.m. will be processed that day. Domestic wires are effective on the same day they are processed.    (Last Modified: 06/11/18)

Must be completed and be submitted with the corresponding Account Payable Check Request or Purchase Requisition form for payment processing. Wire requests received by 10 a.m. will be processed that day. International wires require a minimum of 48 hours for settlement.    (Last Modified: 06/09/08)

If your department would like to request a loan equal to or less than $2.5 million from the University, please fill out this form with all required information. Forward the completed form to the Treasury Operations office for review and it will be circulated for the appropriate approvals.    (Last Modified: 08/27/08)

Departments should use this form if they wish to pay the Duke University Bursar's Office student account charges for an individual designated as an employee of the University.    (Last Modified: 09/30/11)

This form is used to request the set up of a new Project to be used for capital and noncapital construction and maintenance projects.    (Last Modified: 04/15/11)

Used for Closing Out Capital Projects    (Last Modified: 09/12/12)

If your department would like to request a loan equal to or less than $2.5 million from the University, please fill out this form with all required information. Forward the completed form to the Treasury Operations office for review and it will be circulated for the appropriate approvals.    (Last Modified: 08/27/08)

This form is for changes to land lines only. For changes with all cell phones and pagers, please contact the Office of Information Technology.    (Last Modified: 12/17/10)

The initial setup of Salary Setting users involves each school, department or unit should complete the Salary Setting user spreadsheet Excel Template and forward to their cognizant Management Center for review and approval.

To request a Duke payroll deduction, complete the Payroll Deduction Form. For monthly payroll employees, all requests submitted by the 20th of the month will have the first deduction taken on the 25th of the following month. For bi-weekly paid employees, the deduction will be taken on the next paycheck three weeks after the form is submitted.    (Last Modified: 03/26/07)

This form is used to certify eligibility for the tuition and education amounts of a student attending a university outside Canada, and to show the maximum tuition and education amounts a student can transfer to a designated individual.

This deposit form is used by University departments to deposit money to general ledger accounts.    (Last Modified: 05/12/03)

If you wish to establish direct deposit for your refunds, please visit the Forms & Requests tab in DukeHub to add or manage your direct deposit information.    (Last Modified: 10/12/16)

Tuition Management Systems Budget worksheet for first year undergraduate students. This worksheet will help the student budget their monthly tuition balances.    (Last Modified: 05/25/18)

Tuition Management Systems Budget worksheet for continuing undergraduate students. This worksheet will help the student budget their monthly tuition balances.    (Last Modified: 05/25/18)

Departments should use this form if they wish to pay the Duke University Bursar's Office student account charges for an individual designated as an employee of the University.    (Last Modified: 09/30/11)

This form should be used to reinstate a card after suspension related to untimely postings.    (Last Modified: 03/01/18)

This form should be used to document Corporate Expenses when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.    (Last Modified: 12/29/05)

This form should be used to reinstate a card after suspension.    (Last Modified: 10/19/16)

This form should be submitted with new card applications    (Last Modified: 04/21/17)

This form should be used to dispute an unauthorized or unrecognized charge appearing on your Corporate Card account. Transactions that are more than 60 days old are not eligible for dispute.    (Last Modified: 06/12/09)

Establishment of a Petty Cash or Change Fund    (Last Modified: 04/26/13)

This form is used when you are requesting a change in the fiduciary, custodian or location of your Petty Cash Fund or Change Fund.    (Last Modified: 10/20/11)

This form is used to request an increase or decrease in funds of your Petty Cash Fund or Change Fund.    (Last Modified: 04/26/13)

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.    (Last Modified: 01/05/05)

Please read Interest on Overdraft: Calculation and Rate of Interest for more information on this form.    (Last Modified: 05/08/17)

Please read the Long Term Pool (LTP) Policy for more information on this form.    (Last Modified: 04/07/08)

Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.    (Last Modified: 09/27/05)

Distribution of University funds to research subjects should be made via check using the Experimental Subject Payment Form. However, in some cases, it may be appropriate to compensate/reimburse research subjects in cash. This is allowed only for specific studies and require this form.    (Last Modified: 04/26/13)

Please read the Cash Management Fund (CMF) Policy for more information on this form.    (Last Modified: 01/01/09)

Complete this form to be approved to accept credit card payments via a credit card terminal, computer, or the Web. After approval by a Dean or business manager, submit the form via fax to E-Commerce at (919) 684-8536.    (Last Modified: 08/16/07)

Submit your DukePay application online! You must have a valid DukeNet ID to access.

Submit a "trouble" ticket to report a suspected Duke e-Commerce credit card security problem. Be sure to reference your department name to ensure proper handling.

Endowment agreement template.    (Last Modified: 04/02/18)

Endowment agreement template.    (Last Modified: 04/02/18)

Endowment agreement template.    (Last Modified: 04/12/18)

Endowment agreement template.    (Last Modified: 04/12/18)

Endowment agreement template.    (Last Modified: 04/30/18)

Endowment agreement template.    (Last Modified: 04/30/18)

Endowment agreement template.    (Last Modified: 04/03/18)

Endowment agreement template.    (Last Modified: 04/02/18)

Endowment agreement template.    (Last Modified: 05/23/18)

Endowment agreement template.    (Last Modified: 05/23/18)

Endowment agreement template.    (Last Modified: 04/02/18)

Endowment agreement template.    (Last Modified: 10/29/14)

Endowment agreement template.    (Last Modified: 04/03/18)

Endowment agreement template.    (Last Modified: 04/03/18)

Endowment agreement template.    (Last Modified: 04/03/18)

Endowment agreement template.    (Last Modified: 04/30/18)

Endowment agreement template.    (Last Modified: 03/30/18)

Endowment agreement template.    (Last Modified: 04/03/18)

Endowment donor template.    (Last Modified: 11/03/15)

Endowment agreement template.    (Last Modified: 02/08/16)

Endowment agreement template.    (Last Modified: 04/18/18)

Endowment agreement template.    (Last Modified: 04/18/18)

Endowment agreement template.    (Last Modified: 04/02/18)

Endowment agreement template.    (Last Modified: 04/02/18)

Endowment agreement template.    (Last Modified: 04/18/18)

Endowment agreement template.    (Last Modified: 04/18/18)

Endowment agreement template.    (Last Modified: 04/18/18)

Use the Cost Distribution Form for recording information when the employee is transferring from one department to another or for changes in the employee's funding source. The period covered by this form must include a current or future period and can also include a retroactive period. If you are moving a payroll expense that covers only a past period (no current of future change is involved), use the Cost Transfer Only form.

Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments.

The personal data change form is used by managers to update employee demographic data such as names, addresses, and date of birth.

Form used to supply all information in regards to a newly hired employee.

The Rate and Schedule Change iForm is used to change the work schedule or pay rate of an employee including Clinical Ladder changes. In addition this form can be used to change the employee subgroup for biweekly employees.

A checklist for new hires.    (Last Modified: 11/13/07)

A checklist for employees transferring out of the department.    (Last Modified: 08/20/13)

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.    (Last Modified: 02/03/15)

Checklist for Terminations    (Last Modified: 08/20/13)

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.    (Last Modified: 07/29/15)

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.    (Last Modified: 08/30/12)

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.    (Last Modified: 05/02/18)

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.    (Last Modified: 10/11/12)

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.    (Last Modified: 10/11/12)

This form is used to add, change, or remove a Time and Attendance editor's or approver's access to Time and Attendance.    (Last Modified: 05/02/18)

Use the Pay Exception Form to do a specific change in pay.    (Last Modified: 06/30/16)

This form is designated for internal use only. Complete this form to request and authorize pay premiums for eligible biweekly employees.    (Last Modified: 12/09/14)

This form used for exempt employees to issue supplemental payments in addition to the base salary. This form should be used for EXEMPT employees only.    (Last Modified: 03/26/15)

Use this form to issue awards and approved lump sum payments not related to hours worked to biweekly employees.    (Last Modified: 08/02/18)

Complete this form to override biweekly time reports and to issue paid parental leave to biweekly employees.    (Last Modified: 05/04/17)

To request a wage verification, employees must complete the Employee Wage Verification Form drop it off at Corporate Payroll or mail the request form to Corporate Payroll Services, Box 90484, Durham, NC, 27708-0484. Allow up to three business days to process the request. Once completed, the verification can be picked up by the employee (showing picture ID) or can be mailed to the address listed on the form.    (Last Modified: 02/08/11)

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.    (Last Modified: 07/29/15)

Form used to request a program to be added to list of approved payments for noncomp recipients.    (Last Modified: 05/22/18)

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.    (Last Modified: 08/29/13)

For Non-compensatory Use Only. The current form used to change payments. For University and Medical Center scholarship/fellowship recipients only.    (Last Modified: 08/29/13)

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.    (Last Modified: 03/09/11)

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.    (Last Modified: 02/19/07)

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.    (Last Modified: 02/03/15)

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.    (Last Modified: 06/12/12)

Agreement stating Duke has permission to deposit directly into bank account.    (Last Modified: 05/04/12)

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.    (Last Modified: 07/29/15)

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.    (Last Modified: 12/01/14)

Form W-8BEN is to be used by foreign persons who are beneficial owners of an amount subject to U.S. withholding.    (Last Modified: 02/06)

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.    (Last Modified: 12/01)

All active employees can access W-2 forms from 2011-Current via the online portal. Inactive or former employees and current employees requiring a replacement of a lost or misplaced W-2 form prior to 2011 should submit this form.    (Last Modified: 01/30/18)

The W-4 form is used by employers as documentation of the correct amount of federal taxes to withhold from an employee's pay.    (Last Modified: 2009)

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.    (Last Modified: 2013)

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.    (Last Modified: 01/25/15)

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.    (Last Modified: 04/05/18)

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.    (Last Modified: 03/25/15)

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.    (Last Modified: 09/24/13)

Review a listing of Financial Transaction & Accounting forms.

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.

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.

For Use by Corporate Payroll Services and Human Resources Staff only.    (Last Modified: 03/09/11)

This form is used for the purchases of services. For further clarification on how to use this form, please review the AP Check Request online video tutorial.    (Last Modified: 02/29/12)

This form is used when you are requesting a copy of an accounts payable invoice.    (Last Modified: 05/17/04)

This form may be used to Add the Accounts Payable Representative for your department.    (Last Modified: 12/17/10)

This form should be used for a individual requesting a Corporate Card.    (Last Modified: 04/21/17)

This form should be used to reinstate a card after suspension related to untimely postings.    (Last Modified: 03/01/18)

This form should be used to document Corporate Expenses when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.    (Last Modified: 12/29/05)

This form should be used to reinstate a card after suspension.    (Last Modified: 10/19/16)

This form should be submitted with new card applications    (Last Modified: 04/21/17)

This form should be used to dispute an unauthorized or unrecognized charge appearing on your Corporate Card account. Transactions that are more than 60 days old are not eligible for dispute.    (Last Modified: 06/12/09)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

IRS Tax Exemption Letters - 501(c)(3) for Duke University and Duke University Health System, Inc.

(a.k.a. Davis Ambulatory Surgical Center)
IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 06/22/13)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

This form is used for non-resident alien payments of other than substantiated expenses. Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 12/01/10)

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.    (Last Modified: 12/01)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 07/29/15)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 06/21/18)

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)

Package including Letter from Accounts Payable, Statement of Compliance, W-9, Vendor Information Form    (Last Modified: 03/09/18)

This form is used to receive a valid Vendor Duke ID Badge.    (Last Modified: 08/02/10)

Duke Health has implemented a compliance program for a number of purposes, including, but not limited to, ensuring that the provision of, and billing for, care at Duke Health is in compliance with applicable federal and state laws and Duke Health operations are conducted in accordance with applicable laws and regulations. Please review and acknowledge.    (Last Modified: 01/16/18)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)

The Term Sheet for Purchased Services should be utilized when purchasing services on sponsored and non-sponsored funds which cost between $2,500 to $10,000. This form is an easy to complete fillable PDF that documents the high level details of the Scope of Work, Invoicing Method, and Period of Performance with the given vendor. This is a document internal to Duke University and should not be sent to an outside organization or vendor.    (Last Modified: 10/21/16)

For hospitalized employees and in the event of the death of an employee or member of the employee's immediate family, the department designee should complete a Floral Request Form and contact the approved florist.    (Last Modified: 02/01/17)

The IRI form is used to order supplies or services from another department. The form is used both as a request form and as a priced invoice. Some service areas have their own form so that they can get additional information needed (for example, Duke Publications Group). The IRI you download will have a space for the number. You should assign a number for tracking purposes. IRI transactions show on financial reports with a "JV" reference. The number will be referenced in the description field.

UPDATE: Effective 2/12/18, employees will no longer be allowed to present paper IRI forms at Duke Stores or on-campus Dining locations, with the exception of the approved categories noted on the IRI form. The payment alternatives available to employees at Duke Stores and on-campus Dining when purchases should be charged to their departmental code include p-cards, personal funds (submit for reimbursement), or the new Internal Charge account on the DukeCard. The Internal Charge account is assigned in the SAP security role for an employee's position when authorized by the department. The default code associated with the position will be charged automatically. For more information on the Internal Charge account, see the FAQ document below.    (Last Modified: 04/13/18)

The Biological Safety Division addresses employee safety, training, policies, and other concerns regarding occupational exposure to biological agents. This is accomplished through the development and implementation of policies and procedures that are intended to provide guidance for worker safety when handling biological agents. These policies are based on the applicable regulatory requirements or current safety guidelines. Laboratory equipment that needs an evaluation includes, but is not limited to the following: refrigerators, freezers, centrifuges, incubators, chemical fume hoods, biological safety cabinets and other items potentially contaminated with hazardous materials. All laboratory equipment must be free of hazardous materials (e.g. biological, chemical, radiological) prior to equipment maintenance, transport to Duke Surplus or other destinations.    (Last Modified: 05/03/12)

The Purchase Requisition is used to initiate a purchase order for supplies or services from a vendor. The paper Purchase Requisition should ONLY be used in rare occasions when an electronic requisitions are NOT appropriate (examples: leases, standing purchase orders for DUHS). Types of electronic requisitions are buy@duke for University and SoM/SoN departments and SAP e-reqs for DUHS departments. The Purchase Requisition template you download will have a space for a tracking number. You should assign a number for tracking purposes. You can assign a random number or use your initials and date (ABC5432). This tracking number is essential if you need to inquire about your requisition.    (Last Modified: 10/14/16)

The Sole Source Justification/Price Quote Selection Form should be utilized when an explanation as to the unique nature of the purchase of a good or service from a vendor on sponsored funds is necessary.    (Last Modified: 06/29/18)

Fill out form on line and email to productrequest@duke.edu. Once the completed product request has been received, you will receive automatic notices as your request progresses through the PERT process. All product requests for trial or purchase must be approved by Duke Medicine's Product and Equipment Review Team (PERT) prior to bringing the product into the hospital.    (Last Modified: 07/22/09)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form for purchases at least $5000, but not more than $19,999. The screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.

This form should also be submitted when submitting items to surplus valued up to $20,000.    (Last Modified: 08/02/10)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form if equipment is $20,000 and over.

This form should also be used when submitting items to surplus valued over $20,000.

If purchasing, the screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.
If surplusing, form should be sent as form indicates.    (Last Modified: 02/20/14)

Under the obligations of the Uniform Guidance (2 CFR Part § 200.330) and UGC 11.0, Subrecipient v. Contractor, Duke and departments must clearly identify the functions to be performed by either a subrecipient and/or a contractor at time of proposal submission. Use this checklist to determine whether a contractor or subrecipient relationship exists.    (Last Modified: 08/26/15)

This is a required form if a proposal includes cost sharing or matching funds from the University. It documents who has committed to provide the funds at the time of proposal submission.

Use this form to request an account code for external funds that require no financial reporting and are received through mechanisms other than the standard proposal and award process.    (Last Modified: 09/18/17)

Use this form if you wish to begin incurring expenses on a sponsored project prior to the start date of the award. Depending on the sponsor, this request may only require ORS* approval or it may require approval from the sponsor.

Use this form to request an account code if a PI has been told of a pending award but has not received the official Notice of Award. The start-up stage of a project can be facilitated if a code is in place on the start date of the project.

This checklist creates a list of the forms and documents required to submit a proposal, who is responsible for completing them, and when. Feel free to modify the form to meet your needs.

This checklist is used first in proposal preparation. It assists in finding and documenting all the requirements found in a sponsor's RFP, RFA, or Guidelines. Feel free to modify the form to meet your needs.

The standard Duke University 1-way Confidential Disclosure Agreement may be shared with potential sponsors and collaborators. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.

The standard Duke University Fixed-Price Sponsored Research Agreement may be shared with potential sponsors. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.

The standard Duke University Mutual Non-Disclosure Agreement may be shared with potential sponsors and collaborators. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.

The standard Duke University Sponsored Research Agreement may be shared with potential sponsors. Please copy the ORS* Grants, Contracts and Compliance staff when emailing this agreement to a sponsor.

This form is meant to be used with the eRA@Duke system and is used to calculate the F&A when moving direct costs subject to different F&A rates.    (Last Modified: 10/01/13)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form for purchases at least $5000, but not more than $19,999. The screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.

This form should also be submitted when submitting items to surplus valued up to $20,000.    (Last Modified: 08/02/10)

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series (WBS Elements) 30x through 34x, 20x through 24x and any 35x, 38x, 25x, or 28x 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form if equipment is $20,000 and over.

This form should also be used when submitting items to surplus valued over $20,000.

If purchasing, the screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.
If surplusing, form should be sent as form indicates.    (Last Modified: 02/20/14)

The Principal Investigator is responsible for accumulating the data necessary to provide proof of any cost sharing which is received in-kind. The report should include the value of in-kind contributions. These reports should be prepared each month and sent to the Office of Sponsored Programs for inclusion in the financial reports and billings.    (Last Modified: 06/20/03)

This is a macro-enabled spreadsheet that will assist in the calculation of salary to be cost shared because it exceeds the NIH cap. The spreadsheet is able to calculate a variety of appointments (12-month appointment, 9-month appointment, and summer supplement) across multiple projects.    (Last Modified: 04/11/18)

For NIH NRSA Training Grants, complete this worksheet indicating any training expenses that will be paid to individuals after the current budget period end date. These expenses will be reported as obligations in the FFR. This worksheet must be submitted with required closeout documentation.    (Last Modified: 10/19/16)

To support the timely and accurate closeout of sponsored projects, the department should complete the Tasklist to provide confirmation that all appropriate project closeout actions have been taken. Linked documents below are resources to support the completion of the Tasklist, which is directly provided to business units by the Implementation Teams.    (Last Modified: 06/21/16)

This agreement is used to document when equipment is suitable and available for shared use.    (Last Modified: 02/14/03)

For a cost transfer entry made on a Staff Change Form or a Cost Distribution Form, if the retroactive period is untimely, complete the Untimely Cost Transfer Justification - Payroll Retros. Submit the Untimely Cost Transfer Justification - Payroll Retros, to the Office of Sponsored Programs, Box 90491, 705 Broad Street, Lower Level Room 01.    (Last Modified: 10/06/03)

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee. Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.    (Last Modified: 07/29/15)

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.    (Last Modified: 06/21/18)

A monthly checklist for Grant Managers on the various SAP reports to run, how to run them, and what to look for.    (Last Modified: 03/10/14)

When a new increment of funding is received, this form is sent to the Duke PI by the pre-award office to be completed and returned by the PI before the next subaward modification can be issued.

Use this worksheet to calculate NIH Maximum Allowed and Salary Payment Calculation for Basic Medical Science & Nursing Departments for 10 or 12 months, Arts & Sciences and Nicholas School Departments, and Engineering Departments for 10 or 12 months. Please see the handout for more information regarding Tuition Remission effective July 1, 2009.    (Last Modified: 11/04/09)

This checklist assists grant managers in setting up a new award and anticipating management needs througout the life of the project. Feel free to modify the form to meet your needs.

Thousands of individuals and entities have been placed on one of many Restricted Party Lists. In addition to criminal lists and healthcare debarment lists, there are lists for previous export violators. Regardless for what reason, U.S. persons have an obligation to ensure that any person or party with whom they conduct business is not on one of these lists.

If you wish to anonymously report a conflict of interest or any other compliance matter, please call Duke's Fraud and Compliance Hotline: 1-800-849-9793

Submitting an IDF is an important first step in the process of documenting your invention and disclosing your new idea. It is a confidential document in which you should provide both a summary of your ideas and a comprehensive description of the invention and what, if anything, has been done so far to reduce the invention to practice (i.e. to show that it works!). The IDF also creates a channel for OLV to contact you to initiate the next steps needed to manage your invention.

All Class 3b and 4 lasers are required to be registered with the DU/DUMC Laser Safety Officer.

The use of radioactive materials in research at Duke University and Duke University Medical Center requires obtaining an Authorization from the appropriate Institutional Radiation Safety Committee. To obtain an Authorization, you must (a) be a full-time member of the faculty, (b) have training and experience commensurate with the types and amounts of radioactive materials you intend to use and (c) submit an application for review and approval by the Radiation Safety Committee. Please allow approximately four to six weeks to complete the requirements for obtaining an Authorization.

Please see the forms and documents list on the right side of the website listed below.

Webpage listing IACUC (Protocols & Reports), DLAR (Animal Care), and Controlled Substances (Procedures & Logs) Forms

ORS Webpage listing Requests for Protocol Approval, Screening for Exemption, Approval for Secondary Data Analysis, Renew a Protocol, Amend an Approved Protocol, and to Amend an Exemption.

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for domestic services costing greater than $100,000.    (Last Modified: 11/07/16)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing between $10,001 to $100,000.    (Last Modified: 04/13/17)

The Duke University Research Support Services Agreement (RSSA) should be utilized to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. Use this version for international services costing greater than $100,000.    (Last Modified: 11/07/16)

To be accompanied by Research Support Services Agreement (RSSA). This Rider is required for Domestic RSSA (>$100,000) and International RSSA (>$100,000).    (Last Modified: 06/29/15)

To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.    (Last Modified: 04/13/17)

The Term Sheet for Purchased Services should be utilized when purchasing services on sponsored and non-sponsored funds which cost between $2,500 to $10,000. This form is an easy to complete fillable PDF that documents the high level details of the Scope of Work, Invoicing Method, and Period of Performance with the given vendor. This is a document internal to Duke University and should not be sent to an outside organization or vendor.    (Last Modified: 10/21/16)

This form should be used to request Accounts Receivable customers be added, changed or deleted, by departments using the Accounts Receivable module within SAP. Completed and approved requests will be processed by the Corporate Accounts Receivable department within three business days of receipt.    (Last Modified: 07/02/12)

Departments may request that their departmental training count towards continuing education credit by submitting a completed RCC Application to Provide Continuing Education Credit form. Activities such as staff meetings or updates are not qualifying training activities. Formal staff training of research administration topics that provides materials or resources, such as a presentation, handouts, etc., may constitute as qualifying training activities. RCC has the discretion to review submitted forms and training materials to determine departmental training activities that count as continuing education credit.    (Last Modified: 01/23/17)

Supervisors of Subject Matter Experts (formerly Lead Trainers) and Central Office Trainers may petition to have the annual continuing education requirements waived for a particular fiscal year. The form should be completed by the supervisor and submitted to RCC at rcc-certduke.edu. If approved by the supervisor, all continuing education requirements for the year will be waived with the exception of Management of Selected Post‐Award Issues (MSPAI) and any required FasTracks    (Last Modified: 08/02/16)

Please complete the following application form for the Advanced Grant Management Program. Then print, secure all required signatures, sign, and scan the form. Be sure to save the scanned copy with the applicant's last name as the file name and return it via e-mail to rcc-cert@duke.edu.    (Last Modified: 03/08/17)

Supervisors of RCC, RAA, AGM and RAI certified employees may petition to have the annual continuing education requirements waived for a particular fiscal year(s) due to extenuating circumstances, such as extended periods of approved leave. Workload and staffing concerns are not reasons for which a waiver will be granted. The form should be completed by the supervisor and submitted to RCC at rcc-cert@duke.edu. If a waiver request is grants, the employee will have to meet all continuing education requirements for the waived fiscal year IN ADDITION TO current fiscal year continuing education requirements in order to maintain certification (with the exception of the waived year MSPAI).    (Last Modified: 04/16/14)

To request continuing education credit for classes offered by OIA and SOMCO, attendance to an external professional meeting, or any other class credit missing from your transcript, complete and submit the Request for RCC Certification Credit form to rcc-certduke.edu.    (Last Modified: 07/02/13)

The employee and the employee's supervisor must complete an application form for the RAA program and submit to RCC via rcc-certduke.edu. The application will be reviewed, and selected applicants will be enrolled into the RAA curriculum or the test-out proctored exam.    (Last Modified: 06/14/18)

The employee and the employee's supervisor must complete a RAA Test-out form for the RAA program and submit to RCC via rcc-certduke.edu. The application will be reviewed, and selected applicants will be enrolled into the RAA curriculum or the test-out proctored exam.    (Last Modified: 01/08/18)

Duke's CRA Study Group is held by Kristy Ford two times a year to meet the needs of the exam schedule set by RACC. To apply for the next CRA Study Group, complete and submit the CRA Study Group Application to RCC at rcc-certduke.edu. Feel free to contact Kristy Ford with any questions about the application or upcoming CRA Study Group.    (Last Modified: 06/29/17)

Please complete this application form for the employee you are nominating for the Federal Contracting Certificate Program. Print, sign, and scan the form, saving the scanned copy with the Nominee’s last name as the file name. Return the form via e-mail to rcc-cert@duke.edu. Incomplete forms will not be accepted.    (Last Modified: 08/06/15)

Agency Funds represent funds in which Duke University has no proprietary or financial interest. Requests for Agency Fund accounts can originate only from a department or school of Duke University. See GAP 200.500, Agency Funds for additional information and details on how and when this checklist should be used.    (Last Modified: 07/18/17)

A template that is intended as guidance for units wishing to clarify additional and/or special circumstances relating to the management of a sponsored project where an internal “parent/child” relationship is being established to facilitate project management. Please refer to GAP 200.190 and the Parent/Child MOU PDF Guide for additional details.    (Last Modified: 09/25/14)

Duke University is amending its internal process for paying subrecipient final invoices that are received after the subaward agreement deadline (late invoices). Feel free to use or adapt this template communication to reach out to your project-level peer at the subrecipient institution at the time of final invoicing.    (Last Modified: 08/21/15)

This tool can be utilized to assist with the consistent calculation and management of estimated project balances (based on total costs, including both direct costs and F&A) at both the individual WBSE and overall project-level.    (Last Modified: 06/27/18)

A NCE may be needed when additional time is required to complete the existing scope and objectives of a project without the need for additional funds. The NCE Checklist and Procedural Guidance provides a general list of questions and actions that Grant Managers should review and confirm when requesting a NCE. A supporting video is available which further details important compliance considerations. NCE requests requiring prior sponsor approval, as well as requests that can be approved by Duke, are submitted via the SPS Web NCE Request Form. The Quick Reference Guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.    (Last Modified: 02/16/16)

The International SOS membership card includes the telephone numbers of the three major worldwide International SOS Alarm Centers. In the event of an emergency while traveling internationally, call one of the emergency phone numbers listed on the card.    (Last Modified: 07/27/17)

Used to request proof of insurance coverage.    (Last Modified: 05/16/08)

The Sports Camps accident and liability insurance policy is effective for 12 months, beginning June 1st. In order to activate coverage for a parMicrosoft Word - 30088 - Duke Sports Campsticular sports camp, an audit premium report must be completed immediately following the conclusion of each camp session. Coverage information is included on the Audit and Premium Report.    (Last Modified: 05/29/18)

Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. These requirements vary, depending on the type and hazard of work being performed, as well as other factors specific to some operations.    (Last Modified: 09/13/04)

Insurance Identification Card for those using Duke Vehicles.    (Last Modified: 01/28/16)

Duke insurance identification card for Duke vehicle rentals.    (Last Modified: 01/28/16)

While it is not standard practice to waive the institutional insurance requirements, Corporate Risk Management may do so when circumstances dictate. To submit a request to waive one or more of these coverage's, please complete and submit the Insurance Exception form along with the required documentation.    (Last Modified: 05/18/10)

As required by U.S. tax law and IRS regulations, Duke University and Duke University Health System have an obligation to determine if any payments made to a foreign vendor require tax reporting or withholding. Generally, a foreign vendor is subject to U.S. tax on its U.S. sourced income. Completing this questionnaire will help to determine whether payments made to this vendor constitute U.S. sourced income, and are therefore subject to U.S. tax withholding and reporting.    (Last Modified: 12/20/16)

Please see the Tax Topics, Sales Tax Reimbursement on Construction Materials webpage for more information regarding when to use this form.    (Last Modified: 01/13/15)

Please see the Tax Topics, Sales Tax Reimbursement on Construction Materials webpage for more information regarding when to use this form.    (Last Modified: 01/13/15)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

All active employees can access W-2 forms from 2011-Current via the online portal. Inactive or former employees and current employees requiring a replacement of a lost or misplaced W-2 form prior to 2011 should submit this form.    (Last Modified: 01/30/18)

IRS Tax Exemption Letters - 501(c)(3) for Duke University and Duke University Health System, Inc.

The IRS Form W-2 is used by employers to tabulate payments for services performed by employees. The IRS Form W-2 must be provided to the employee by the employer by the last day of January for activity in the prior calendar year. This form is provided for informational purposes only.

The W-4 form is used by employers as documentation of the correct amount of federal taxes to withhold from an employee's pay.    (Last Modified: 2009)

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.    (Last Modified: 2013)

Form W-8BEN is to be used by foreign persons who are beneficial owners of an amount subject to U.S. withholding.    (Last Modified: 02/06)

Form W-8ECI is to be used by foreign persons who are claiming U.S. sourced income is effectively connected with the conduct of a trade or business within the U.S.    (Last Modified: 02/06)

Form W-8EXP is to be used by foreign governments, international organizations, foreign central banks of issue, foreign tax-exempt organizations, foreign private foundations, and governments of U.S. possessions.    (Last Modified: 02/06)

Form W-8IMY is to be used by foreign intermediary, foreign flow-through entity, or certain U.S. branches.    (Last Modified: 02/06)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 06/22/13)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 02/14/08)

Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.    (Last Modified: 2009)

(a.k.a. Davis Ambulatory Surgical Center)
IRS Form W-9, Request For Taxpayer Identification and Certification is used by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.    (Last Modified: 10/02/12)

This form should be used to reinstate a card after suspension.    (Last Modified: 10/19/16)

This form should be used to reinstate a card after suspension related to untimely postings.    (Last Modified: 03/01/18)

This form should be used to document both travel and miscellaneous expenses, when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.    (Last Modified: 08/01/03)

This form is used to reimburse employees and students for miscellaneous Duke Business expenses, including miscellaneous mileage. Payments made via a Miscellaneous Reimbursement Form will show on financial reports with document type.    (Last Modified: 01/16/18)

This form is used to provide adequate supporting documentation related to a group travel event.    (Last Modified: 11/19/04)

This form is used to reimburse employees and students for expenses incurred while traveling on official Duke Business. Payments made via a Travel Expense Form will show on financial reports with document type.    (Last Modified: 01/16/18)

This form is used by students to request cash advances for business travel and other business expenses. The money received as an advance must be accounted for within 30 days of the trips end by submitting a Travel Expense Form.    (Last Modified: 07/30/10)

The International SOS membership card includes the telephone numbers of the three major worldwide International SOS Alarm Centers. In the event of an emergency while traveling internationally, call one of the emergency phone numbers listed on the card.    (Last Modified: 07/27/17)

Traveler's should use this log to document the actual cost of any out-of-pocket travel expenses for which receipts are not required.    (Last Modified: 12/01/10)

These forms should be used to document local business mileage or mileage associated with one day business trips. The form should be submitted with a Miscellaneous Reimbursement form.    (Last Modified: 01/16/18)