Financial Forms
Accounts Receivable Customer Request Form
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)
Available Format(s):
Webpage *
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Gift Coversheet: Cash Template
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)
Gift Coversheet: Check Template
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)
Gift Coversheet: Credit Card Template
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)
Gift Coversheet: Pledge Template
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)
Anonymity Form
"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)
Available Format(s):
PDF *
Gifts To Duke Payroll Deduction Authorization
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)
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)
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Accounts Payable Check Request
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)
Available Format(s):
Webpage *
For more information, please see...
Checklist for Payment to Foreign Vendors (Entities and Individuals)
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)
Available Format(s):
PDF *
For more information, please see...
Experimental Subject Payment Form for Non-Residents
This form should be used to process Experimental Subject payments to non-residents.
(Last Modified: 05/14/14)
Experimental Subject Payment Authorization Cover Sheet (for Phase 1)
This cover sheet should be used in conjunction with the Experimental Subject Payment Authorization Spreadsheet to pay Experimental Subjects via the Protected Data Directory Phase 1 process. Please note that no payments to non-residents for US tax purposes should be included in the payment file.
(Last Modified: 09/27/18)
Experimental Subject Payment Authorization Spreadsheet (for Phase 1)
This form should be used to pay Experimental Subjects via Duke check using the Protected Data Directory Phase 1 process. Please note that no payments to non-residents for US tax purposes should be included in the payment file.
(Last Modified: 09/27/18)
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Duke University Certificate of Foreign Status
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)
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.
Assigned JV Number: Add New
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)
Assigned JV Number: Change Existing
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)
G/L Account Request Form
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)
Available Format(s):
PDF *
Cost Object Request Form
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)
Agency Fund Application
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)
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8919, Uncollected Social Security and Medicare Tax on Wages
Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.
(Last Modified: 2009)
Available Format(s):
PDF ~
Compensation Agreement for Personnel Services (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)
Independent Contractor Checklist (ICC)
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)
For more information, please see...
Insurance Requirements for Independent Contractors
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)
Available Format(s):
Webpage
Outside Services Agreement (OSA)
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)
Available Format(s):
PDF
For more information, please see...
Outside Services Agreement Insurance Exception Request Form
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)
Research Support Services Agreement (Domestic): $10,001 to $100,000
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)
Research Support Services Agreement (International): $10,001 to $100,000
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)
Research Support Services Agreement (Domestic): > $100,000
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)
Research Support Services Agreement (International): > $100,000
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)
RSSA Rider A: Scope of Services, Deliverables & Payment Schedule
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)
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~ : Located outside of the finance.duke.edu domain.
Research Support Services Agreement (Domestic): $10,001 to $100,000
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)
Research Support Services Agreement (Domestic): > $100,000
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)
Research Support Services Agreement (International): $10,001 to $100,000
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)
Research Support Services Agreement (International): > $100,000
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)
RSSA Rider A: Scope of Services, Deliverables & Payment Schedule
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)
RSSA Rider B: Foreign Contract Additional Terms and Conditions
To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.
(Last Modified: 04/13/17)
Scope of Work and Term Sheet
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)
Available Format(s):
PDF *
For more information, please see...
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AP Invoice Copy Request
This form is used when you are requesting a copy of an accounts payable invoice.
(Last Modified: 05/17/04)
Agency Fund Checklist
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)
Parent/Child Memorandum of Understanding Template
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)
Imprest Cash Fund on Deposit - Add New
This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.
(Last Modified: 01/05/05)
Imprest Cash Fund on Deposit - Change
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)
Petty Cash or Change Fund - Add New
Establishment of a Petty Cash or Change Fund
(Last Modified: 04/26/13)
Available Format(s):
DOC *
For more information, please see...
Petty Cash or Change Fund - Change
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)
Available Format(s):
DOC *
For more information, please see...
Petty Cash or Change Fund - Increase / Decrease
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)
Available Format(s):
DOC *
For more information, please see...
Request to Close Short-Term Cash Fund
Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.
(Last Modified: 09/27/05)
Available Format(s):
XLS *
Financial Transactions Reconciliation Log
This monthly log is used to document the review of reconciliation of financial transactions.
(Last Modified: 06/21/04)
For more information, please see...
Service Center Rate Proposal Form
This multi-tabbed form will assist in the calculation of the appropriate service center rate for your department.
(Last Modified: 08/24/18)
Available Format(s):
XLSX *
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Time and Attendance Request Form
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)
Available Format(s):
XLSX *
For more information, please see...
Time and Attendance Permission Form
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)
Available Format(s):
XLSX *
For more information, please see...
Employee Time & Attendance Checklist
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)
Available Format(s):
PDF
Time & Attendance Approver & Editor Checklist
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)
Available Format(s):
PDF
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
ActiveStaffer & EdTrack Access (Add/Remove) Request Form
Add and/or remove access to both ActiveStaff and EdTrack. Email completed account form to apiresourcegroup
mc.duke.edu.
(Last Modified: 11/18/05)

Request Course in EdTrack - Unit Based
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)
Available Format(s):
DOC *
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
ActiveStaffer & EdTrack Access (Add/Remove) Request Form
Add and/or remove access to both ActiveStaff and EdTrack. Email completed account form to apiresourcegroup
mc.duke.edu.
(Last Modified: 11/18/05)

Calculate Coverage Set Needs
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)
Available Format(s):
XLS *
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
DukeShift Access Form
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 apiresourcegroup
mc.duke.edu.
(Last Modified: 02/24/15)

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~ : Located outside of the finance.duke.edu domain.
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ACH Payment Request Form
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)
Banking Supplies Order Form
Use this for to order banking supplies (deposit tickets, bank bags, etc.).
(Last Modified: 11/17/10)
Cash Fund Reconciliation Form
Department Cashiering Cash Fund Reconciliation Form
(Last Modified: 07/19/05)
Available Format(s):
XLS *
Department Deposit SpeedType Request
To request a speed type, complete the SpeedType Request form and fax to the Bursar's Office.
(Last Modified: 08/10/12)
Available Format(s):
XLS *
Department Deposit Slip: Department
This deposit form is used by University departments to deposit money to general ledger accounts.
(Last Modified: 05/12/03)
Available Format(s):
XLS *
Department Deposit Slip: Student
This deposit form used by University departments to deposit money directly to student accounts.
(Last Modified: 05/09/03)
Available Format(s):
XLS *
Domestic Wire Request Form
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)
International Wire Request Form
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)
Working Capital Loan Form
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)
Available Format(s):
DOC *
Request to Pay Bursar's Office Student Account Charges for a DU/DUHS Employee
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)
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Capital Project Request Form
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: 09/20/18)
Available Format(s):
XLSX *
Capital Project Financial Close Out
Used for Closing Out Capital Projects
(Last Modified: 09/12/12)
Available Format(s):
XLS *
Working Capital Loan Form
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)
Available Format(s):
DOC *
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Telephone Service Billing Change Request Form
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Bursar Duke Payroll Deduction Form
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)
Available Format(s):
Webpage
Canadian Tuition Fees and Education Amount Certificate - University Outside Canada
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.
Available Format(s):
PDF ~
Department Deposit Slip: Department
This deposit form is used by University departments to deposit money to general ledger accounts.
(Last Modified: 05/12/03)
Available Format(s):
XLS *
Student Direct Deposit Authorization Form
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)
Available Format(s):
Webpage
TMS Budget Worksheet for First Year Undergraduates
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)
Available Format(s):
XLS
TMS Budget Worksheet for Continuing Undergraduate Students
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)
Available Format(s):
XLSX
Request to Pay Bursar's Office Student Account Charges for a DU/DUHS Employee
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)
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Corporate Card Reinstatement Request related to Untimely Postings
This form should be used to reinstate a card after suspension related to untimely postings.
(Last Modified: 03/01/18)
Corporate Card Missing Receipt
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)
For more information, please see...
Bank of America WORKS & Fleet Corporate Card Reinstatement
This form should be used to reinstate a card after suspension.
(Last Modified: 10/19/16)
Department Corporate Card/WORKS Setup Form
This form should be submitted with new card applications
(Last Modified: 04/21/17)
Statement of Corporate Card Disputed Items
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)
Available Format(s):
PDF *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Petty Cash or Change Fund - Add New
Establishment of a Petty Cash or Change Fund
(Last Modified: 04/26/13)
Available Format(s):
DOC *
For more information, please see...
Petty Cash or Change Fund - Change
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)
Available Format(s):
DOC *
For more information, please see...
Petty Cash or Change Fund - Increase / Decrease
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)
Available Format(s):
DOC *
For more information, please see...
Imprest Cash Fund on Deposit - Change
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)
Imprest Cash Fund on Deposit - Add New
This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.
(Last Modified: 01/05/05)
Interest on Overdraft Reversal/Adjustment Form
Please read Interest on Overdraft: Calculation and Rate of Interest for more information on this form.
(Last Modified: 05/08/17)
For more information, please see...
Long Term Pool (LTP) Participation Form
Please read the Long Term Pool (LTP) Policy for more information on this form.
(Last Modified: 04/07/08)
Request to Close Short-Term Cash Fund
Please ensure your Macro Security is set to "Medium" or "Low" within Microsoft Excel to use this file.
(Last Modified: 09/27/05)
Available Format(s):
XLS *
Request to Establish a Short-Term Cash Fund
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)
For more information, please see...
Cash Management Fund (CMF) Participation
Please read the Cash Management Fund (CMF) Policy for more information on this form.
(Last Modified: 01/01/09)
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Bankcard Merchant Request
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)
Available Format(s):
DOC *
DukePay Application
Submit your DukePay application online!
You must have a valid DukeNet ID to access.
Available Format(s):
Webpage *
For more information, please see...
DukePay
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.
Available Format(s):
Webpage ~
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Faculty Support - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Faculty Support - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Post-Doctoral Fellow - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Post-Doctoral Fellow - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Full Professorship Endowment - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Associate or Assistant Professorship Endowment - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Professorship of the Practice Endowment - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Visiting Professorship Endowment - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Any Level Professorship Endowment - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
TDE Strategic Faculty Initiative Challenge Professorship - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Scholarship Endowment for Undergraduate Students - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Scholarship Endowment for Undergraduate Students - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Scholarship Endowment for Athletics Students - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Scholarship Endowment for Athletics Students - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Scholarship/Fellowship Endowment for Graduate Students - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Scholarship/Fellowship Endowment for Graduate Students - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Access and Opportunity Challenge - Donor Template
Endowment donor template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Fuqua Excellence and Opportunity Challenge - Donor Template
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
FAI II Scholarship Challenge Grad/Prof – Donor Template
Endowment agreement template.
(Last Modified: 10/29/18)
Available Format(s):
DOT *
FAI II Scholarship Challenge Undergrad – Donor Template
Endowment agreement template.
(Last Modified: 10/29/18)
Available Format(s):
DOT *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Operational Endowment - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Operational Endowment - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Director/Curator - Planned Gift or Bequest by Living Donor
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Director/Curator - Current Gift or Pledge
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Professorship Endowment - Amendment and Restatement
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Financial Aid Endowment – Amendment and Restatement
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
Operational Endowment - Amendment and Restatement
Endowment agreement template.
(Last Modified: 10/18/18)
Available Format(s):
DOT *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Cost Distribution iForm
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.
Available Format(s):
Webpage *
Termination iForm
Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments.
Available Format(s):
Webpage *
Personal Data Change iForm
The personal data change form is used by managers to update employee demographic data such as names, addresses, and date of birth.
Available Format(s):
Webpage *
Hire iForm
Form used to supply all information in regards to a newly hired employee.
Available Format(s):
Webpage *
Rate & Schedule Change iForm
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.
Available Format(s):
Webpage *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Checklist for New Hires
A checklist for new hires.
(Last Modified: 11/13/07)
Available Format(s):
PDF *
Checklist of Transferring Employees
A checklist for employees transferring out of the department.
(Last Modified: 08/20/13)
Available Format(s):
PDF *
Terminated Employee/Student Address Change
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
Checklist for Terminations
(Last Modified: 08/20/13)
Available Format(s):
PDF *
Foreign National Form
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)
Available Format(s):
XLS *
For more information, please see...
I-9, Employment Eligibility Verification Form
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)
Available Format(s):
Webpage ~
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Time and Attendance Request Form
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)
Available Format(s):
XLSX *
For more information, please see...
Employee Time & Attendance Checklist
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)
Available Format(s):
PDF
Time & Attendance Approver & Editor Checklist
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)
Available Format(s):
PDF
Time and Attendance Permission Form
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)
Available Format(s):
XLSX *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Faculty/Staff Pay Exception
Use the Pay Exception Form to do a specific change in pay.
(Last Modified: 06/30/16)
Biweekly Supplement Card
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)
Supplemental Payment Form
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)
Biweekly Award/ Lump Sum Payment Form
Use this form to issue awards and approved lump sum payments not related to hours worked to biweekly employees.
(Last Modified: 08/02/18)
Available Format(s):
XLSX *
Biweekly Gross Adjustment Form
Complete this form to override biweekly time reports and to issue paid parental leave to biweekly employees.
(Last Modified: 05/04/17)
Employee Wage Verification Form
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Foreign National Form
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)
Available Format(s):
XLS *
For more information, please see...
Non-compensatory Program Request Form
Form used to request a program to be added to list of approved payments for noncomp recipients.
(Last Modified: 05/22/18)
Available Format(s):
XLS *
Non-compensatory Payment - Add New
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 more information, please see...
Non-compensatory Payment - Change
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 more information, please see...
Non-compensatory Personal Data Change Form
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)
Instructions: PDF
For more information, please see...
Non-compensatory Termination Form
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)
Instructions: PDF
For more information, please see...
Terminated Employee/Student Address Change
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Foreign National Form
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)
Available Format(s):
XLS *
For more information, please see...
NC-4 NRA Nonresident Alien Employee's Withholding Allowance Certificate
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)
Available Format(s):
PDF
W-8BEN, Certificate of Foreign Status of Beneficial Owner
for United States Tax Withholding
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)
Available Format(s):
PDF ~
For more information, please see...
8233, Exemption From Withholding on Compensation
for Personal Services of a Nonresident Alien Individual
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
W-2, Tax Document Request Form
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: 12/18/18)
Available Format(s):
XLS
W-4, Employee's Withholding Allowance Certificate
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)
Available Format(s):
PDF ~
NC-4, Employee's Withholding Allowance Certificate
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Duke Disability Checklist
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)
Long Term Disability Leave of Absence Form
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: 01/15/19)
Available Format(s):
XLSX *
Leave of Absence Form
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)
Delivery Log
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)
...Financial Transaction & Accounting Forms
Review a listing of Financial Transaction & Accounting forms.
Available Format(s):
Webpage
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Human Resources Leave of Absence Request Form
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.
(Last Modified: 09/27/18)
...Additional Human Resources Forms
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.
Available Format(s):
Webpage ~
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Internal Personal Data Change Form
For Use by Corporate Payroll Services and Human Resources Staff only.
(Last Modified: 03/09/11)
Available Format(s):
DOC *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Accounts Payable Check Request
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)
Available Format(s):
Webpage *
For more information, please see...
AP Invoice Copy Request
This form is used when you are requesting a copy of an accounts payable invoice.
(Last Modified: 05/17/04)
Department Accounts Payable Representative Request Form
This form may be used to Add the Accounts Payable Representative for your department.
(Last Modified: 12/17/10)
Available Format(s):
Webpage *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Individual Corporate Cardholder Application
This form should be used for a individual requesting a Corporate Card.
(Last Modified: 04/21/17)
Corporate Card Reinstatement Request related to Untimely Postings
This form should be used to reinstate a card after suspension related to untimely postings.
(Last Modified: 03/01/18)
Corporate Card Missing Receipt
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)
For more information, please see...
Bank of America WORKS & Fleet Corporate Card Reinstatement
This form should be used to reinstate a card after suspension.
(Last Modified: 10/19/16)
Department Corporate Card/WORKS Setup Form
This form should be submitted with new card applications
(Last Modified: 04/21/17)
Statement of Corporate Card Disputed Items
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)
Available Format(s):
PDF *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Checklist for Payment to Foreign Vendors (Entities and Individuals)
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)
Available Format(s):
PDF *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
IRS Tax Exemption Letters - 501(c)(3)
IRS Tax Exemption Letters - 501(c)(3) for Duke University and Duke University Health System, Inc.
Available Format(s):
Webpage
W-9 for Associated Health Services, 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: 10/02/12)
Available Format(s):
PDF
W-9 for Duke University
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke University Health System, Inc.
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke University Hospital
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke Regional Hospital (formerly Durham Regional Hospital)
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke Raleigh Hospital
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke University Affiliated Physicians (DUAP)
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke Hospice
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke Home Health
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke Home Infusion
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)
Available Format(s):
PDF *
For more information, please see...
W-9 for Duke Integrative Medicine
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)
Available Format(s):
PDF *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Duke University Certificate of Foreign Status
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)
For more information, please see...
8233, Exemption From Withholding on Compensation
for Personal Services of a Nonresident Alien Individual
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Checklist for Payment to Foreign Vendors (Entities and Individuals)
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)
Available Format(s):
PDF *
For more information, please see...
Independent Contractor Checklist (ICC)
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)
For more information, please see...
Outside Services Agreement (OSA)
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)
Available Format(s):
PDF
For more information, please see...
Outside Services Agreement Insurance Exception Request Form
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)
Vendor Registration Forms Package
Package including Letter from Accounts Payable, Statement of Compliance, W-9, Vendor Information Form
(Last Modified: 03/09/18)
Available Format(s):
PDF
Contractor Badge Request
This form is used to receive a valid Vendor Duke ID Badge.
(Last Modified: 08/02/10)
Available Format(s):
PDF
Statement of Compliance
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)
Research Support Services Agreement (Domestic): $10,001 to $100,000
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)
Research Support Services Agreement (Domestic): > $100,000
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)
Research Support Services Agreement (International): $10,001 to $100,000
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)
Research Support Services Agreement (International): > $100,000
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)
RSSA Rider A: Scope of Services, Deliverables & Payment Schedule
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Research Support Services Agreement (Domestic): $10,001 to $100,000
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)
Research Support Services Agreement (Domestic): > $100,000
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)
Research Support Services Agreement (International): $10,001 to $100,000
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)
Research Support Services Agreement (International): > $100,000
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)
RSSA Rider A: Scope of Services, Deliverables & Payment Schedule
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)
RSSA Rider B: Foreign Contract Additional Terms and Conditions
To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.
(Last Modified: 04/13/17)
Scope of Work and Term Sheet
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)
Available Format(s):
PDF *
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Interdepartmental Request & Invoice Form (IRI)
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)
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)
Instructions: PDF
For more information, please see...
Floral Request Request Form
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)
Available Format(s):
PDF
For more information, please see...
Laboratory Equipment Statement of Hazard Assessment
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)
Available Format(s):
PDF
Purchase Requisition -
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)
Sole Source Justification/Price Quote Selection Form
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)
Available Format(s):
PDF
For more information, please see...
PERT Product & Equipment Request
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)
Available Format(s):
PDF
Equipment Screening Certification Form
An equipment screening form is required when purchasing capital equipment on reportable awards. It is required by the federal government to ensure they are not funding duplicative equipment. The screening form should be appear in the “Notes & Attachments” of the corresponding Buy@Duke cart.
This form should also be submitted when submitting items to surplus valued up to $20,000.
(Last Modified: 02/01/19)
Available Format(s):
PDF
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Subrecipient vs. Contractor Determination
Duke University is subject to the regulations and requirements of 2 CFR Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (The Uniform Guidance). The Uniform Guidance requires Duke, when acting as a pass-through entity, to determine whether a relationship with an entity is a subrecipient or a contractor (vendor). This form should be maintained within the department and/or attached to the SPS record.
(Last Modified: 08/28/18)
Available Format(s):
PDF *
Confidential Disclosure Agreement: 1-way
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.
Available Format(s):
DOC ~
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Request for Rebudgeting of Funds -- F&A Calculator
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)
Available Format(s):
XLS *
Equipment Screening Certification Form
An equipment screening form is required when purchasing capital equipment on reportable awards. It is required by the federal government to ensure they are not funding duplicative equipment. The screening form should be appear in the “Notes & Attachments” of the corresponding Buy@Duke cart.
This form should also be submitted when submitting items to surplus valued up to $20,000.
(Last Modified: 02/01/19)
Available Format(s):
PDF
For more information, please see...
In-Kind Cost Sharing Report
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)
For more information, please see...
NIH Salary Cap Worksheet
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)
Obligations for Training Grants (302 WBS Elements)
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)
Available Format(s):
XLS *
Closeout Tasklist and Associated Materials
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)
Available Format(s):
PDF *
For more information, please see...
Shared Usage Agreement
This agreement is used to document when equipment is suitable and available for shared use.
(Last Modified: 02/14/03)
For more information, please see...
Untimely Cost Transfer Justification - Payroll Retros
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)
For more information, please see...
Independent Contractor Checklist (ICC)
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)
For more information, please see...
Outside Services Agreement (OSA)
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)
Available Format(s):
PDF
For more information, please see...
Grant Management Monthly Checklist
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)
Tuition Remission Salary Worksheet
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)
Available Format(s):
XLS *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Institutional Animal Care & Use Committee (IACUC) Forms
Webpage listing IACUC (Protocols & Reports), DLAR (Animal Care), and Controlled Substances (Procedures & Logs) Forms
Available Format(s):
Webpage ~
Research Support Services Agreement (Domestic): $10,001 to $100,000
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)
Research Support Services Agreement (Domestic): > $100,000
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)
Research Support Services Agreement (International): $10,001 to $100,000
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)
Research Support Services Agreement (International): > $100,000
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)
RSSA Rider A: Scope of Services, Deliverables & Payment Schedule
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Research Support Services Agreement (Domestic): $10,001 to $100,000
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)
Research Support Services Agreement (Domestic): > $100,000
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)
Research Support Services Agreement (International): $10,001 to $100,000
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)
Research Support Services Agreement (International): > $100,000
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)
RSSA Rider A: Scope of Services, Deliverables & Payment Schedule
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)
RSSA Rider B: Foreign Contract Additional Terms and Conditions
To be accompanied by Research Support Services Agreement (RSSA) if necessary. Use only if the entity is foreign.
(Last Modified: 04/13/17)
Scope of Work and Term Sheet
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)
Available Format(s):
PDF *
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Accounts Receivable Customer Request Form
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)
Available Format(s):
Webpage *
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Request to Provide Continuing Education/New Course Application
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)
Available Format(s):
PDF *
Instructor Petition to Waive Continuing Education Requirements
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-cert
duke.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)

Available Format(s):
PDF
Advanced Grant Management Application Form
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)
Available Format(s):
PDF *
Petition to Waive RCC Continuing Education Requirements
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)
Available Format(s):
PDF *
Research Administration Academy Application (Part 1) for Non-RACI Classified
The employee and the employee's supervisor must complete the RAA Application Part 1 for the RAA program and submit to RCC via rcc-cert
duke.edu. The application will be reviewed, and selected applicants will be enrolled into the RAA curriculum or the test-out proctored exam.
(Last Modified: 08/24/18)

Available Format(s):
PDF
Research Administration Academy Application (Part 2) for Non-RACI Classified
The employee and the employee's supervisor must complete the RAA Application Part 2 after submitting Part 1 of the applications and being accepted into the RAA program. Submit the RAA Application Part 2 to RCC via rcc-cert
duke.edu. The application will be reviewed, and selected applicants will be enrolled into the RAA curriculum or the test-out proctored exam.
(Last Modified: 08/24/18)

Available Format(s):
PDF
Request for RCC Certification Credit
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-cert
duke.edu.
(Last Modified: 07/02/13)

Available Format(s):
PDF *
Research Administration Academy Test-Out Application
The employee and the employee's supervisor must complete a RAA Test-out form for the RAA program and submit to RCC via rcc-cert
duke.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)

Available Format(s):
PDF *
CRA Study Group Application
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-cert
duke.edu. Feel free to contact Kristy Ford with any questions about the application or upcoming CRA Study Group.
(Last Modified: 06/29/17)

Available Format(s):
PDF
Federal Contracting Certificate (FCC) Application Form
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)
Available Format(s):
PDF
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Agency Fund Checklist
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)
Parent/Child Memorandum of Understanding Template
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)
Templates for Grant Manager Communications
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)
Available Format(s):
DOC
Estimated Balance Calculator
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)
Available Format(s):
XLS *
No-Cost Extension (NCE)
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)
Available Format(s):
PDF
For more information, please see...
Sole Source Justification/Price Quote Selection Form
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)
Available Format(s):
PDF
For more information, please see...
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
International SOS Card
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)
Request For Certificate Of Insurance
Used to request proof of insurance coverage.
(Last Modified: 05/16/08)
Sports Camps Audit & Premium Report
The Sports Camps accident and liability insurance policy is effective for 12 months, beginning June 1st. In order to activate coverage for a particular Duke Sports Camps, 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)
Available Format(s):
PDF *
Insurance Requirements for Independent Contractors
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)
Available Format(s):
Webpage
Insurance Identification Card
Insurance Identification Card for those using Duke Vehicles.
(Last Modified: 01/15/19)
Available Format(s):
PDF *
Insurance Identification Card - Rental Vehicles
Duke insurance identification card for Duke vehicle rentals.
(Last Modified: 01/15/19)
Available Format(s):
PDF *
Outside Services Agreement Insurance Exception Request Form
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)
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.
~ : Located outside of the finance.duke.edu domain.
Checklist for Payment to Foreign Vendors (Entities and Individuals)
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)
Available Format(s):
PDF *
For more information, please see...
General Contractor – Sales Tax Paid Details Form
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)
Purchaser – Sales Tax Paid Details Form
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)
W-9 for Duke University
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)
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W-2, Tax Document Request Form
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: 12/18/18)
Available Format(s):
XLS
IRS Tax Exemption Letters - 501(c)(3)
IRS Tax Exemption Letters - 501(c)(3) for Duke University and Duke University Health System, Inc.
Available Format(s):
Webpage
Sample IRS W-2, Wage and Tax Statement
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.
W-4, Employee's Withholding Allowance Certificate
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)
Available Format(s):
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NC-4, Employee's Withholding Allowance Certificate
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)
W-8BEN, Certificate of Foreign Status of Beneficial Owner
for United States Tax Withholding
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)
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W-8ECI, Certificate of Foreign Person's Claim That Income...
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)
Available Format(s):
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W-8EXP, Certificate of Foreign...US Tax Witholding
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)
Available Format(s):
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W-8IMY, Certificate of Foreign...US Tax Witholding
Form W-8IMY is to be used by foreign intermediary, foreign flow-through entity, or certain U.S. branches.
(Last Modified: 02/06)
Available Format(s):
PDF ~
W-9 for Duke University Health System, Inc.
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)
Available Format(s):
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W-9 for Duke University Hospital
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)
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W-9 for Duke Regional Hospital (formerly Durham Regional Hospital)
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)
Available Format(s):
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W-9 for Duke Raleigh Hospital
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)
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W-9 for Duke University Affiliated Physicians (DUAP)
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)
Available Format(s):
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W-9 for Duke Hospice
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)
Available Format(s):
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W-9 for Duke Home Health
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)
Available Format(s):
PDF *
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W-9 for Duke Home Infusion
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)
Available Format(s):
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W-9 for Duke Integrative Medicine
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)
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8919, Uncollected Social Security and Medicare Tax on Wages
Allows an individual who was paid as an independent contractor previously to challenge the status as contractor and request employment status.
(Last Modified: 2009)
Available Format(s):
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W-9 for Associated Health Services, 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: 10/02/12)
Available Format(s):
PDF
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Bank of America WORKS & Fleet Corporate Card Reinstatement
This form should be used to reinstate a card after suspension.
(Last Modified: 10/19/16)
Corporate Card Reinstatement Request related to Untimely Postings
This form should be used to reinstate a card after suspension related to untimely postings.
(Last Modified: 03/01/18)
Duke ClinCard System Site Coordinator Request Form
The purpose of this form is to assign or remove the Site Coordinator role for the Duke ClinCard System. All users must complete appropriate training in the LMS prior to the form being submitted. Training should be coordinated through your Site Administrator or Business Manager. Research Practice Manager/Assistant Research Practice Manager/Lead Coordinator, Financial Practice Manager/Cluster Financial Practice Manager, or Department/Division Business Manager approval and signature are required.
(Last Modified: 09/27/18)
Available Format(s):
DOCX
Duke ClinCard System Site Administrator Request Form
The purpose of this form is to assign or remove Site Administrator roles for the Duke ClinCard System. All users must complete appropriate training in the LMS prior to the form being submitted. Training should be coordinated through your Business Manager. Department or Division Business Manager approval and signature are required.
(Last Modified: 09/27/18)
Available Format(s):
DOCX
Experimental Subject Duke ClinCard Implementation Checklist
Experimental Subject Duke ClinCard Implementation Checklist
(Last Modified: 09/27/18)
Available Format(s):
DOCX
Duke ClinCard System Site Approver Request Form
The purpose of this form is to assign or remove Approver roles for the Duke ClinCard System. All users must complete appropriate training in the LMS prior to the form being submitted. Training should be coordinated through your Site Administrator or Business Manager. Department or Division Business Manager approval and signature are required.
(Last Modified: 09/27/18)
Available Format(s):
DOCX
Duke ClinCard Request Form
Duke ClinCard Request Form
(Last Modified: 09/27/18)
Available Format(s):
XLS
Lost Receipt Form for Reimbursements
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)
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Miscellaneous Reimbursement Form
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: 01/11/19)
Group Travel Schedule
This form is used to provide adequate supporting documentation related to a group travel event.
(Last Modified: 11/19/04)
For more information, please see...
Travel Expense Form
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: 01/11/19)
Travel Advance Form
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)
International SOS Card
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)
Travel Expense Receipt Log
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)
For more information, please see...
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~ : Located outside of the finance.duke.edu domain.
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