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Frequently Asked Questions
General
Please call your Management Center:
| Management Center | Contact Office | Phone |
| Central Administration | University Budget Office | 919-684-5804 |
| Provost Management Center | Academic Budget Office | 919-684-3501 |
| School of Medicine | SOM Finance | 919-681-8225 |
Current fringe benefit rates can be found on the Financial Services Reports & Documents page.
- A simple, secure access to people, positions, and applicants
- Transactions to update people and positions
- Electronic routing and approval of transactions
- Will eliminate HR/Payroll paper
- Will eliminate paper forms and the position and applicant referral web tools
Depending on the business needs of your position, you will take classes in financials or procurement. For further information, you may view our class descriptions, class schedules and materials.
Accounts, Profiles & Access
If when trying to login to Kerberos (Authentic Login) you get the message password incorrect, first make sure your caps lock button is not on. Passwords are case sensitive and must be typed in lower case. If you still get the password incorrect message, call the help desk and ask to have your password reset:
OIT Help Desk: 919-684-2200
DHTS Help Desk: 919-684-2243
Depending on the business needs of your position, you and your supervisor will determine the kind of access you need. For example, if you are responsible for grants, you need access to run financial reports. For ordering materials, you need MM or procurement access. If you are responsible for payroll, you need access to one or several HR/Payroll profiles. Then, you can contact your SAP Security Administrator to sign you up for an SAP account.
Your User Administrator should be listed under your department on our SAP Security Administrator webpage. Your Security Administrator can sign you up for an SAP ID or can edit your profile. The SA can also change a profile for a position. If you don't see your department or Security Administrator listed, email acctgsysadmin.
Depending on the business needs of your position, you will take classes in financials or procurement. For further information, you may view our class descriptions, class schedules and materials.
If you forget your password, you must call the DHTS/OIT Help Desk. Only the YOU can call the Help Desk to request a password reset. The SAP Security Administrator cannot perform this function.The following verification will be required to have a password reset:
- Your name and phone number
- Duke unique ID
- SAP Login (NetID)
If you can provide all of this information, the Help Desk will reset the password. This password will be pre-expired, so the you will need to change the password the first time you log in. Help Desk Phone Numbers
- Medical Center: DHTS Helpdesk: 919-684-2243
- University: OIT Helpdesk: 919-684-2200
Read the message and then wait 30 minutes to try again. If you are locked by another person working in the Org Unit, call that person.
Budget Tool
Please call your Management Center:
| Management Center | Contact Office | Phone |
| Central Administration | University Budget Office | 919-684-5804 |
| Provost Management Center | Academic Budget Office | 919-684-3501 |
| School of Medicine | SOM Finance | 919-681-8225 |
Current fringe benefit rates can be found on the Financial Services Reports & Documents page.
That is a running total for a particular fund, including position and non-position dollars. As you add dollars, it will change. To see another fund total, go to the area of a different fund (cost center or WBS element) and click on a radio button. Also, remember that you'll need to hit the "Calc Fringes" button to see fringes included with positions in that total.
You can be locked for several reasons:
a) you didn't type either "work.duke.edu" or "*.duke.edu" in your popup settings to allow websites from OIT (see page 6 in the manual for the IE steps or page 109 for the Mozilla steps);
b) you have multiple popup blockers due to having a yahoo or Google toolbar (you will have to disable those popup blockers);
c) you are working in the same Org Unit as someone else or someone is using a higher Org Unit which includes the one you're trying to use or
d) you have created a maximum number of sessions by not exiting properly.
Read the message and then wait 30 minutes to try again. If you are locked by another person working in the Org Unit, call that person.
Scroll to the bottom of the screen, enter the total number of rows in the white box and hit Enter. Remember, you will lose the column headings on subsequent pages.
Commitment Item is another name for G/L Account: a six digit number that designates the type of revenue or expense.
Fund can mean a Cost Center or WBS Element in the Budget tool.
Call your Management Center with those requests.
Contact your SAP Security Administrator. They will need to request this additional Org Unit via the SAP Account Request (using the HR/Payroll section of your account).
It will need to be changed in the Position section of iForms.
The position master data in the Budget system were held as of November 30 to allow for consistency in budgeting. Run a position report in iForms or contact your HR manager or Management Center to verify that the Org Unit's position list is correct in SAP.
Yes, you can add a new position in the budget and it will create a dummy number. To add a position in SAP, use iForms (Position section).
Yes, but you first need to run the report for a single org unit. Once the data in the report is there, you can then select the filter icon next to the org unit in the header of the report and this will provide the ability to multi-select any of the org units in the hierarchy to which you have authorization.
No, but you can download to Excel and adjust the columns.
In some cases, yes. You will need to right click on the column heading that you want the description for and choose Properties. Under display, choose Key and Text to give you the number and name, Key for just the number and Text for just the name.
IForms
- A simple, secure access to people, positions, and applicants
- Transactions to update people and positions
- Electronic routing and approval of transactions
- Will eliminate HR/Payroll paper
- Will eliminate paper forms and the position and applicant referral web tools
Log onto the iForms portal. Under the home tab select the Universal Work List. Select the appropriate form from the list to make the necessary corrections.
If your department has multiple approvers all approvers receive the email notification. Whoever goes into their Universal Work List and clicks on the form first removes it from the other approvers work list.
303XXXX is a WBS element and needs to be entered in the WBS Element column and not the Cost Center column. If you enter the number in the WBS Element column the error will go away.
Log onto the iForms portal and click on the Staff and Positions Tab. Click on the link for the iForms Overview. Here you will see the forms you have created. Click on the link in the status column for that form and you will see what step of the process the form is currently in.
After a form has been Closed/Approved you can go to the iForms overview. Under the Confirmation Print column a printer icon will appear. Click on the Confirmation icon and it will pull up the confirmation for the change that was made. You can then print the confirmation.