Financial Services Training Opportunities
Financial Services is committed to providing excellent support to those working with financial information at Duke. As part of this commitment, Financial Services offers an array of training and learning opportunities. These opportunities are offered with the goals of helping those in administrative roles:
- confidently perform their jobs
- make informed decisions in support of their business processes
- follow the fiduciary controls per Duke’s general accounting procedures
- stay compliant with federal guidelines and regulations
Specifically, the training opportunities offered by Financial Services strive to help you:
- Understand the accounting and operational procedures pertaining to financial processes
- Perform basic operational transactions, like making purchases, completing Expense Reports and processing Journal Entries / Vouchers
- Use administrative systems and tools available for reporting, decision-making, sponsored research and compliance, and monitoring/tracking of activity
- Build expertise by becoming certified in various process-related curriculums
- Transition as processes change, systems are enhanced, and new tools are developed
- Know where to get help when needed
Several departments in Financial Services partner to offer training, including on-line courses, lecture-based classroom instruction, large group presentations and updates, computer-based hands-on instruction, webinars, reference materials, and specialized group and project training. The training offered by departments is summarized below.
Accounting Systems Administration
Accounting Systems Administration provides the basic understanding of our accounting processes and procedures.
- Introduction to Duke Accounting (for University and Health System accounting)
- Duke General Ledger Accounts
- Financial Certification Program for Financial Systems Specialist (FSS)
Financial Training
In partnership with the functional departments in Financial Services, this team provides a range of basic to advanced understanding of our administrative systems and processes.
- SAP enterprise system: To learn about financial tools available in SAP for University and Health System reports, sponsored projects, journal entry transactions, reconciliation and document research, requisition processing (Health System), and salary setting
- Sponsored research advanced topics: To learn about tools like the Faculty Projection & Reporting Tool and advanced ways to use reports for Sponsored Projects
- SAP Business Warehouse system: To understand how to use the robust data warehouse type of reporting for the University by BFR Code
- Duke@WORK: To use portal-based tools like Buy@Duke and Accounts Payable Online Check Requests for purchasing; Expense Reports for processing employee travel, non-travel, and corporate card expenses; and iForms, Time and Attendance, and Time Reporting for HR / Payroll processing.
- Purchasing and Accounts Payable Process: To understand how to make a purchase, how to research invoice payments, and the Goods Receipt process
- Payroll Process: To provide training on payroll processes and current information through Department Payroll Representative Updates and Business Manager Updates
- Financial Certification Programs: To build expertise and become certified in programs like the Certified Payroll Specialist (CPS), Procure to Pay Specialist (PPS) & Certified Financial Manager (CFM)
- Budget system and process for the University
- Specialized training: To introduce any new administrative systems or financial processes or changes to existing systems and processes
- Customized training: To support specific training needs based on departmental requests
Office of Sponsored Programs and Research Costing Compliance
These two departments offer a wide variety of training programs, classes, and support resources to assist those involved with the grants management process and compliance.
- Research Administration Academy (RAA)
- Advanced Grant Management Certificate Program (AGM)
- Research Administration Symposium
- Effort Reporting (ECRT system)
- Certified Research Administrator Exam Prep Study Group (CRA Study Group)
Plant Accounting provides reference materials for the Web Central application used for space planning and management.
- Web Central
ACCOUNTING PROCESSES & PROCEDURES
Accounts Payable
This session provides those with management responsibility an overview of the process for procuring goods and services at Duke. Participants will review different payment methods with specific focus given to General Accounting Procedures (GAPs) and decision-making criteria to use when determining the best method of procuring a good or a service. Participants will gain a better understanding of procurement related information contained in SAP and suggestions for how their department should be using this information in daily operations. Discussion will focus on the SAP Workflow and APay Reply tools that are executed when invoices have problems and appropriate departmental responses. Participants will be encouraged to share their best practices for maintaining a pulse for how Purchase Orders, AP check requests, and invoices are handled in their department.
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This online video series provides a high-level guide to using the Electronic AP Check Request Reporting Tool. These videos provide descriptions of the action buttons, instructions on running reports, and navigating AP Check Request reports. If you have specific questions that are not addressed in the videos, please contact Corporate Accounts Payable at 919-684-3112 or email APOnlineCheck@duke.edu.
Target Audience
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Related Materials
To Register
Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! - Accounts Payable Check Requests before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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This video provides detailed instructions about how to complete the Independent Contractor Checklist. For additional information, review GAP 200.128, Guidance on the Independent Contractor Checklist (ICC). If you have specific questions about whether an individual should be classified as an employee or independent contractor that are not address in the video or GAP, please contact Corporate Accounts Payable at 919-684-3112.
To Register
Related Materials
Setting up a purchase to require a goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order, and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests, common usage, payment terms, back-up documentation, reporting, the most commonly asked questions received by the AP Check Request Team and best practices to model when requesting AP Checks. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.
Please note: Participants cannot register for this class until online videos and the quiz listed below under "Prerequisites" have been completed through Duke's LMS.
Those participating in the Procure to Pay Specialist Certification should register for videos and this class through the Procure to Pay Specialist Curriculum.
Target Audience
Prerequisites
- Introduction and Accessing the Electronic AP Check Request Tool
- Tray One: General Information and Action Buttons
- Tray Two: Request Submitter
- Tray Three: Payee Details
- Tray Four: Payment Details
- Tray Five: Funding Source
- Tray Six: Attachments
- Searching for Established Vendors
- Check Request Utility
- Viewing the Status of a Check Request
- Adding Additional Approvers: Adhoc Approvals
- Electronic AP Check Request: Fundamentals Quiz
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Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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The Electronic AP Check Request tool through Duke@Work is the method for which the Duke Community executes check requests. These videos provide a comprehensive look at tool functionality for check request submitters and others that interact with the tool.
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With billions of dollars in spend each Fiscal Year, it is critical Duke University and Duke University Health System pay bills on time! This class dives into different tools that AP Reps, Financial Analyst, Grant Managers and others can use to make sure bills are getting paid. Explore the Workflow Status Report, Norikkon, SAP transactions and the AP Unpaid Invoice Report.
While not required, it is STRONGLY recommended that participants understand how to drill down on invoice information in SAP and/or attend Why Didn't It Pay - Investigating and Resolving Unpaid Invoices.
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Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
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To Register
This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services, including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.
Registration for this session will be handled through Duke"s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
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Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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Systems & Procedures
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.
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The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.
Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
- Introduction to Duke General Ledger Accounts - SAP Classes - this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
- Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
- Introduction to Duke General Ledger Accounts - Payroll Rep - DUHS - this video series is designed for Department Payroll Representatives who work in Duke University Health System.
- Introduction to General Ledger Accounts - Procure to Pay Specialist - this video series is designed for participants in the Procure to Pay Specialist certification program.
- Introduction to General Ledger Accounting - TRaC Representatives - this videos series is designed for participants in the TRaC Representative certification program.
- Introduction to General Ledger Accounting - Research Administration - this video series is designed for participants in the RAA Certification or for those in grant specific jobs.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
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Related Materials
Corporate Space & Assets
Prerequisites
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Additional Options
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
Target Audience
To Register
API
Time & Attendance Users
This guide is designed for managers to review with employees prior to and/or in conjunction with the launch of the time and attendance upgrade. The guide reviews what is changing and what is not changing as a result of the upgrade in terms of Duke Policies and business processes. Additionally, screen shots are provided of critical information important to employees. Finally, reminders focus employees on what they should do, how they should prepare, and where they can go to view online training videos.
Employees who have a Long-Term PTO (LTPTO) balance of two hours or more may request a Cash In payment for that time. Eligible employees should use the API Time and Attendance system to request a Cash In. These documents provide instructions for such requests, along with important information.
This quick reference provides information on Health System API Pay Codes.
To Register
Guidance is specific to DHIP entities. Should not be referenced if Quick Badge is not allowed by your business unit.
To Register
To Register
This quick reference provides information on how to add a calendar request for PTO for a holiday.
To Register
To Register
To Register
To Register
To Register
Time and Attendance approvers and editors may be responsible for editing employee time cards. This includes acting on calendar and clocking requests and working with employees to address exception messages. In smaller departments, often the time card approver is also responsible for editing time cards while in larger departments the role of editor and approver are filled by two different people. The online training modules listed below are required for editors and approver who have time card editing responsibilities. Additional training helpful to those editing time cards can be found in the Time and Attendance for Editors online learning series.
To request access or if you unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OITÂ depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time and Attendance approvers are responsible for validating and approving time cards. In some instances approvers are supported by editors. The online training modules listed below are required for all Time and Attendance approvers. Additional training helpful to time card approvers can be found in the Time and Attendance for Approvers online learning series.
Please note: If you are an approver who also has responsibility for editing time cards, you will need to complete the Required Time and Attendance Training for Time Card Editors
To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card editor.
Specific training is required for those new to editing time cards. This training will be for all new editors and for those time card approvers who are also responsible for editing time cards. Those with editing responsibility, MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are an employee. While not required, employees are STRONGLY ENCOURAGED to watch the online learning below and to review departmental policies regarding time reporting as part of the orientation process when they are hired or transfer into a department that uses the Time and Attendance System.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card approver. Please note, much of this online learning is geared towards approvers who are also responsible for editing time cards. For those Approvers who only approve, please watch the videos labeled specifically for approvers.
Specific training is required for new time card approvers. New approvers MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
Time Cards can also be approved using the Time and Attendance Mobile App. For more information, go to Approving Exempt Employees on Mobile Devices or Approving Non-exempt Employees on Mobile Devices.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time & Attendance Managers
This guide is designed for managers to review with employees prior to and/or in conjunction with the launch of the time and attendance upgrade. The guide reviews what is changing and what is not changing as a result of the upgrade in terms of Duke Policies and business processes. Additionally, screen shots are provided of critical information important to employees. Finally, reminders focus employees on what they should do, how they should prepare, and where they can go to view online training videos.
This quick reference provides information on Health System API Pay Codes.
To Register
Guidance is specific to DHIP entities. Should not be referenced if Quick Badge is not allowed by your business unit.
To Register
Step-by-step instructions for API Approvers entering calendar requests for PTO in alignment with DUHS guidance for DHIP use of Carry Over PTO bank. For questions, please contact DHIP HR.
To Register
To Register
This quick reference provides information on how to add a calendar request for PTO for a holiday.
To Register
To Register
To Register
To Register
To Register
Time and Attendance approvers and editors may be responsible for editing employee time cards. This includes acting on calendar and clocking requests and working with employees to address exception messages. In smaller departments, often the time card approver is also responsible for editing time cards while in larger departments the role of editor and approver are filled by two different people. The online training modules listed below are required for editors and approver who have time card editing responsibilities. Additional training helpful to those editing time cards can be found in the Time and Attendance for Editors online learning series.
To request access or if you unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OITÂ depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time and Attendance approvers are responsible for validating and approving time cards. In some instances approvers are supported by editors. The online training modules listed below are required for all Time and Attendance approvers. Additional training helpful to time card approvers can be found in the Time and Attendance for Approvers online learning series.
Please note: If you are an approver who also has responsibility for editing time cards, you will need to complete the Required Time and Attendance Training for Time Card Editors
To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card editor.
Specific training is required for those new to editing time cards. This training will be for all new editors and for those time card approvers who are also responsible for editing time cards. Those with editing responsibility, MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card approver. Please note, much of this online learning is geared towards approvers who are also responsible for editing time cards. For those Approvers who only approve, please watch the videos labeled specifically for approvers.
Specific training is required for new time card approvers. New approvers MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
Time Cards can also be approved using the Time and Attendance Mobile App. For more information, go to Approving Exempt Employees on Mobile Devices or Approving Non-exempt Employees on Mobile Devices.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Staffing & Scheduling & EdTrack Users
Target Audience
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To Register
EdTrack Managers
Target Audience
To Register
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Duration
To Register
Related Materials
Scheduling Managers & Schedulers
Target Audience
Duration
To Register
Related Materials
Target Audience
Duration
To Register
Related Materials
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card approver. Please note, much of this online learning is geared towards approvers who are also responsible for editing time cards. For those Approvers who only approve, please watch the videos labeled specifically for approvers.
Specific training is required for new time card approvers. New approvers MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
Time Cards can also be approved using the Time and Attendance Mobile App. For more information, go to Approving Exempt Employees on Mobile Devices or Approving Non-exempt Employees on Mobile Devices.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Employee Orientation
These new Nursing employee documents outline important information such as tracking your work time at Duke, Paid Time Off (PTO) guidelines, pay premiums, pay & holiday schedules, and reviewing or changing your personal information online.
Target Audience
BUDGETS & REPORTING
Budget Tool
To Register
Duke University employees with responsibility for inputting departmental budget information, use the Budget tool accessible through Duke@Work. The training videos listed below provide training on key functionality within the Budget Development functionality of the tool. Step-by-step guides provide guidance on complete functionality of the Budget Development tool, as well as, guidance on Projections and Budget Modifications. Please view the below "View More Information" for descriptions of each video module.
Related Materials
To Register
FINANCIAL CERTIFICATION PROGRAM
Certified Payroll Specialist
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
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This session provides participants with a step-by-step guide for processing employee transfers. Focus will be given to the three most common types of transfers - a different position in the same department, between departments, and between payroll areas. Learn the responsibilities of each of the departments involved in the transfer and the methodology payroll uses to ensure accurate payments and deductions during the transition period.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! - Accounts Payable Check Requests before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Foreign National Payment Process Overview This class will assist Department Payroll Representatives in understanding the complexities of working with Foreign National employees. Corporate Payroll Services will partner with other Duke departments to provide a comprehensive overview of a variety of different transactions that impact foreign national employees including hiring, acquiring social security numbers, and tax requirements.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
iForm Instructional Videos are designed to demonstrate how to complete a variety of HR/Payroll transactions through the iForms tab in Duke@Work. These online learnings also include key reminders and specific guidance on common scenarios found at Duke. Please note: Videos may be specific to non-exempt (biweekly) and exempt (monthly) staff based on the differences in how the iForm behaves for each type of employee. Additionally, Department Payroll Representatives, HR Managers, and others with iForms access will be required to watch the iForms video prior to attending classroom training supporting the video's content.
Target Audience
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To Register
- iForms Navigation
- iForms Overview
- iForms Master Data Overview
- Hire iForm Video
- Personal Data Change iForm
- Cost Distribution iForm
- Rate and Schedule Change iForm - Non-exempt Staff
- Rate and Schedule Change iForm - Exempt Staff
- Transfer iForm - Non-exempt Staff
- Transfer iForm - Exempt Staff
- Secondary Position iForm
- Supplemental Pay iForm
- Termination iForm - Non-exempt Staff
- Termination iForm - Exempt Staff
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.
Target Audience
Duration
To Register
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.
Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
- Introduction to Duke General Ledger Accounts - SAP Classes - this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
- Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
- Introduction to Duke General Ledger Accounts - Payroll Rep - DUHS - this video series is designed for Department Payroll Representatives who work in Duke University Health System.
- Introduction to General Ledger Accounts - Procure to Pay Specialist - this video series is designed for participants in the Procure to Pay Specialist certification program.
- Introduction to General Ledger Accounting - TRaC Representatives - this videos series is designed for participants in the TRaC Representative certification program.
- Introduction to General Ledger Accounting - Research Administration - this video series is designed for participants in the RAA Certification or for those in grant specific jobs.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
The Introduction to SAP course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. Introduction to SAP is required before taking any other SAP courses. It is not required for either the iForms Overview or Introduction to SAP Business Warehouse courses.
Target Audience
Duration
To Register
Related Materials
Issuing payments to exempt staff is easy - just set the salary and go, right? Wrong! While SAP allows salary to be set for monthly employees, there is often the need to make an exception to that salary amount or to issue additional payments for additional work performed. This session will focus on the nuances of issuing supplemental payments and completing pay exceptions for exempt staff. In this situationally based class, participants will focus on how to address some of the most common scenarios which result in changes to an exempt staff member's salary.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Target Audience
Duration
To Register
Related Materials
In preparation for the academic year, review the basics of college work study from how to process hire transactions to setting up appropriate funding codes. Class will focus exclusively on work study.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This interactive session is designed to assist Department Payroll Representatives, Business Managers, and HR Managers reconcile payroll expenses with department financial statements. Learn what reports are available both through SAP and by payroll request and how each ties to the financial statements. Participants will use case studies to explore how to effectively and efficiently handle reconciliations and what can happen if discrepancies are not addressed in a timely fashion.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Learn the proper way to process transactions to hire, pay, and terminate secondary employees. Class will focus exclusively on secondary positions.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This update allows Corporate Payroll Services and Department Representatives the opportunity to discuss the payroll process across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are separated between University, School of Medicine, and DUHS.
Target Audience
Duration
To Register
Related Materials
TRaC Representative Certification
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.
Target Audience
Duration
To Register
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.
Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
- Introduction to Duke General Ledger Accounts - SAP Classes - this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
- Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
- Introduction to Duke General Ledger Accounts - Payroll Rep - DUHS - this video series is designed for Department Payroll Representatives who work in Duke University Health System.
- Introduction to General Ledger Accounts - Procure to Pay Specialist - this video series is designed for participants in the Procure to Pay Specialist certification program.
- Introduction to General Ledger Accounting - TRaC Representatives - this videos series is designed for participants in the TRaC Representative certification program.
- Introduction to General Ledger Accounting - Research Administration - this video series is designed for participants in the RAA Certification or for those in grant specific jobs.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
The Introduction to SAP course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. Introduction to SAP is required before taking any other SAP courses. It is not required for either the iForms Overview or Introduction to SAP Business Warehouse courses.
Target Audience
Duration
To Register
Related Materials
Financial Systems Specialist
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
- Delegating additional work and responsibilities to the participant
- Supporting employee growth and development from certification
- Seeking newhires who have completed certification
To Register
To Register
Target Audience
To Register
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.
Target Audience
Duration
To Register
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.
Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
- Introduction to Duke General Ledger Accounts - SAP Classes - this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
- Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
- Introduction to Duke General Ledger Accounts - Payroll Rep - DUHS - this video series is designed for Department Payroll Representatives who work in Duke University Health System.
- Introduction to General Ledger Accounts - Procure to Pay Specialist - this video series is designed for participants in the Procure to Pay Specialist certification program.
- Introduction to General Ledger Accounting - TRaC Representatives - this videos series is designed for participants in the TRaC Representative certification program.
- Introduction to General Ledger Accounting - Research Administration - this video series is designed for participants in the RAA Certification or for those in grant specific jobs.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This class provides experience in how to prepare and post or park various kinds of journal entries. The approval/posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
Procure to Pay Specialist
This course is intended for those in the shopper or submitter role whose areas use Buy@Duke as their primary requestioning method. The course will cover the details needed to perform both the shopper and submitter roles in Buy@Duke. Training will cover the tool's full functionality, including how to set user personalizations, place orders, enter and confirm funding source information, submit orders for approval, track orders through creating a purchase order and perform goods receipt if applicable.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
To Register
Related Materials
Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! - Accounts Payable Check Requests before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
- Delegating additional work and responsibilities to the participant
- Supporting employee growth and development from certification
- Seeking new hires who have completed certification
Target Audience
To Register
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Setting up a purchase to require a goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order, and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Target Audience
To Register
Target Audience
To Register
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
Target Audience
Prerequisites
To Register
Target Audience
Prerequisites
To Register
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests, common usage, payment terms, back-up documentation, reporting, the most commonly asked questions received by the AP Check Request Team and best practices to model when requesting AP Checks. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.
Please note: Participants cannot register for this class until online videos and the quiz listed below under "Prerequisites" have been completed through Duke's LMS.
Those participating in the Procure to Pay Specialist Certification should register for videos and this class through the Procure to Pay Specialist Curriculum.
Target Audience
Prerequisites
- Introduction and Accessing the Electronic AP Check Request Tool
- Tray One: General Information and Action Buttons
- Tray Two: Request Submitter
- Tray Three: Payee Details
- Tray Four: Payment Details
- Tray Five: Funding Source
- Tray Six: Attachments
- Searching for Established Vendors
- Check Request Utility
- Viewing the Status of a Check Request
- Adding Additional Approvers: Adhoc Approvals
- Electronic AP Check Request: Fundamentals Quiz
Duration
To Register
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.
Target Audience
Duration
To Register
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.
Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
- Introduction to Duke General Ledger Accounts - SAP Classes - this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
- Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
- Introduction to Duke General Ledger Accounts - Payroll Rep - DUHS - this video series is designed for Department Payroll Representatives who work in Duke University Health System.
- Introduction to General Ledger Accounts - Procure to Pay Specialist - this video series is designed for participants in the Procure to Pay Specialist certification program.
- Introduction to General Ledger Accounting - TRaC Representatives - this videos series is designed for participants in the TRaC Representative certification program.
- Introduction to General Ledger Accounting - Research Administration - this video series is designed for participants in the RAA Certification or for those in grant specific jobs.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
The Introduction to SAP course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. Introduction to SAP is required before taking any other SAP courses. It is not required for either the iForms Overview or Introduction to SAP Business Warehouse courses.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
With billions of dollars in spend each Fiscal Year, it is critical Duke University and Duke University Health System pay bills on time! This class dives into different tools that AP Reps, Financial Analyst, Grant Managers and others can use to make sure bills are getting paid. Explore the Workflow Status Report, Norikkon, SAP transactions and the AP Unpaid Invoice Report.
While not required, it is STRONGLY recommended that participants understand how to drill down on invoice information in SAP and/or attend Why Didn't It Pay - Investigating and Resolving Unpaid Invoices.
Target Audience
Duration
To Register
Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services, including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.
Registration for this session will be handled through Duke"s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
Target Audience
Duration
To Register
Related Materials
Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
OTHER
PAYROLL & TIME REPORTING
Payroll Representatives
Offered in partnership with Human Resources, this training offers a comprehensive overview of the hiring process at Duke. The training walks participants through the process from the time a candidate is offered a position until they are on the payroll. Particular focus is given to the Hire iForm, back ground checks, and the E-Verify process. Discussions will focus on compliance requirements, Duke's transactional process, and best processes that have been implemented throughout the institution.
Target Audience
Duration
To Register
Related Materials
To Register
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
This session provides participants with a step-by-step guide for processing employee transfers. Focus will be given to the three most common types of transfers - a different position in the same department, between departments, and between payroll areas. Learn the responsibilities of each of the departments involved in the transfer and the methodology payroll uses to ensure accurate payments and deductions during the transition period.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Target Audience
To Register
Foreign National Payment Process Overview This class will assist Department Payroll Representatives in understanding the complexities of working with Foreign National employees. Corporate Payroll Services will partner with other Duke departments to provide a comprehensive overview of a variety of different transactions that impact foreign national employees including hiring, acquiring social security numbers, and tax requirements.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
iForm Instructional Videos are designed to demonstrate how to complete a variety of HR/Payroll transactions through the iForms tab in Duke@Work. These online learnings also include key reminders and specific guidance on common scenarios found at Duke. Please note: Videos may be specific to non-exempt (biweekly) and exempt (monthly) staff based on the differences in how the iForm behaves for each type of employee. Additionally, Department Payroll Representatives, HR Managers, and others with iForms access will be required to watch the iForms video prior to attending classroom training supporting the video's content.
Target Audience
Duration
To Register
- iForms Navigation
- iForms Overview
- iForms Master Data Overview
- Hire iForm Video
- Personal Data Change iForm
- Cost Distribution iForm
- Rate and Schedule Change iForm - Non-exempt Staff
- Rate and Schedule Change iForm - Exempt Staff
- Transfer iForm - Non-exempt Staff
- Transfer iForm - Exempt Staff
- Secondary Position iForm
- Supplemental Pay iForm
- Termination iForm - Non-exempt Staff
- Termination iForm - Exempt Staff
Recorded instructor-led training, quick reference documents, and video demonstrations of the Hire and Rate and Schedule iForms for School of Medicine and School of Nursing (SOM/SON) Faculty using the Appointment Model to reflect available calendar months for Duke activities.
Training includes:
- Appointment Model - Impact on iForms Slide Deck - Slide deck used for training sessions delivered in June 2022.
- Recording of Instructor-Led Training - June 15, 202
Target Audience
Issuing payments to exempt staff is easy - just set the salary and go, right? Wrong! While SAP allows salary to be set for monthly employees, there is often the need to make an exception to that salary amount or to issue additional payments for additional work performed. This session will focus on the nuances of issuing supplemental payments and completing pay exceptions for exempt staff. In this situationally based class, participants will focus on how to address some of the most common scenarios which result in changes to an exempt staff member's salary.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Target Audience
Duration
To Register
Related Materials
Effective July 1, 2024, Corporate Payroll Services is updating the Overpayment policy and collection process to support better the recapture of funds paid to employees and non-compensatory recipients in error. The training scheduled for June 2024 outlines these changes and provides business units an opportunity to ask questions. The detailed policy and process will be published on the policy and procedure page.
Training includes:
In preparation for the academic year, review the basics of college work study from how to process hire transactions to setting up appropriate funding codes. Class will focus exclusively on work study.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Recorded instructor-led payroll update focused on introducing a new multi-purpose iForm and changes to the offcycle payment process. The Powerpoint presentation can be used in conjunction with the recording.
Training includes:
This interactive session is designed to assist Department Payroll Representatives, Business Managers, and HR Managers reconcile payroll expenses with department financial statements. Learn what reports are available both through SAP and by payroll request and how each ties to the financial statements. Participants will use case studies to explore how to effectively and efficiently handle reconciliations and what can happen if discrepancies are not addressed in a timely fashion.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Learn the proper way to process transactions to hire, pay, and terminate secondary employees. Class will focus exclusively on secondary positions.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This update allows Corporate Payroll Services and Department Representatives the opportunity to discuss the payroll process across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are separated between University, School of Medicine, and DUHS.
Target Audience
Duration
To Register
Related Materials
Non-compensatory
Duke students receiving payments for scholarships, fellowships, or educational enrichment programs during the summer along with Postdoctoral Scholars, receive payments through Duke's Non-compensatory Payment System. All transactions related is paying these recipients are controlled through Non-compensatory iForms. This on-demand video series demonstrates how to perform a variety of Non-comp iForms transactions. To create a truly interactive learning experience, learners are encouraged to watch a video, pause the video, then complete the steps viewed using a transaction in the production environment.
The online videos listed below can be accessed in Duke's Learning Management System (LMS) using the links below or by following the instructions in the related materials section. The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab.
Target Audience
Duration
To Register
- Non-compensatory iForms - Set up Award (8 minutes)
- Non-compensatory iForms - Change Award
- Non-compensatory iForms - End Award
- Non-compensatory iForms - Approving in the Universal Worklist
- Non-compensatory iForms - Set up New Award Post Docs
- Non-compensatory iForms - How to Check the Status and Filter
- Non-compensatory iForms - Creating a Personal Value List
- Non-compensatory iForms - Reports
Related Materials
This overview document includes information about issuing non-compensatory payments with Duke University. The document highlights some key components of Duke Non-compensatory Payment System as well as providing screenshots with instructions on how to complete all transactions, how transactions route for approval, and how to run reports. For those who would like watch a demonstration of these transactions, please view the Non-compensatory iForms – On-demand Video Series.
Target Audience
To Register
The personal value list (PVL) can be used by Non-compensatory iForms Initiators to customize the Program List when working with recipients. This document includes instructions for creating a Program PVL as well as adding and deleting programs once the list is created. For a demonstration of how to work with the Program PVL, please watch the Non-compensatory iForms - Creating a Personal Value List video available on-demand.
Target Audience
To Register
Target Audience
Duration
To Register
Related Materials
Business Managers
Target Audience
Duration
Related Materials
Target Audience
Duration
To Register
Time & Attendance Users
This guide is designed for managers to review with employees prior to and/or in conjunction with the launch of the time and attendance upgrade. The guide reviews what is changing and what is not changing as a result of the upgrade in terms of Duke Policies and business processes. Additionally, screen shots are provided of critical information important to employees. Finally, reminders focus employees on what they should do, how they should prepare, and where they can go to view online training videos.
Employees who have a Long-Term PTO (LTPTO) balance of two hours or more may request a Cash In payment for that time. Eligible employees should use the API Time and Attendance system to request a Cash In. These documents provide instructions for such requests, along with important information.
This quick reference provides information on Health System API Pay Codes.
To Register
Guidance is specific to DHIP entities. Should not be referenced if Quick Badge is not allowed by your business unit.
To Register
To Register
This quick reference provides information on how to add a calendar request for PTO for a holiday.
To Register
To Register
To Register
To Register
To Register
Time and Attendance approvers and editors may be responsible for editing employee time cards. This includes acting on calendar and clocking requests and working with employees to address exception messages. In smaller departments, often the time card approver is also responsible for editing time cards while in larger departments the role of editor and approver are filled by two different people. The online training modules listed below are required for editors and approver who have time card editing responsibilities. Additional training helpful to those editing time cards can be found in the Time and Attendance for Editors online learning series.
To request access or if you unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OITÂ depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time and Attendance approvers are responsible for validating and approving time cards. In some instances approvers are supported by editors. The online training modules listed below are required for all Time and Attendance approvers. Additional training helpful to time card approvers can be found in the Time and Attendance for Approvers online learning series.
Please note: If you are an approver who also has responsibility for editing time cards, you will need to complete the Required Time and Attendance Training for Time Card Editors
To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card editor.
Specific training is required for those new to editing time cards. This training will be for all new editors and for those time card approvers who are also responsible for editing time cards. Those with editing responsibility, MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are an employee. While not required, employees are STRONGLY ENCOURAGED to watch the online learning below and to review departmental policies regarding time reporting as part of the orientation process when they are hired or transfer into a department that uses the Time and Attendance System.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card approver. Please note, much of this online learning is geared towards approvers who are also responsible for editing time cards. For those Approvers who only approve, please watch the videos labeled specifically for approvers.
Specific training is required for new time card approvers. New approvers MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
Time Cards can also be approved using the Time and Attendance Mobile App. For more information, go to Approving Exempt Employees on Mobile Devices or Approving Non-exempt Employees on Mobile Devices.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time & Attendance Managers
This guide is designed for managers to review with employees prior to and/or in conjunction with the launch of the time and attendance upgrade. The guide reviews what is changing and what is not changing as a result of the upgrade in terms of Duke Policies and business processes. Additionally, screen shots are provided of critical information important to employees. Finally, reminders focus employees on what they should do, how they should prepare, and where they can go to view online training videos.
This quick reference provides information on Health System API Pay Codes.
To Register
Guidance is specific to DHIP entities. Should not be referenced if Quick Badge is not allowed by your business unit.
To Register
Step-by-step instructions for API Approvers entering calendar requests for PTO in alignment with DUHS guidance for DHIP use of Carry Over PTO bank. For questions, please contact DHIP HR.
To Register
To Register
This quick reference provides information on how to add a calendar request for PTO for a holiday.
To Register
To Register
To Register
To Register
To Register
Time and Attendance approvers and editors may be responsible for editing employee time cards. This includes acting on calendar and clocking requests and working with employees to address exception messages. In smaller departments, often the time card approver is also responsible for editing time cards while in larger departments the role of editor and approver are filled by two different people. The online training modules listed below are required for editors and approver who have time card editing responsibilities. Additional training helpful to those editing time cards can be found in the Time and Attendance for Editors online learning series.
To request access or if you unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OITÂ depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Time and Attendance approvers are responsible for validating and approving time cards. In some instances approvers are supported by editors. The online training modules listed below are required for all Time and Attendance approvers. Additional training helpful to time card approvers can be found in the Time and Attendance for Approvers online learning series.
Please note: If you are an approver who also has responsibility for editing time cards, you will need to complete the Required Time and Attendance Training for Time Card Editors
To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card editor.
Specific training is required for those new to editing time cards. This training will be for all new editors and for those time card approvers who are also responsible for editing time cards. Those with editing responsibility, MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
This session is designed to provide individuals with editor and approver permissions with a better understanding of the time and attendance tool. Participants will learn how the tool integrates with overall payroll operations. They will see a high level demonstration of the tool, explore basic functionality of the tool, and discuss departmental business processes that must be considered to use the tool effectively and efficiently. They will also review different reports available to editors and approvers and applicability of some of the most widely used reports. Please note, this is not a hands-on training and focus will not be given to the scheduling and educational tracking components of the tool. A series of online videos are available to supplement this training session.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
The Time and Attendance System is a web-based technology that is used by Heath System and some areas of the University and the School of Medicine to enter, edit and approve time for non-exempt employees. Additionally, it is the system for tracking PTO for monthly Health System employees. The online learning outlined below, reviews how to use the Time and Attendance System if you are a time card approver. Please note, much of this online learning is geared towards approvers who are also responsible for editing time cards. For those Approvers who only approve, please watch the videos labeled specifically for approvers.
Specific training is required for new time card approvers. New approvers MUST complete training before being granted access to the Time and Attendance System. More information about required training can be found here. To request access or if you are unclear as to your role, work with your designated liaison.
Time Cards can also be approved using the Time and Attendance Mobile App. For more information, go to Approving Exempt Employees on Mobile Devices or Approving Non-exempt Employees on Mobile Devices.
For problems using Time and Attendance, users should contact DHTS or OIT depending on who provides IT support for your area. For questions about the online learning, please contact finance-training@duke.edu.
To Register
Additional Options
Target Audience
To Register
The Electronic Time Reporting system through Duke@Work is the method by which non-exempt employees record the following hours to be paid:
- Primary position hours for employees' primary departments in Duke University and the School of Medicine where API Time and Attendance is not used.
- Secondary position hours for all secondary employees in Duke University, the School of Medicine, and Duke University Health System.
- All hours for Duke Temporary Service (DTS) employees in Duke University, the School of Medicine, and Duke University Health System.
The online training videos provide new employees with an opportunity to review and understand the tool prior to entering and submitting hours for payment. Employees should view the video that reflects the type of position they hold. Please contact your supervisor or department payroll representative if you have questions.
Target Audience
To Register
The Exempt Time-Off Tracking Tool provides Duke University exempt staff (Faculty are not included) with a standard method for tracking vacation, sick, and discretionary holidays. The tool is accessible via the Duke@Work self-service site. The training material below can be used by employees in departments to understand how to view, record, and submit their time reports effectively using the tool.
Target Audience
To Register
Target Audience
To Register
Certified Payroll Representative certification is designed for those individuals who are payroll representatives or backup payroll representatives and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community. Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
- Delegating additional work and responsibilities to the participant
- Supporting employee growth and development from certification
- Seeking newhires who have completed certification
Target Audience
To Register
Recorded instructor-led training, quick reference documents, and video demonstrations of the Hire and Rate and Schedule iForms for School of Medicine and School of Nursing (SOM/SON) Faculty using the Appointment Model to reflect available calendar months for Duke activities.
Training includes:
- Appointment Model - Impact on iForms Slide Deck - Slide deck used for training sessions delivered in June 2022.
- Recording of Instructor-Led Training - June 15, 202
Target Audience
Effective July 1, 2024, Corporate Payroll Services is updating the Overpayment policy and collection process to support better the recapture of funds paid to employees and non-compensatory recipients in error. The training scheduled for June 2024 outlines these changes and provides business units an opportunity to ask questions. The detailed policy and process will be published on the policy and procedure page.
Training includes:
Secondary positions are created when non-exempt (biweekly) employees work jobs in addition to their primary job at Duke. The online training videos provide step-by-step guidance on how to create and make changes to secondary positions in a variety of situations. Department payroll representatives and others who create iForms should view the videos to understand how to use the secondary position iForm.
Target Audience
To Register
- Creating a New Position - Duke University/School of Medicine Video
- Creating a New Position - Duke University Health System Video
- Creating a New Position - College Work Study Video
- Changing/Delimiting a Secondary Position - Duke University/School of Medicine Video
- Changing/Delimiting a Secondary Position - Duke University Health System Video
Duration
To Register
PROCUREMENT & PURCHASING
Grants Management
Designed to assist Grant Managers successfully manage expenses related to purchasing goods and services using purchase orders, a Grant Manager's Guide to Purchase Orders and Invoices is a two part series providing a detailed look at all aspects of purchase orders and invoices.
In Session 1, learners begin by discussing purchasing methods at Duke and appropriate uses of each while exploring Sponsored Research specific GAPs supporting purchasing. Then learners do a deep dive into the different types of purchase orders, invoice processing, and operational processes used to manage invoices that block for payment.
Please note: This class providers learners with the fundamental skills necessary to manage expenses on purchase orders and invoices at Duke. While not required before attending Session 2, learners are STRONGLY ENCOURGED to register for Session 1 before attending Session 2.
Target Audience
Duration
To Register
Designed to assist Grant Managers successfully manage expenses related to purchasing goods and services using purchase orders, a Grant Manager's Guide to Purchase Orders and Invoices is a two part series providing a detailed look at all aspects of purchase orders and invoices.
Building on the foundational understanding built in Session 1, Session 2 offers hands on practice using tools and reports available in SAP and Duke@Work focusing on not only how to execute the reports, but how to analyze data in a meaningful way. Learners will explore the SAP Purchase Order Transaction ME23N, the Norikkon AP Center, the Workflow Status Report by both Cost Object and Org Unit view, the Unpaid Invoice Report, and the PO Commitment Tools and Report. The session is offered in two, two hour parts.
RCC continuing education credit is offered for participants who successfully complete all required components.
Please note: This computer based class assumes all learners have a strong understanding of transactional and operational processes supporting purchase orders and invoices at Duke. Learners are STRONGLY ENCOURGED to attend Session 1 before attending Session 2. This class is REQUIRED before participating in Session 3.
Target Audience
Duration
To Register
Health System Purchasing
Target Audience
To Register
Target Audience
To Register
Target Audience
To Register
Related Materials
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
To Register
Related Materials
Target Audience
Prerequisites
To Register
Target Audience
Prerequisites
To Register
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
Target Audience
To Register
Accounts Payable
To Register
This video provides detailed instructions for accessing invoice information in Norikkon – the system attached to SAP used to manage invoices. Participants in this online training learn how to filter on invoices using a variety of selection criteria including Company Code, Cost Object, Purchase Order and Invoice Status. Please note: to access Norikkon in SAP, users must have security access. Work with your SAP Security Administrator to request access as necessary.
To Register
This session provides those with management responsibility an overview of the process for procuring goods and services at Duke. Participants will review different payment methods with specific focus given to General Accounting Procedures (GAPs) and decision-making criteria to use when determining the best method of procuring a good or a service. Participants will gain a better understanding of procurement related information contained in SAP and suggestions for how their department should be using this information in daily operations. Discussion will focus on the SAP Workflow and APay Reply tools that are executed when invoices have problems and appropriate departmental responses. Participants will be encouraged to share their best practices for maintaining a pulse for how Purchase Orders, AP check requests, and invoices are handled in their department.
Target Audience
Duration
To Register
Target Audience
Duration
To Register
Related Materials
To Register
This online video series provides a high-level guide to using the Electronic AP Check Request Reporting Tool. These videos provide descriptions of the action buttons, instructions on running reports, and navigating AP Check Request reports. If you have specific questions that are not addressed in the videos, please contact Corporate Accounts Payable at 919-684-3112 or email APOnlineCheck@duke.edu.
Target Audience
To Register
Related Materials
Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! - Accounts Payable Check Requests before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
- Delegating additional work and responsibilities to the participant
- Supporting employee growth and development from certification
- Seeking new hires who have completed certification
Target Audience
To Register
This video provides detailed instructions about how to complete the Independent Contractor Checklist. For additional information, review GAP 200.128, Guidance on the Independent Contractor Checklist (ICC). If you have specific questions about whether an individual should be classified as an employee or independent contractor that are not address in the video or GAP, please contact Corporate Accounts Payable at 919-684-3112.
To Register
Related Materials
Setting up a purchase to require a goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order, and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests, common usage, payment terms, back-up documentation, reporting, the most commonly asked questions received by the AP Check Request Team and best practices to model when requesting AP Checks. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.
Please note: Participants cannot register for this class until online videos and the quiz listed below under "Prerequisites" have been completed through Duke's LMS.
Those participating in the Procure to Pay Specialist Certification should register for videos and this class through the Procure to Pay Specialist Curriculum.
Target Audience
Prerequisites
- Introduction and Accessing the Electronic AP Check Request Tool
- Tray One: General Information and Action Buttons
- Tray Two: Request Submitter
- Tray Three: Payee Details
- Tray Four: Payment Details
- Tray Five: Funding Source
- Tray Six: Attachments
- Searching for Established Vendors
- Check Request Utility
- Viewing the Status of a Check Request
- Adding Additional Approvers: Adhoc Approvals
- Electronic AP Check Request: Fundamentals Quiz
Duration
To Register
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
The Electronic AP Check Request tool through Duke@Work is the method for which the Duke Community executes check requests. These videos provide a comprehensive look at tool functionality for check request submitters and others that interact with the tool.
Target Audience
With billions of dollars in spend each Fiscal Year, it is critical Duke University and Duke University Health System pay bills on time! This class dives into different tools that AP Reps, Financial Analyst, Grant Managers and others can use to make sure bills are getting paid. Explore the Workflow Status Report, Norikkon, SAP transactions and the AP Unpaid Invoice Report.
While not required, it is STRONGLY recommended that participants understand how to drill down on invoice information in SAP and/or attend Why Didn't It Pay - Investigating and Resolving Unpaid Invoices.
Target Audience
Duration
To Register
Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
Target Audience
To Register
This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services, including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.
Registration for this session will be handled through Duke"s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
Target Audience
Duration
To Register
Related Materials
Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This reference document provides detailed descriptions of information on the AP problem invoice view of the Workflow Status Report. Additionally, it provides best practice recommendations for how to use the report to manage blocked invoices and provides email templates that can be used to send notifications to individuals who need to take action on blocked invoices.
To Register
Corporate Card
PDF Manual for proper usage and procedure regarding the Duke Corporate Card.
To Register
Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duration
To Register
Related Materials
Buy@Duke
To Register
Buy@Duke should be used to purchase standard and custom computers, as well as peripherals, through the Duke Technology Center (DTC). Based on the type of purchase, there are different ways to purchase through Buy@Duke, including several Punch-out catalogs for Dell and Apple products, a Hosted catalog for Lenovo and peripherals, and text orders for certain custom orders or orders to be picked up at the DTC.
To Register
This course is intended for those in the shopper or submitter role whose areas use Buy@Duke as their primary requestioning method. The course will cover the details needed to perform both the shopper and submitter roles in Buy@Duke. Training will cover the tool's full functionality, including how to set user personalizations, place orders, enter and confirm funding source information, submit orders for approval, track orders through creating a purchase order and perform goods receipt if applicable.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
To Register
Related Materials
Buy@Duke is the new web-based tool Duke employees will use to purchase goods and services. It is a component of the SAP enterprise system.rn
To assist you in learning to use Buy@Duke, we have offered a series of videos that demonstrate the features of the system. The videos are grouped into curriculums based on your Buy@Duke role.
To Register
Related Materials
Additional Options
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
Target Audience
To Register
RESEARCH COMPLIANCE & REPORTING
Grants Management
Designed to assist Grant Managers successfully manage expenses related to purchasing goods and services using purchase orders, a Grant Manager's Guide to Purchase Orders and Invoices is a two part series providing a detailed look at all aspects of purchase orders and invoices.
In Session 1, learners begin by discussing purchasing methods at Duke and appropriate uses of each while exploring Sponsored Research specific GAPs supporting purchasing. Then learners do a deep dive into the different types of purchase orders, invoice processing, and operational processes used to manage invoices that block for payment.
Please note: This class providers learners with the fundamental skills necessary to manage expenses on purchase orders and invoices at Duke. While not required before attending Session 2, learners are STRONGLY ENCOURGED to register for Session 1 before attending Session 2.
Target Audience
Duration
To Register
Designed to assist Grant Managers successfully manage expenses related to purchasing goods and services using purchase orders, a Grant Manager's Guide to Purchase Orders and Invoices is a two part series providing a detailed look at all aspects of purchase orders and invoices.
Building on the foundational understanding built in Session 1, Session 2 offers hands on practice using tools and reports available in SAP and Duke@Work focusing on not only how to execute the reports, but how to analyze data in a meaningful way. Learners will explore the SAP Purchase Order Transaction ME23N, the Norikkon AP Center, the Workflow Status Report by both Cost Object and Org Unit view, the Unpaid Invoice Report, and the PO Commitment Tools and Report. The session is offered in two, two hour parts.
RCC continuing education credit is offered for participants who successfully complete all required components.
Please note: This computer based class assumes all learners have a strong understanding of transactional and operational processes supporting purchase orders and invoices at Duke. Learners are STRONGLY ENCOURGED to attend Session 1 before attending Session 2. This class is REQUIRED before participating in Session 3.
Target Audience
Duration
To Register
Introductory
Duration
To Register
Duration
To Register
Research Administration Academy
To Register
Effort Reporting & ECRT
Target Audience
Duration
To Register
Related Materials
The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University's ECRT tool.
To Register
These Frequently Asked Questions (FAQs) address questions commonly asked by faculty and staff who are required to review and certify effort or work in Duke University's ECRT tool.
To Register
Particular focus will be given to functionality and those functions that are different than the current ECRT tool. The sessions will consistent of a guide demonstration and an opportunity for questions and answers.
Attendees are strongly encouraged to view the online learning - An Overview of ECRT prior to attending a town hall session. The online learning can be found by searching on the key word "ECRT2017" in the LMS.
Target Audience
To Register
Related Materials
To Register
These quick reference guides (QRGs) provide guidance and general information on using the Payroll Cost Share Tools and Reports. Each guide is specially focused on the tool or report included in its title and can be accessed by selecting the title below.
To Register
Each e-learning module demonstrates how to execute differenty functionality in the tools available to assit with managing payroll cost share. Connect directly to the training videos in LMS (When you select the link, the LMS will open. Select "Register" found on the right side of the page.)
To Register
FasTracks
- Understand the federal rules guiding the current federal award environment and their impact on Duke
- Understand the idea and expectations of Clean Close
- Understand how Duke as an institution is laying the foundation for a Clean Close environment
- Identify what you can do to prepare for a Clean Close environment at Duke
Duration
Related Materials
International Research
This reference guides details the requirements and exemptions allowed by the Fly America Act, including information about Open Skies Agreements and the City Pairs Programs.
To Register
This resource guides an individual through the process of determining which airline carriers would be allowable charges, according to the requirements of the Fly America Act and Open Skies Agreements.
To Register
A decision tree that details for Grant Managers when they should seek additional assistance for managing an international research administration question or issue.
To Register
A matrix of activities occurring in International Research Administration at Duke University, and the University Offices that are involved in the support of those activities.
To Register
Post Award Administration
This class is updated annually and is mandatory for all grant managers. Attendance counts as one credit of the required continuing education credits for those with RCC, RAA, AGM, and RAI certification. The objective of this program is to provide the participant with a broad understanding of emerging/current financial compliance issues. This class features up-to-date regulatory and policy information and practical applications in managing important compliance functions. This session is designed for individuals with intermediate to advanced knowledge of compliance.
Duration
To Register
Continuing Education
This class is updated annually and is mandatory for all grant managers. Attendance counts as one credit of the required continuing education credits for those with RCC, RAA, AGM, and RAI certification. The objective of this program is to provide the participant with a broad understanding of emerging/current financial compliance issues. This class features up-to-date regulatory and policy information and practical applications in managing important compliance functions. This session is designed for individuals with intermediate to advanced knowledge of compliance.
Duration
To Register
Target Audience
Duration
To Register
Additional Options
For many, particularly research administrators, separating base pay from supplemental payments for exempt employees is helpful. Users can make this distinction by adding Wage Types to the Payroll Activity Details (ZH333) Report. Review this quick reference to understand wage type and how to add it to this report.
To Register
Research Costing Compliance (RCC) hosts a semi-annual CRA Study Group for those persons interested in taking the Certified Research Administrator exam administered by the Research Administrators Certification Council (RACC). CRA Study Group participants who attend all of the sessions will receive 2 continuing education credits towards maintaining their RCC/RAA/AGM/RAI certification(s). Partial credit, or one credit, will not be given.
The Fall 2013 issue of In Focus (pdf), RACC's semi-annual newsletter, featured an article about Duke's CRA Study Group and its success.
For more information on the exam, please visit: http://www.cra-cert.org/.
Target Audience
Duration
To Register
To Register
To Register
To Register
To Register
To Register
To Register
To Register
To Register
To Register
To Register
The Revision Tool is used to request revision to closeout documents or final financial reports/invoices. Requirements vary based on the circumstances. Use the appropriate guide below to ensure adequate information is provided.
Closeout Tools: Revision Tool - Form Correction
Quick reference is applicable for corrections to previously approved closeout information. Use this guidance when edits are needed due to corrections or ledger changes that impacted the initial submission of the closeout documents.
Closeout Tools: Revision Tool - Delayed Modification
Use this guide when revised closeout documents are needed to close WBSE(s) due to an extension received after initial closeout forms were completed.
To Register
To Register
To Register
To Register
To Register
This quick reference guide details the process to calculate an approximation of the expected final financial bottom line for a project, and includes all transactions expected to post to the ledger for the project. The Estimated Balance Calculator referenced in Related Materials 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.
To Register
Related Materials
This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
A guide to treating Allowability, Alocability, and Reasonableness as a first principle of Research Administration. This guide will help you think through important questions to ask when determining AAR.
To Register
A guide to treating Facilities and Administrative costs as a first principle of Research Administration. This guide will help you to understand the fundamentals of F&A, know your rate, apply principles of F&A to the management of sponsored projects, and explain F&A to your PIs.
To Register
This reference guides details the requirements and exemptions allowed by the Fly America Act, including information about Open Skies Agreements and the City Pairs Programs.
To Register
This resource guides an individual through the process of determining which airline carriers would be allowable charges, according to the requirements of the Fly America Act and Open Skies Agreements.
To Register
This on-demand, online course offers PIs and grants managers who support them with instructions, guidance, and a demonstration of how to approve a PI Attestation.
Target Audience
To Register
This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to closeout a project using the Closeout Tasklist Utility. Videos in this offering will cover:
- How to navigate in the Tasklist
- How to create a Tasklist
- How to work in a previously created Tasklist
- How to submit a Tasklist
Videos in this course include a demonstration of how to perform actions on all aspects of the Closeout Tasklist.
Target Audience
To Register
This on-demand, online course offers grants managers specific instructions, guidance, and a demonstration of how to create a PI Attestation.
Target Audience
To Register
This on-demand, online course offers grants managers a navigational overview of the Grants Management Tab available in Duke@Work.
Target Audience
To Register
A decision tree that details for Grant Managers when they should seek additional assistance for managing an international research administration question or issue.
To Register
A matrix of activities occurring in International Research Administration at Duke University, and the University Offices that are involved in the support of those activities.
To Register
To Register
To Register
To Register
Related Materials
To Register
To Register
To Register
The checklist provides a general list of questions and actions that Grant Managers should review and complete when requesting a NCE.
To Register
To Register
To Register
To Register
An overview of new Payroll Access GAPs & technology, ensuring Grant Managers direct access to pertinent data.
The class reviews:
- Tools/Reports in Duke@Work, including selected iForms, NEW Weighted Average Report, NEW Employee Data Search and NEW Institutional Base Salary
- NEW GAPs: 200.171, Cross Organizational Unit Payroll Management on Sponsored Projects; and 200.172, Payroll Access for Effort Management on Sponsored Projects
- Roles & Responsibilities/Best Practices to ensure compliant effort management through life of project with effort discussions re: cross-departmental, Centers/Institutes, Parent/Child
- Guidance on escalation process for resolving cross-departmental payroll issues
- Enhancements improving payroll actions and iForms efficiency
Due to the content, it is strongly advised that GMs with limited to no iForms experience view Payroll Access Training for Grant Managers - Online iForms Overview - Video prior to attending (available via LMS).
Target Audience
Duration
To Register
Related Materials
- Requests of Cost Distribution Changes
- Manual Salary Cost Transfer
- Supplemental Payments
- iForms Overview – used to view the status of the iForm
Target Audience
To Register
These quick reference guides (QRGs) provide guidance and general information on using the Payroll Cost Share Tools and Reports. Each guide is specially focused on the tool or report included in its title and can be accessed by selecting the title below.
To Register
Each e-learning module demonstrates how to execute differenty functionality in the tools available to assit with managing payroll cost share. Connect directly to the training videos in LMS (When you select the link, the LMS will open. Select "Register" found on the right side of the page.)
To Register
Prerequisites
Duration
To Register
To Register
To Register
To Register
This series focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. Each session in the series provides an in-depth look at how to run, interpret, drill down, and utilize critical SAP reports to support sponsored research across the institution. Some classes have pre-requisite requirements outlined in the LMS course descriptions. Please read the descriptions before enrolling in a session.
Registration for each session in the series will be handled through Duke's LMS. Sessions can be accessed by selecting the links below.
These sessions are recommended to those new to research administration or to seasoned administrators who want to refresh their SAP reporting skills. Continuing Education credit is offered for each of these sessions.
Sessions included in the series are:
- Sponsored Projects Reporting: Master Data
- Sponsored Projects Reporting: Organizational Reports
- Sponsored Projects Reporting: Project WBSE ITD w/Plan - Z71PROJ
- Sponsored Projects Reporting: Line Item Reports
Related Materials
This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSEs, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.
Target Audience
Duration
To Register
Related Materials
To Register
To Register
Related Materials
This quick reference guide provides an overview of the WBSE Create Form, including when the department/center/institute is responsible for initiating the process, how to initiate and submit the form, and the steps to approve the form at the departmental level. Also included are appendices on key fields, and links to additional learning materials.
To Register
Target Audience
To Register
This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to create a WBSE using the WBSE Create Form. Videos in this course will cover:
- An overview of the form and process
- Using the WBSE Create Form in Advance of the Award in SPS
- Using the WBSE Create Form in Advance of the Award in SAP
- Using the Create Form Utility
- Using the Create Form Management Overview
Videos in this course include a demonstration of how to perform actions on all aspects of the WBSE Create Form. Please note: there is a separate video demonstrating the WBSE Create Form approval.
Target Audience
To Register
This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
To Register
SAP
Health System Purchasing
Target Audience
To Register
Target Audience
To Register
Target Audience
To Register
Related Materials
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
Target Audience
Prerequisites
To Register
Target Audience
Prerequisites
To Register
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
Target Audience
To Register
Introductory
The Introduction to SAP course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. Introduction to SAP is required before taking any other SAP courses. It is not required for either the iForms Overview or Introduction to SAP Business Warehouse courses.
Target Audience
Duration
To Register
Related Materials
Financial
This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This class provides experience in how to prepare and post or park various kinds of journal entries. The approval/posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
In this video, you will learn the process for non-salary cost transfers, look at different examples of when it's appropriate and not appropriate to use the tool, and explore the resources available to assist you.
Please note: If you are attending SAP Journal Entry, you are strongly encouraged to watch this video before coming to class if you work with federally sponsored research cost objects
Target Audience
Duration
To Register
This course focuses on reporting using BFR selection for MULTIPLE Cost centers, Profit Centers, and/or Plant-related WBS Elements. The course is similar to the Non-Restricted course, but instead focuses on selecting and viewing numerous cost objects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are included. Printing and exporting reports to Excel are covered. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This series focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. Each session in the series provides an in-depth look at how to run, interpret, drill down, and utilize critical SAP reports to support sponsored research across the institution. Some classes have pre-requisite requirements outlined in the LMS course descriptions. Please read the descriptions before enrolling in a session.
Registration for each session in the series will be handled through Duke's LMS. Sessions can be accessed by selecting the links below.
These sessions are recommended to those new to research administration or to seasoned administrators who want to refresh their SAP reporting skills. Continuing Education credit is offered for each of these sessions.
Sessions included in the series are:
- Sponsored Projects Reporting: Master Data
- Sponsored Projects Reporting: Organizational Reports
- Sponsored Projects Reporting: Project WBSE ITD w/Plan - Z71PROJ
- Sponsored Projects Reporting: Line Item Reports
Related Materials
Effective October 1, 2021, all University non-capital project WBSEs will be created as nine (9) digits. The new WBSEs will return to sight recognition within the 3xx range. The remaining six (6) digits will be generic.
- The first digit indicates a restricted WBSE
- The second digit identifies the sponsor
- The third digit identifies the type of activity funded
There will be no changes or conversions for existing WBSEs – codes will remain as is (7 digits) until they are closed. There will be no changes for cost centers or profit centers.
This decision to change the length of some WBS Elements to nine (9) digits was part of S/4 planning and made in order to:
- Return to sight recognition for the first three (3) digits
- Provide significant headroom in historical ranges
Additional information is available in the Related Materials below.
Target Audience
Related Materials
Financial, Advanced
This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSEs, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.
Target Audience
Duration
To Register
Related Materials
Purchasing
Buy@Duke should be used to purchase standard and custom computers, as well as peripherals, through the Duke Technology Center (DTC). Based on the type of purchase, there are different ways to purchase through Buy@Duke, including several Punch-out catalogs for Dell and Apple products, a Hosted catalog for Lenovo and peripherals, and text orders for certain custom orders or orders to be picked up at the DTC.
To Register
The ZMOG (Materials Ordering Guide) allows users to create a template for frequently ordered items that are maintained in the Material Master.
Target Audience
To Register
Human Resources & Payroll
This resource provides instructions to override the default cost center at the employee position level within iForms.
To Register
Duke's Faculty IBS Tool is only used by the School of Medicine/Nursing and is available to those with the Compensation Tab in Duke@Work. Users can set salaries and the Duke appointment percentage for individuals in faculty positions in this tool during the annual salary setting process.
Select the link to launch the corresponding learning video.
- Accessing the Faculty IBS Administration Tool - Provides a demonstration of how to access the Faculty IBS grid for an org unit. Video length: 2:43.
- Faculty IBS Tool - Hiding Columns - Provides a demonstration of how to hide columns in the Faculty IBS grid display making it easier to read the data on the screen. Video length: 3:59
- Faculty IBS Tool - Action Buttons and Fill Functionality - Provides an overview of action buttons in the faculty IBS tool and how "Fill" works. Video length: 5:39
- Faculty IBS Tool - Working in the Grid - Provides an overview of how to enter data into the grid. Video length: 10:33
The detailed step-by-step guide should be used in conjunction with this learning to better understand all tool functionality. There are details in the guide that are not included in the e-learning.
Related Materials
iForm Instructional Videos are designed to demonstrate how to complete a variety of HR/Payroll transactions through the iForms tab in Duke@Work. These online learnings also include key reminders and specific guidance on common scenarios found at Duke. Please note: Videos may be specific to non-exempt (biweekly) and exempt (monthly) staff based on the differences in how the iForm behaves for each type of employee. Additionally, Department Payroll Representatives, HR Managers, and others with iForms access will be required to watch the iForms video prior to attending classroom training supporting the video's content.
Target Audience
Duration
To Register
- iForms Navigation
- iForms Overview
- iForms Master Data Overview
- Hire iForm Video
- Personal Data Change iForm
- Cost Distribution iForm
- Rate and Schedule Change iForm - Non-exempt Staff
- Rate and Schedule Change iForm - Exempt Staff
- Transfer iForm - Non-exempt Staff
- Transfer iForm - Exempt Staff
- Secondary Position iForm
- Supplemental Pay iForm
- Termination iForm - Non-exempt Staff
- Termination iForm - Exempt Staff
These videos demonstrate how to best navigate in the tool along with demonstrating some of the tool's key functionality. Specific focus is given to how to effectively download and update employee salary information. Focus is also given to show how data can be uploaded into the tool which may be particularly helpful when working with large groups.
Separate videos are available for Duke University (Company 10) and for DUHS. A detailed and customized Step-by-Step guide for the University and DUHS can be used in conjunction with the online videos to better understand all tool functionality.
To Register
Related Materials
Business Warehouse
This class provides an introduction on how to use the SAP Business Warehouse (BW) product for Duke University - Company Code 0010. SAP BW is a data warehouse that is updated nightly from SAP and is available as an additional tool for more advanced reporting options at an organizational level, using your Org. Unit (10 digit BFR code). You will learn how to access BW and run existing basic queries for your organizational unit, such as the Fund Trial Balance query. In addition the class provides experience in how to manipulate or rotate the data for different analysis, and how to save workbooks for use in the future.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Duration
To Register
Related Materials
Budget Tool
Duke University employees with responsibility for inputting departmental budget information, use the Budget tool accessible through Duke@Work. The training videos listed below provide training on key functionality within the Budget Development functionality of the tool. Step-by-step guides provide guidance on complete functionality of the Budget Development tool, as well as, guidance on Projections and Budget Modifications. Please view the below "View More Information" for descriptions of each video module.
Related Materials
Buy@Duke
To Register
Buy@Duke should be used to purchase standard and custom computers, as well as peripherals, through the Duke Technology Center (DTC). Based on the type of purchase, there are different ways to purchase through Buy@Duke, including several Punch-out catalogs for Dell and Apple products, a Hosted catalog for Lenovo and peripherals, and text orders for certain custom orders or orders to be picked up at the DTC.
To Register
This course is intended for those in the shopper or submitter role whose areas use Buy@Duke as their primary requestioning method. The course will cover the details needed to perform both the shopper and submitter roles in Buy@Duke. Training will cover the tool's full functionality, including how to set user personalizations, place orders, enter and confirm funding source information, submit orders for approval, track orders through creating a purchase order and perform goods receipt if applicable.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
To Register
Related Materials
Buy@Duke is the new web-based tool Duke employees will use to purchase goods and services. It is a component of the SAP enterprise system.rn
To assist you in learning to use Buy@Duke, we have offered a series of videos that demonstrate the features of the system. The videos are grouped into curriculums based on your Buy@Duke role.
To Register
Related Materials
Accounts Payable
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
Target Audience
To Register
Effort Reporting & ECRT
Target Audience
Duration
To Register
Related Materials
The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University's ECRT tool.
To Register
These Frequently Asked Questions (FAQs) address questions commonly asked by faculty and staff who are required to review and certify effort or work in Duke University's ECRT tool.
To Register
Particular focus will be given to functionality and those functions that are different than the current ECRT tool. The sessions will consistent of a guide demonstration and an opportunity for questions and answers.
Attendees are strongly encouraged to view the online learning - An Overview of ECRT prior to attending a town hall session. The online learning can be found by searching on the key word "ECRT2017" in the LMS.
Target Audience
To Register
Related Materials
Reporting
SAP Security Administration
The Security Administration Tool available to SAP Security Administrators and Initiators allows departments to electronically request SAP security roles and organizational unit access for employees within their organizational unit. Requests are sent via workflow for approval to designated Approvers at departmental, organizational unit and corporate levels as appropriate. Online training videos provide SAP Security Administrators, Initiators and/or Approvers with an overview of tool functionality as well as detailed how to videos. Please see the Related Material How to Access This Training in Duke's LMS below for more information on about each video, including how to register and view the material.
Target Audience
To Register
Related Materials
Hands on SAP Security Administrator training was provided in early 2014 to over 150 individuals. These are the slides for that training.
To Register
SAP Security Administrator Step-by-Step guide for adding/changing org unit (PD Profile) access.
To Register
Additional Options
This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
This series focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. Each session in the series provides an in-depth look at how to run, interpret, drill down, and utilize critical SAP reports to support sponsored research across the institution. Some classes have pre-requisite requirements outlined in the LMS course descriptions. Please read the descriptions before enrolling in a session.
Registration for each session in the series will be handled through Duke's LMS. Sessions can be accessed by selecting the links below.
These sessions are recommended to those new to research administration or to seasoned administrators who want to refresh their SAP reporting skills. Continuing Education credit is offered for each of these sessions.
Sessions included in the series are:
- Sponsored Projects Reporting: Master Data
- Sponsored Projects Reporting: Organizational Reports
- Sponsored Projects Reporting: Project WBSE ITD w/Plan - Z71PROJ
- Sponsored Projects Reporting: Line Item Reports
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Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
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This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSEs, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.
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Related Materials
This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
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TRAVEL & REIMBURSEMENTS
Online Expense Reports
This resource provides instructions to override the default cost assignment for an employee's expense report in the Duke@Work portal.
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This resource provides instructions to override the default cost center at the employee position level within iForms.
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If you elect not to receive the workflow emails in your email inbox and you use Microsoft Outlook, you can use the built-in filter options to have them routed to a separate folder. These instructions explain on how to do this using Microsoft Outlook 2010.
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Corporate Card
Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.