Accounting Systems and Procedures has compiled questions regularly received in our department. We hope that your questions are included in this FAQ section; however, should you have a question that is not listed please give us a call at 684-2752.
The reference number on your financial report will determine the appropriate department to call.
If the reference number is:
-DC, Contact the Bursars Office at 684-3531
-IC, Contact Employee Travel & Reimbursement at 681-0208
-JV, If you are looking at JV dated prior to October 2002 and higher than 1400, contact Accounting Services at 684-3123. For all others, refer to the Assigned JV List.
If you are missing a copy of a vendor invoice, contact Accounts Payable at 684-3112.
No, Accounts Payable checks are either mailed by Duke's bank in Tennessee, or available for pick up from the Corporate Payroll office (705 Broad Street), or American Tobacco Campus, if the type of payment qualifies for pick up. The types of payments that qualify for pick up are:
Processing time is generally one to two weeks, vendor terms will determine when the request will process for payment. All payments are made with net 30 terms unless the payment qualifies for different terms per GAP 200.136, Accounts Payable Check Request and this is noted on line 7. Net 30 means the check will be printed and mailed in 30 days from the invoice date. Checks are printed on Mondays and Wednesdays. When the type of payment qualifies for special pick up, you will be contacted when the check is available.
No. All payments to students and employees are handled by Employee Travel & Reimbursement, or Payroll. Please visit their websites for more information.
The quickest way to get your check request processed is to hand deliver it to Accounts Payable (located in bay 8 of American Tobacco Campus) and ask to see a Check Request Auditor. You would then be able to explain the circumstances for needing a quick turn around. The Check Request Auditor can expedite processing for you.
An Accounts Payable Check Request for an emergency must be hand delivered to Accounts Payable by 10:30 a.m. on Monday’s and Wednesdays for that day’s payment run. Request to speak to a member of the management team.
Invoices should be mailed to Accounts Payable. We require original invoices and will only accept faxed/emailed copies of invoices when they are past due and need immediate attention. These must be legible copies. However, APCR’s are required to have original signatures and therefore cannot be accepted via fax/email.
For personal services, an ICC form is required for every check request submission. The only exception would be for honorariums and guest speakers. For additional information, refer to GAP’s 200.128 and 200.129.
For a Standing Order or a Purchase Order, do not complete an Accounts Payable Check Request. The invoice is submitted directly to Accounts Payable with the Purchase Order number referenced on the invoice.
No. With the Implementation of imaging, you will no longer receive copies of any invoices. Please visit the SAP website for instructions on viewing images. Departments should maintain a copy of the APCR before submitting the original to Account Payable.
Initially you should verify that the check has issued and has not been cashed. Step by Step instructions are located at on the SAP website. You will also see notes in SAP/R3 stating that the check may have been returned.
If the check is still open and no return notification is present, a cancellation and reissue of the check can be requested.
Please contact Accounts Payable Customer Service at 684-3112 for this request. Please also note that if the check was mailed to the correct address, we generally require a 30 day wait from the issue date before a reissue may occur.
No, we may be in receipt of the invoice, however, it could be held up for processing issues, missing information, etc. To prevent duplication, please contact Accounts Payable customer service at 684-3112 first to verify invoice status.
A goods receipt is a SAP transaction that is sometimes required on a Purchase Order to allow the department to properly track when items are received. This must be completed by the "goods recipient" or other end user to release the invoice payment. Please visit the SAP website for step-by-step instructions.
The last four digits of the JV Reference number identify the department responsible. Refer to the assigned JV list to determine the contact name and phone number. If the JV was posted prior to October 2002, and the last four digits of the Reference number are higher then 1400, contact Accounting Services at 684-3123 for more information.
You can post in the current fiscal month in SAP until the Tuesday following fiscal month end at approximately 5 pm. Starting Wednesday at approximately 10am users with security access to CLS3 can post until Friday at approximately 2pm.
Note: The exception to this rule is year end. Please refer to the fiscal calendar for more information on the year end deadline.
Also keep in mind that the next fiscal month is open during this final closing week to any user who would normally be posting.
For the University:
To close a restricted cost object (3xx), the department must submit written request to the Office of Sponsored Programs. To close a non-restricted cost object, the department must indicate the closing on a cost object request form and submit the form to their Management Center (ex: Provost or Medical Center) for approval.
For the Health System:
To close a WBS element the department must submit a request to the Financial Planning and Analysis department. Questions regarding these requests should be directed to them at 416-6839. To close a cost/profit center the department must submit a request to the General Accounting and Financial Reporting Office. Questions regarding these requests should be directed to them at 286-6350.
Once it has been determined that a separate and specific accounting is required for an activity, each department has a central finance area where each code is approved.
For the University:
All restricted cost objects (3xx) are sent to the Medical Center Grants & Contacts (for the Medical Center) or Office of Research Support (for other University areas).
All unrestricted budgeted cost objects (1xx) requests are forwarded to the Budget Office of your Management Center (ex: Provost or Medical Center) for approval.
For all remaining cost objects: Medical Center departments send the request to the Medical Center Finance and Resource Planning Office. The University's schools and academic departments go through the Provost Office.
For Duke Hospital or Health System:
WBS elements: The department must submit a request to Financial Planning and Analysis. If you have questions about submitting this request, contact them at 416-6851.
Cost/profit center: The department must submit a request to General Accounting and Financial Reporting. If you have questions about submitting this request, contact them at 286-6350.
To determine the correct G/L account to use when recording a transaction, you must first determine whether the transaction represents an expense (6xxxxxx), revenue (3xxxxx), asset (1xxxxx) or liability (2xxxxx). The available G/L accounts are listed and defined on the web. Once you have reviewed the list, if you still have questions, contact Accounting Systems & Procedures at 684-2752.
The Cost Object Request form must be completed and faxed or mailed back to Accounting Systems & Procedures. The form can be downloaded from the web. On the form, check the Change box, enter the cost object, and fill in the new document recipient.
You can post in the current fiscal month in SAP until the Tuesday following fiscal month end at approximately 5 pm. Starting Wednesday at approximately 10am users with security access to CLS3 can post until Friday at approximately 2pm.
Note: The exception to this rule is year end. Please refer to the fiscal calendar for more information on the year end deadline.
Also keep in mind that the next fiscal month is open during this final closing week to any user who would normally be posting.
If when trying to login to Kerberos (Authentic Login) you get the message password incorrect, first make sure your caps lock button is not on. Passwords are case sensitive and must be typed in lower case. If you still get the password incorrect message, call the help desk and ask to have your password reset:
The reference number on your financial report will determine the appropriate department to call.
If the reference number is:
-DC, Contact the Bursars Office at 684-3531
-IC, Contact Employee Travel & Reimbursement at 681-0208
-JV, If you are looking at JV dated prior to October 2002 and higher than 1400, contact Accounting Services at 684-3123. For all others, refer to the Assigned JV List.
If you are missing a copy of a vendor invoice, contact Accounts Payable at 684-3112.
303XXXX is a WBS element and needs to be entered in the WBS Element column and not the Cost Center column. If you enter the number in the WBS Element column the error will go away.
Not all reports will print correctly in portrait form. For such reports, you will need to change the print settings to landscape once the print preview of the report is displayed. Choose File > Page Setup and you can select either Portrait or Landscape as necessary.
The last four digits of the JV Reference number identify the department responsible. Refer to the assigned JV list to determine the contact name and phone number. If the JV was posted prior to October 2002, and the last four digits of the Reference number are higher then 1400, contact Accounting Services at 684-3123 for more information.
You can post in the current fiscal month in SAP until the Tuesday following fiscal month end at approximately 5 pm. Starting Wednesday at approximately 10am users with security access to CLS3 can post until Friday at approximately 2pm.
Note: The exception to this rule is year end. Please refer to the fiscal calendar for more information on the year end deadline.
Also keep in mind that the next fiscal month is open during this final closing week to any user who would normally be posting.
The reference number on your financial report will determine the appropriate department to call.
If the reference number is:
-DC, Contact the Bursars Office at 684-3531
-IC, Contact Employee Travel & Reimbursement at 681-0208
-JV, If you are looking at JV dated prior to October 2002 and higher than 1400, contact Accounting Services at 684-3123. For all others, refer to the Assigned JV List.
If you are missing a copy of a vendor invoice, contact Accounts Payable at 684-3112.
Go to OIT Directory Services and click on Faculty and Staff Directory Changes. From there, you can view your listing or go to the online form to change your listing. You will need your Duke Unique ID to make any changes. If you do not know your ID, you can search for it at the Duke Unique ID and Email Alias Search.
The Cost Object Request form must be completed and faxed or mailed back to Accounting Systems & Procedures. The form can be downloaded from the web. On the form, check the Change box, enter the cost object, and fill in the new document recipient.
