Training Available for Accounting Payments, Processes, & Procedures

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 and the specific business process departments should follow in making such a request. Focus will also be given to internal and external compliance requirements, process time and procedures, and best practices to model when requesting A/P Checks. Participants will look in detail at how to best complete the A/P Check Request form. Situational exercises will be used to apply participant learnings to real “Duke” examples.

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The Accounts Payable team identified an opportunity to establish direct departmental contacts with University and Health System team members whose primary responsibilities include Accounts Payable transactions. Last month we sent a request to Department Heads and Business Managers to begin identifying these individuals, and you were identified as the Accounts Payable Representative for your department. As a follow up to this initiative, Accounts Payable is hosting a series of overview sessions beginning this week. This will give us an opportunity to meet all of you as well as introduce our team members. The agenda will include the following topics:

     1) Introductions
     2) Introduce The New Role of Accounts Payable Representatives
     3) Upcoming Accounts Payable Initiatives
     4) Obtain your feedback on Accounts Payable Strengths and Opportunities
     5) Provide updates on upcoming training opportunities
     6) Obtain your input on additional training opportunities

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Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable, Corporate Tax and Corporate Payroll Services have partnered to design a session that provides departments with tools to assist in making this determination. During the class 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 unveil two new General Accounting Procedures (GAPs) expected to be released this fall, to better define the use of the Independent Contractor Checklist and Special Rules for Engaging and Paying Current and/or Former Employees as Independent Contractors. 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.

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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, Miscellaneous Reimbursement Forms, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on “real Duke” examples, and situational exercises will challenge participants to apply learnings.

List of Duke Raleigh Classes Available ^

List of Durham Regional Classes Available ^

List of University, School of Medicine, & DUHS Classes Available ^

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.

List of Duke Raleigh Classes Available ^

List of Durham Regional Classes Available ^

List of University, School of Medicine, & DUHS Classes Available ^

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 forms. The manual also provides a comprehensive list of resources for accounting related issues.

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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. It covers the various types of G/L accounts, discusses how to determine which G/L account to use in a particular situation and covers the most commonly used G/L accounts. It also provides a comprehensive list of resources for accounting related issues.

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A variety of technology applications, including Duke's enterprise SAP system, support Duke's operations, core financial processes, and the safeguarding of Duke's resources. The Financial Systems Specialist certification is designed for Duke employees for whom the use of such systems is central to the successful fulfillment of job responsibilities. This program, with a significant focus on key technology applications, will develop a highly-qualified user of Duke primary financial systems, promote broader understanding of financial responsibilities, enhance the ability to ensure financial compliance with established policies and procedures, and provide a credential recognized and respected throughout 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 new hires who have completed certification

View Specifics for Certification

Asset Management provides students with a comprehensive picture of how capital equipment is managed here at Duke. This class details: a) the processes involved in purchasing capital equipment, b) the procedures Plant Accounting follows in physically tagging and conducting inventories of all capital equipment, c) the reports available within SAP that will allow a department to view details regarding their capital equipment, and d) the proper procedures to follow when disposing of a piece of capital equipment here at Duke. Asset Management is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.

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STAR provides students with a comprehensive picture of how space is managed here at Duke. This class discusses what specific types of data are tracked within our Space Tracking and Reporting database (STAR) as well as the reasons why it is important to track space here at Duke. It provides information on the relationship between space-related data and sponsored research that goes on at Duke (more specifically, our Facilities & Administrative Study/Rate). The class also gives students the opportunity to gain hands-on experience in entering/editing space data into our Space Tracking and Reporting database (STAR). STAR is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.

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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.

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Duke University utilizes Bank of America's transaction review and reporting software, Works, to administer the Corporate Card program. The software is an internet application that allows authorized users to allocate, review, and document transactions for their designated cardholders. Training for the Works application is provided online using Adobe Connect. To participate in the training, authorized users are required to login to the Adobe Connect server and complete the setup of their user accounts. The online training includes both visual and audio components. Users may utilize their computer speakers or a set of headphones connected to the audio jack of their computer to listen to the training.

Login to Adobe Connect ^