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.
1. How do I know what G/L account to use?
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.
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2. How do I change the distribution on our documents (telephone bills, invoices, etc.)?
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.
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3. How do I change my mailing address for financial distribution?
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.
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4. How do I access R/3 if it says my password is incorrect?
If when trying to login to Kerberos (Authentic Login) you get the message password incorrect, first make sure your caps lock button is not on. Passwords are case sensitive and must be typed in lower case. If you still get the password incorrect message, call the help desk and ask to have your password reset:
OIT Help Desk: 684-2200
DHTS Help Desk: 684-2243
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5. How do I find the source of a JV? How do I get the backup?
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.
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6. What are the cutoff dates for posting?
You can post in the current fiscal month in R/3 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.
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7. How do I find a R/3 cost object that replaces a Legacy CUFS fund code?
The legacy mapping functionality in R/3 will convert the fund code to a R/3 cost object. Enter ZFMP in the command field on the SAP R/3 system screen. Click on the enter button to move directly to the initial screen. At the display legacy mapping screen, type the fund code in the legacy fund field and the G/L account in the legacy object field. Click the execute icon.
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8. What can I use the Corporate Card to purchase?
GAP 200.135, Procurement Overview will give you guidelines on which procurement method to use. GAP 200.024, Corporate Card Purchases provides guidelines on corporate card usage. The Corporate Card Manual is also available on the web.
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9. Who do I call if I have missing paperwork when I am doing reconciliation?
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.
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10. How do I close a cost object?
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.
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11. How do I get a cost object setup?
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.
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12. What classes are offered, when are they scheduled, and what is the content?
The classes Financial Services offer are listed on the LOD website with description, dates, and times of the classes offered.
Accounting Systems & Procedures offers the following classes: Introduction to Duke Accounting, and Duke G/L Accounts. Online manuals and a detailed description of the class can be found on the Accounting Systems & Procedures Training Available page.
The Office of Sponsored Programs, also in Financial Services, offers Introduction to Post-Award Administration of Sponsored Projects which is also located on the LOD website.
Accounts Payable, also in Financial Services, offers Payments Made Through Accounts Payable which is also located on the LOD website.
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13. What do I do if a vendor or individual requests our tax identification number?
GAP 200.028, Request for Tax Payer Identification Number & Certification (W-9) provides you instructions for completing and downloads of W-9 forms for each company code.
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