Forms Available for Download
for Financial Transactions

Accounting

• Accounts Payable Check Request
• AP Invoice Copy Request
• Compensation Agreement for Personnel Services
• Construction & Maintenance Project Request Form
• Cost Object Request Form
• Employee Status Exception Request Form
• Fin. Transactions Reconciliation Log
• G/L Account Request Form
• Health System Cost Object Request
• Imprest Cash on Deposit
  • Change an Imprest Cash Fund on Deposit
  • Establishment of an Imprest Cash on Deposit
• Independent Contractor Checklist (ICC)
• Outside Services Agreement (OSA)
• Petty Cash or Change Funds
• Change a Petty Cash or Change Fund
• Establishment of a Petty Cash or Change Fund
• Increase/Decrease a Petty Cash or Change Fund
• Service Center Rate Calculation Form
• Service Center Capital Equipment Detail Form
  

Corporate Card & Purchasing

• Corporate Card Manual
• Corporate Card Missing Receipt
• Corporate Card Reinstatement Request
• Departmental WORKS Setup Form
• Duke University Certificate of Foreign Status
• Individual Corporate Cardholder Application
• Interdepartmental Request & Invoice Form (IRI)
• Statement of Corporate Card Disputed Items
• Working Capital Loan

Payroll Related Forms

Sponsored Projects & Research

• Cost Sharing Calculator
• Direct Cost Exception Form I: Administrative and Clerical Expenses Salaries
• Direct Cost Exception Form II: Non-Labor Direct Costs
• Equipment Screening Certification ($5k-$19,999)
• Equipment Screening Certification (>$20k)
• Grant Management Monthly Checklist
• In-Kind Cost Sharing Report
• NIH Salary Cap Worksheet
• Post Award Close-Out Procedures & Checklist
• Request for Rebudgeting of Funds
• Shared Usage Agreement
• Subrecipient Monitoring Form I: Subrecipient Checklist
• Untimely Cost Transfer Justification - Payroll Retros
• ZF114 - Analysis of Transactions After the End Date Report

Travel & Reimbursement

• Experimental Subject Payment Form
• Group Travel Form
• Lost Receipt Form
• Miscellaneous Reimbursement Form
• Mileage Log
• Travel Advance Form
• Travel Expense Form

• Request for Taxpayer Identification Number & Certification (W-9)

This form is used when you are requesting payment for goods or services that can not be paid via Purchase Order.

This form is used when you are requesting a copy of an accounts payable invoice.

This agreement is required to reimburse entities of Duke University (DU) and Duke University Health System (DUHS) for professional services rendered by either party's primary appointed personnel.

This form is used to request the set up of a new Project to be used for capital and noncapital construction and maintenance projects.

This form is used to request the setup of a 0010 Duke University cost object. When trying to determine the first three digits of your cost object, please refer to the Accounting Code Overview.

Determination of an individual’s status as an independent contractor or an employee is based on the relationship between that individual and Duke University/Duke University Health System.  Once an individual has established an employment relationship, it is difficult to suggest that the employment relationship ceases to exist. Therefore, to help establish an independent contractor relationship additional documentation is required.

This log is used to document the review of reconciliation of financial transactions.

This form is used to request the setup of a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire Duke System.

This form is used to request the setup of a 0020-0080 Duke University Health System cost object. When trying to determine the first five digits of your cost object, please refer to the Accounting Code Overview.

This form is used when you are requesting a change in the fiduciary, custodian or location of your Imprest Cash Fund on Deposit.

This form is used when you are requesting the set up an Imprest Cash Fund on Deposit.

This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee.
Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.

An OSA must be completed when engaging individuals or companies to perform certain outside services. It is a contract between Duke and the contractor.

This form is used to request an increase or decrease in funds of your Petty Cash Fund or Change Fund.

This form is used when you are requesting a change in the fiduciary, custodian or location of your Petty Cash Fund or Change Fund.

This form is used when you are requesting the set up of a Petty Cash Fund or a Change Fund.

This form is used for either Service Component or Shared Resources; it will assist in the calculation of the appropriate rate for your department.

This form is used for either Service Component or Shared Resources; it will assist in the calculation of the appropriate rate for your department.

This form should be used to document Corporate Expenses when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.

This form should be used to reinstate a card after suspension.

This form should be used to set up a WORKS Administrator.

This form is used for non-resident alien payments of other than substantiated expenses.
Completed form must be attached to an Accounts Payable Check Request when requesting payment or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.

This form should be used for a individual rrequesting a Corporate Card.

The IRI form is used to order supplies or services from another department. The form is used both as a request form and as a priced invoice. Some service areas have their own form so that they can get additional information needed (for example, Duke Publications Group).
The IRI you download will have a space for the number. You should assign a number for tracking purposes. IRI transactions show on financial reports with a "JV" reference. The number will be referenced in the description field.

This form should be used to dispute an unauthorized or unrecognized charge appearing on your Corporate Card account. Transactions that are more than 60 days old are not eligible for dispute.

If your department would like to request a loan equal to or less than $2.5 million from the University, please fill out this form with all required information.  Forward the completed form to the Treasury Operations office for review and it will be circulated for the appropriate approvals.

Specific examples of selected items of cost and whether they should be treated as direct costs or F&A costs can be found by viewing the above mentioned related GAPs.The form should accompany an award by a Federal Sponsor or awards involving Federal flow through monies.

This Form pertains to costs normally considered to be administrative and included in the Facilities and Administrative costs.The form should accompany an award by a Federal Sponsor or awards involving Federal flow through monies.

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form for purchases at least $5000, but not more than $19,999. The screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.

An equipment screening form is required when purchasing capital equipment on governmental grants and contracts (Project series 3xx - 35x). It is required by the federal government to ensure they are not funding equipment which is already available for use at the University. Use this form if equipment is $20,000 and over. The screening form should be sent along with the Purchase Requisition to Sponsored Programs. Sponsored Programs will approve and send to Purchasing.

A monthly checklist for Grant Managers on the various SAP reports to run, how to run them, and what to look for.

The Principal Investigator is responsible for accumulating the data necessary to provide proof of any cost sharing which is received in-kind. The report should include the value of in-kind contributions. These reports should be prepared each month and sent to the Office of Sponsored Programs for inclusion in the financial reports and billings.

This is a multi-tab spreadsheet that will assist in the calculation of salary to be cost shared because it exceeds the NIH cap. The three tabs represent: a 12-month appointment, 9-month appointment, and 9-month summer supplement.

To support the timely and accurate close-out of sponsored projects and submission of applicable bills and reports, the department should reconcile their financial statements monthly, ensure the timely and accurate submission of effort reports, and follow all applicable policies and procedures regarding allowability of expenditures.

This form is used when the rebudgeting desired does not require the prior approval of the awarding agency, and the University is authorized to approve or disapprove the rebudgeting.

This agreement is used to document when equipment is suitable and available for shared use.

This form is used by the departments to obtain certification documentation and signatures from Duke University subrecipients.

For a cost transfer entry made on a Staff Change Form or a Cost Distribution Form, if the retroactive period is untimely, complete the Untimely Cost Transfer Justification - Payroll Retros. Submit the Untimely Cost Transfer Justification – Payroll Retros, to the Office of Sponsored Programs, Box 90491, 705 Broad Street, Lower Level Room 01.

This report is used to support the timely and accurate close-out of a sponsored project and the timely submittal of the final billing / financial status report (FSR). Instructions are provided on how the department can execute, complete, and submit the ZF114 report. For 302 Training projects, the Obligation for Training Grants Worksheet is also provided.

This form should be used to pay Experimental Subjects.

This form is used to provide adequate supporting documentation related to a group travel event.

This form should be used to document both travel and miscellaneous expenses, when the original receipt has been lost. The use of this form is expected to be on an exception basis and not a common occurrence.

This form is used to reimburse employees and students for miscellaneous Duke Business expenses, including miscellaneous mileage. Payments made via a Miscellaneous Reimbursement Form will show on financial reports with “YT” document type.

Mileage Log
Last Revised: 01/06/09
Available Formats: Excel
Related GAPs: 200.021, Miscellaneous Reimbursement Payments to Employees and Students

This form should be used to document local business mileage or mileage associated with one day business trips. The form should be submitted with a Miscellaneous Reimbursement form.

This form is used by students to request cash advances for business travel and other business expenses. The money received as an advance must be accounted for within 30 days of the trip's end by submitting a Travel Expense Form.

This form is used to reimburse employees and students for expenses incurred while traveling on official Duke Business. Payments made via a Travel Expense Form will show on financial reports with “YT” document type.

Request For Taxpayer Identification and Certification (W-9)
Last Revised: 02/14/08
Entity For Which Requesting TIN:
                        Duke University
                        Duke University Health System, Inc
                        Duke University Hospital
                        Durham Regional Hospital
                        Duke Raleigh Hospital
                        Duke University Affiliated Physicians (DUAP)
                        Duke Hospice
                        Duke Home Health
                        Duke Home Infusion
                        Duke Integrative Medicine
Related GAPs: 200.028, Request for Taxpayer Identification Number and Certification (W-9)

Requests for a Taxpayer Identification Number (TIN) are made by payers to properly report tax information from miscellaneous payments made to either, Duke University (for grants, contracts, interest, etc.) or Duke University Health System (for medical services, interest, etc.). Donors may also request a Taxpayer Identification Number to enable them to claim tax deductions for gifts or donations.