GAP NO. 101.0
Payroll Overview and Terminology
I. GENERAL
The primary purpose of the Corporate Payroll/Human Resource System is to pay salaries and wages to employees in an accurate and timely manner and to provide information for managerial purposes.
Many aspects of payroll processing are now completed online using the web based Position Management system. For assistance with the process, contact the Human Resource Information Center (HRIC).
The Corporate Payroll Services Webpage and the HR webpages provide useful information and tools for proceeding through the personnel management process. All of the forms needed are available on these webpages as well as links in the appropriate General Accounting Procedure (GAP).
Corporate Payroll Services processes three payrolls:
- Monthly Payroll
Monthly payment of salaries to faculty and staff members whose positions are exempt from the provisions of the Fair Labor Standards Act
- Biweekly Payroll
Payment of hourly wages to all other employees whose positions are subject to the provisions of the Fair Labor Standards Act
- Non-Compensatory Awards
Payments such as awards, stipends, and fellowships to students or postdoctoral candidates
An individual can be paid a Non-Compensatory Award and be on one of the other two payrolls at the same time. However, an individual paid on the Monthly Payroll cannot also be on the Biweekly payroll and visa versa.
Departmental payroll representatives initiate most paperwork for the Corporate Payroll/Human Resource System. Their duties include:
- Processing biweekly primary/secondary time cards, reviewing Gross Pay Detail Reports
- Distributing paychecks and returning unclaimed paychecks to Corporate Payroll Services (all unclaimed paychecks must be returned by Wednesday following a payday), and
- Keeping the Corporate Payroll/Human Resource System data up-to-date for each employee in their area of responsibility
- Manual tracking of vacation, sick leave and discretionary holidays or paid time off (PTO) for each monthly employee in their area
- Maintain documentation in accordance with the retention schedule contained in GAP 200.240, Retention Periods for Accounting Records
II. GLOSSARY OF TERMS USED ON PAYROLL FORMS
Citizenship:
Indicate in this field, citizenship or residency status
If permanent resident or nonresident is marked, review the foreign national information on the Payroll Webpage for information regarding what additional forms are to be completed. If the person is a foreign national, complete the Foreign National Form and the employee must schedule an appointment with Duke Visa Services to obtain visa clearance.
Contract:
Two-digit designation, this field designates an employee’s eligibility for benefits. The options noted on the forms are as follows:
- 01 Full Time
- 02 30-39.9 hours per week
- 03 20-29.9 hours per week
- 04 less than 20 hours per week
- 06 not eligible
Cost Center or WBS Element:
This is where the payroll and related expenses are charged. Note: nine digits for the Health System and seven digits for the University
Cost Distribution:
This is the field used to indicate the distribution for the payroll and related expense. The distribution is either all company 0010 University or all Health System. Funding sources entered must total 100%.
Disability:
Denote if employee has any physical disabilities.
Duke Student:
- A person working toward a degree at Duke University registered in a full-time program (3 or more courses) whose primary purpose at Duke is to be a student.
- A person in the Graduate School or Professional Schools qualifies as registered in a full-time program if registered
A. For a minimum of three units after passing the preliminary examination for a doctoral degree, or
B. For less than nine units to complete requirements for a master's degree
- A person who is primarily an employee, and is taking courses at Duke on a part-time basis, does not qualify as a “Duke Student".
Education:
Put the highest number of years of education. See the Education Codes table for assistance.
Employee Subgroup:
Employment type, this will be DU in most cases. Other choices refer to pay designations for selected job families used primarily in the Duke University Health System. These options differentiate between weekday schedules or weekend option schedules for employees in job families 7, 10, 11, 15, 30, or 32. See the complete table of Employee subgroups for further assistance.
Org. Key:
This will be a 4-character field; it consists of the old “pay point” prefaced with two letters, depending on the organization.
- DD Duke University and Duke Hospital
- DR Durham Regional Hospital departments
- RC Duke Raleigh Hospital departments
OT Option (for nonexempt employees only):
- Option 1:
Pays overtime on the greater of 8 hours per day or 40 hours per week
- Option 2: (for Health System use only)
Pays overtime on the greater of 8 hours per day or 80 hours per pay period
- Option 3:
Pays overtime over 40 hours per week
Service Type: (for company code 0010 (University) only)
The first two digits of the appropriate G/L account.
Service Category: (for company code 0010 (University) only)
The third and fourth digits of the appropriate G/L account.
| GAP History |
| Issued: |
August 1994 |
| Revised: |
August 2002 |
