GAP NO. 101.2
Staff Changes

I.	General
II.	iForms
III.	Paper Forms
IV.	Cost Transfer Only
V.	Pay Exception
VI.	Leaves of Absence
VII.	Secondary Positions
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I. GENERAL

This procedure will assist in the selection of the proper form to use in order to make changes to an employee’s personal information in the HR/Payroll system. This procedure covers the various types of forms, (both paper and iForms), when to use each form, and where to submit the completed form (paper forms only). For paper forms, instructions are available for download on the web.Approved iForms users can visit the Work@Duke site for instructions.

 

II. IFORMS

iForms is a web-based interface that allows users to view employee master data and process HR and Payroll transactions. Authorized users are able to initiate the vast majority of HR/Payroll transactions which are electronically routed through the appropriate approval chain and automatically update the HR/Payroll system.Departments have the ability to track the status of a transaction and review an Employee Data Sheet to confirm the accuracy of changes.

Transactions currently processed via iForms include the following:

• Hire iForm
  Used to hire all Duke University/Duke University Health System employees into primary positions.
  
  
• Termination iForms
  Used to terminate all Duke University/Duke University Health System employees from primary positions.
  
  
• Cost Distribution iForm
  Used to modify a particular employee’s funding source. This form can be used if the change includes current, future, and in some instances retroactive cost center changes.
  
  
• Personal Data Change iForm
  Used to modify a variety of personal information about an employee. Examples of the information that can be changed include home address, name, social security number, continuous service date, marital status, and organizational key.
• Note: A social security card with the correct name is required for all name changes. No other documentation will be accepted. In addition to completing the iForm, fax or email copies of the social security card reflecting the correct name to Corporate Payroll Services.
• Other changes may also require back up documentation. Contact Duke Human Resources for more information.
  
  
• Rate and Schedule Change iForm
  Used to modify an employee’s work schedule, overtime option, employee subgroup, pay rate, and to reclassify the employee’s position.
  
  
• Transfer iForm
  Used to transfer employees from one position to another. The form is initiated by the department to which the employee is transferring. Special processing is required for those employees whose transfer requires a change in payroll areas (exempt to nonexempt or nonexempt to exempt). 

For more information and assistance about iForms, please visit the iForms website.

 

III. PAPER FORMS

Cost Transfer Only Form
Used to transfer salary expenses for an employee’s payroll expenses on either the biweekly or the monthly payroll. This form is used only to transfer salary dollars and the corresponding fringes. This form does not affect the primary cost distribution in the payroll master data for the individual.

Secondary Position Form
Used to add, change, or delimit (stop) a secondary position for nonexempt (biweekly) employees.

Payroll Leave of Absence Form
Used to establish or make changes to the leave period for eligible exempt (faculty/staff) or nonexempt (biweekly) employees. This form is also used to place eligible faculty on sabbatical or research leaves.

Faculty/Staff Pay Exception Form
Used when an override for the current month’s pay is necessary for an exempt (monthly) employee due to a reduction or increase in the number of days to be paid.

 

IV. COST TRANSFER ONLY

To make a change to a general ledger charge generated by salary and fringes, complete a Cost Transfer Only Form . This form is only used when future cost distribution is not to be affected. Any cost transfers affecting sponsored project codes that are untimely (later than three months after the month of the transaction) (as defined in GAP 200.150, Cost Transfer on Sponsored Projects) must have the untimely cost transfer justification section of the form completed.

Retroactive changes for charges generated by secondary positions or supplemental payments must be completed via a Cost Transfer Only Form.

Once the form has been completed and approved, submit all forms involving exempt (monthly) employees and nonexempt (biweekly) employees whose funding involves grant codes to the Office of Sponsored Programs. Forms for nonexempt (biweekly) employees paid off funding sources charged to operating or discretionary funds should be sent to Corporate Payroll Services.

 

V. PAY EXCEPTION

Form used to override the current month’s pay for an exempt (monthly) employee. The form is used to change the number of days for which the employee is paid in a month. It is not used to change an employee’s rate of pay. It is also used to formally document paid parental leave for exempt (monthly) employees.

When completing the pay exception:

• Submit approved forms based upon the monthly payroll schedule to Corporate Payroll Services
• Forms processed retroactively will require an employee signature.
• Payment amount is based upon a specific payment formula.
• Provide a detailed explanation of the business reason for the pay exception.

For more information on completing Pay Exceptions, visit Tips for Completing the Pay Exception.

 

VI. LEAVES OF ABSENCE

When an employee requests a leave of absence, the department is responsible for the following:

• Confirming that the employee is eligible to take leave from Duke University/Duke University Health System.
• Ensure the all necessary paperwork is completed to request, approve/deny, and track the leave of absence.
• Maintain a confidential file (separate from the employee’s personnel file) that contains all information and documentation related to the leave.
• Complete the Payroll Leave of Absence form that establishes the employee’s leave period in HR/Payroll system.
• Update information as necessary for the duration of the leave of absence.

Contact Staff and Labor Relations for more information about the Duke University/Duke University Health System Leave of Absence Policy

Payroll Leave of Absence Form
Complete this form to establish or make changes to the leave period for eligible exempt (monthly) or nonexempt (biweekly) employees. This form should be submitted to Corporate Payroll Services based upon dates outlined in the biweekly or monthly payroll calendars. Please do not submit or attach any additional paperwork to the Payroll Leave of Absence Form.

For additional information about the Payroll Leave of Absence form, go to Tips for Completing the Payroll Leave of Absence Form or review the most recent Leave of Absence training material

 

VII. SECONDARY POSITIONS

A secondary position occurs when a nonexempt (biweekly) employee holds at least one position in addition to his/her primary position at Duke University/Duke University Health System. This position can be in the same department as the primary position or it can be in a different department or company than the primary position.

The Department Payroll Representative in the secondary department is responsible for adding, changing, or delimiting (ending) the secondary position using the Secondary Position Form. If an employee terminates from the primary position, the secondary position should be delimited by the secondary department and the primary department must the complete the termination iForm.

Once the form is completed and approved, submit to Duke Human Resources. Duke Raleigh Hospital and Durham Regional Hospital should submit their forms to the central Human Resources department within each hospital.

For additional information about the Secondary Position Form, go to Tips for Completing the Secondary Position Form.

 

GAP History
Issued:	April 1997
Revised:	August 2002
Revised:	April 2003
Revised:	October 2009