See the table below for a list of the forms available. Click on the name of the form for descriptions and files included in each download. If you experience difficulty saving the forms, right click on the downloadable format of your choice, and choose "Save Target As..." This will allow you to save the form on your computer.
The above are available for downloading to your computer. They are available in several formats as labeled. Some are Adobe Acrobat PDF documents. Use this link to obtain the Adobe Acrobat Reader if it is not already installed on your computer. For additional help installing the Adobe Acrobat Reader, please consult with your department's computer support staff.
* Access is reserved for the Duke Community
** You will be redirected to another, secure website.
| Payroll Forms | |||
| Cost
Transfers Only* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Use the Cost Transfer Only form when moving payroll expenses from one cost object to another that cover a PAST period. This form cannot be used to make payroll changes for a future payroll period. | |||
| Delivery
Log* Downloadable Formats: Excel | Acrobat |
|||
| You may complete the delivery log and fasten to your Corporate Payroll delivery instead of completing the log once you or your representative has arrived at the Corporate Payroll office front desk. | |||
| Direct
Deposit Authorization Agreement* Last Modified: 08/16/07 Downloadable Formats: Word | Acrobat |
|||
| Agreement stating Duke has permission to deposit directly into bank account. | |||
| Discontinuation of Paper Pay Statements Form* Last Modified: 03/12/08 Downloadable Formats: Word | Acrobat |
|||
| Use this form to discontinue paper pay statements. Departments can choose to discontinue paper pay statements at the Organizational Unit or at the Personnel Subarea. | |||
| Faculty/Staff
Pay Exception Form* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Use the Pay Exception Form to do a specific change in pay | |||
| Foreign
National Form* Last Modified: 01/31/07 Downloadable Formats: Word | Acrobat Instructions for Completing Form: PDF |
|||
| Use this form along with the Hire / Noncompensatory Payment forms to establish a NEW Foreign National employee/payee with Visa History and Tax Treaty information. | |||
| Hire
Form* Last Modified: 07/19/05 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Form to establish a NEW employee (Faculty, Casual, Temporary and Student) with their initial deductions. This hire form, along with the appropriate tax forms, I-9 Form and Certification Form goes directly to the Human Resources Information Center (HRIC) then on to Payroll to generate the hire in SAP R/3. All other hiring processes should be completed using the Applicant Referral Process online. | |||
| Checklist for New Hires Last Modified: 11/13/07 Downloadable Formats: Acrobat |
|||
| Checklist for Terminations Last Modified: 11/13/07 Downloadable Formats: Acrobat |
|||
| Payroll
Leave of Absence Form* Last Modified: 07/23/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Form must be used to establish all LOA's including Sabbatical and Research leaves, as well as Family & Medical leaves. Must also be used to return employees from leaves of absence. This form should not be confused with the Leave of Absence Request Form. | |||
| Noncompensatory
Payment Form* Last Modified: 07/23/07 Downloadable Formats: Word | Acrobat |
|||
| For Noncompensatory Use Only. The current form used to establish new, or reinstate award payments. For University and Medical Center scholarship/fellowship recipients only. | |||
| Noncompensatory Payment Change Form* Last Modified: 08/21/07 Downloadable Formats: Word | Acrobat |
|||
| For Noncompensatory Use Only. The current form used to change payments. For University and Medical Center scholarship/fellowship recipients only. | |||
| Noncompensatory Personal Data Change Form* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| For Noncompensatory Use Only. Form designed for changes to data such as name changes, educational level, marital status, citizenship status, or home address changes. Some of these require documentation authorization before changes can be made in SAP R/3. | |||
| Noncompensatory Termination/Layoff Form* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| For Noncompensatory and Layoff Use Only. Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments. | |||
| Secondary
Positions Form* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Use the Secondary Positions Form for recording information when employees divide their time among two or more positions in the Duke system. All secondary positions must be authorized by both primary and secondary departments. | |||
| Staff
Change Form* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Use the Staff Change form for faculty, casual labor (DTS) and students. Use for changes in campus address, reclassification, change in work schedule or pay. | |||
| Supplemental Payment
Form* Last Modified: 02/19/07 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
| Replaces the PSR. Form used for exempt employees to issue supplemental payments in addition to the base salary. This form should be used for exempt employees only. | |||
| Tax Document Request Form* Last Modified: 05/07/08 Downloadable Formats: Word | Acrobat |
|||
| An employee is required to complete a Tax Document Request Form to request a replacement of a lost or misplaced W-2 form. Please visit the W-2 FAQs for additional information regarding this form. Former employees should call the Corporate Payroll office at 919-684-2642 and request the form be faxed or emailed to them. If you do not have access to a computer, your Departmental Payroll Representative can provide you with a copy of the form. | |||
| ** You will be redirected to another, secure website. * Access is reserved for the Duke Community |
|||
| Tax / Internal Revenue Service Forms | |||
| Internal
Revenue Service Form W-4** For Year: 2008 Downloadable Formats: Acrobat [Notice: This form is located on an external website.] |
|||
| North
Carolina Form NC-4** Revision: 07/06 Downloadable Formats: Acrobat [Notice: This form is located on an external website.] |
|||
| NOTE: Employees who elect to have additional withholding for North Carolina taxes should record whole dollars only on line 5 of Form NC-4. The Department of Revenue requires taxes to be withheld based upon whole dollars. | |||
| Internal
Revenue Service Form W-5** For Year: 2008 Downloadable Formats: Acrobat [Notice: This form is located on an external website.] |
|||
| Interal
Revenue Service Form 8233** Revision: 12/01 Downloadable Formats: Acrobat [Notice: This form is located on an external website.] |
|||
| Instructions
for IRS Form 8233** Revision: 12/05 Downloadable Formats: Acrobat [Notice: This form is located on an external website.] |
|||
| ** You will be redirected to another, secure website. * Access is reserved for the Duke Community |
|||
| ReportXpress Forms | |||
| Request
to Access ReportXpress* Last Modified: 04/29/03 Downloadable Formats: Word | Acrobat Tips for Completing Form: HTML | PDF |
|||
| Request
to Remove Access to ReportXpress* Last Modified: 04/29/03 Downloadable Formats: Word | Acrobat Tips for Completing Form: HTML | PDF |
|||
| Time Adjustment Log Form* Last Modified: 05/23/06 Downloadable Formats:Excel | Acrobat |
|||
The Adjustment Log for University Users is the same for managers and employees. Employees sign in if there's a discrepancy. Managers use it to make changes in the ReportXpress system. |
|||
| ReportXpress Change Request Form* Last Modified: 03/10/08 Downloadable Formats: Word | Acrobat Tips for Completing Form: PDF |
|||
Use this form to submit changes for Badge Updates, FMLA Dates for ReportXpress, Lunch Period Change, New Department/Cost Center Update, or Prior Period Timecard
|
|||
| * Access is reserved for the Duke Community | |||
| iForms | |||
| Cost Distribution** Last Modified: 10/17/05 Downloadable Formats: iForm |
|||
| Paper Forms will no longer be accepted after October 17, 2005. Please use the iForm. Use the Cost Distribution Form for recording information when the employee is transferring from one department to another or for changes in the employee's funding source. The period covered by this form must include a current or future period and can also include a retroactive period. If you are moving a payroll expense that covers only a past period (no current of future change is involved), use the Cost Transfer Only form. |
|||
| Personal Data Change Form** Last Modified: 10/17/05 Downloadable Formats: iForm |
|||
| Paper Forms will no longer be accepted after October 17, 2005. Please use the iForm. | |||
| Termination Form** Last Modified: 10/17/05 Downloadable Formats: iForm |
|||
| Paper Forms will no longer be accepted after October 17, 2005. Please use the iForm. Form that has all required data elements and signatures for taking someone off the payroll. Form prompts department to notify secondary departments. |
|||
** You will be redirected to another, secure website. |
|||
| Payroll/HR Staff Use Only | |||
| Internal Personal Data Change Form* Last Modified: 06/05/06 Downloadable Form |
|||
| For Use by Corporate Payroll Services and Human Resources Staff only. | |||
| * Access is reserved for the Duke Community | |||