Department Accounts Payable Representatives or other individuals who process A/P Check Requests
Description:
In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPS) governing Accounts Payable Check Requests and the specific business process departments should follow in making such a request. Focus will also be given to internal and external compliance requirements, process time and procedures, and best practices to model when requesting A/P Checks. Participants will look in detail at how to best complete the A/P Check Request form. Situational exercises will be used to apply participant learnings to real “Duke” examples.
The Accounts Payable team identified an opportunity to establish direct departmental contacts with University and Health System team members whose primary responsibilities include Accounts Payable transactions. Last month we sent a request to Department Heads and Business Managers to begin identifying these individuals, and you were identified as the Accounts Payable Representative for your department. As a follow up to this initiative, Accounts Payable is hosting a series of overview sessions beginning this week. This will give us an opportunity to meet all of you as well as introduce our team members.
The agenda will include the following topics:
1) Introductions
2) Introduce The New Role of Accounts Payable Representatives
3) Upcoming Accounts Payable Initiatives
4) Obtain your feedback on Accounts Payable Strengths and Opportunities
5) Provide updates on upcoming training opportunities
6) Obtain your input on additional training opportunities
Employee vs. Independent Contractor - Correctly Identifying and Issuing Payments to Independent Contractors
Target Audience:
Anyone who handles payments to Independent Contractors
Description:
Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable, Corporate Tax and Corporate Payroll Services have partnered to design a session that provides departments with tools to assist in making this determination. During the class participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will unveil two new General Accounting Procedures (GAPs) expected to be released this fall, to better define the use of the Independent Contractor Checklist and Special Rules for Engaging and Paying Current and/or Former Employees as Independent Contractors. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity.
So, You Need to Make a Purchase - Procuring Goods and Services at Duke
Target Audience:
Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Description:
This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services including the Corporate Card, Miscellaneous Reimbursement Forms, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on “real Duke” examples, and situational exercises will challenge participants to apply learnings.
Why Didn’t it Pay? – Investigating and Resolving Unpaid Invoices
Target Audience:
Department Accounts Payable Representatives, individuals with general purchasing responsibilities, or individuals with roles that require reconciliation of purchasing transactions to financial statements. – SAP access is required
Description:
Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how APay Reply is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Systems & Procedures
Introduction to Duke Accounting and Business Practice
Target Audience:
Employees or individuals new to handling Duke financial responsibilities
Description:
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used forms. The manual also provides a comprehensive list of resources for accounting related issues.
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting. It covers the various types of G/L accounts, discusses how to determine which G/L account to use in a particular situation and covers the most commonly used G/L accounts. It also provides a comprehensive list of resources for accounting related issues.
Financial Certification Program - Financial Systems Specialist
Description:
A variety of technology applications, including Duke's enterprise SAP system, support Duke's operations, core financial processes, and the safeguarding of Duke's resources. The Financial Systems Specialist certification is designed for Duke employees for whom the use of such systems is central to the successful fulfillment of job responsibilities. This program, with a significant focus on key technology applications, will develop a highly-qualified user of Duke primary financial systems, promote broader understanding of financial responsibilities, enhance the ability to ensure financial compliance with established policies and procedures, and provide a credential recognized and respected throughout the Duke community.
Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
Delegating additional work and responsibilities to the participant
Supporting employee growth and development from certification
Seeking new hires who have completed certification
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Space & Assets
Asset Management
Description:
Asset Management provides students with a comprehensive picture of how capital equipment is managed here at Duke. This class details: a) the processes involved in purchasing capital equipment, b) the procedures Plant Accounting follows in physically tagging and conducting inventories of all capital equipment, c) the reports available within SAP that will allow a department to view details regarding their capital equipment, and d) the proper procedures to follow when disposing of a piece of capital equipment here at Duke. Asset Management is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.
STAR provides students with a comprehensive picture of how space is managed here at Duke. This class discusses what specific types of data are tracked within our Space Tracking and Reporting database (STAR) as well as the reasons why it is important to track space here at Duke. It provides information on the relationship between space-related data and sponsored research that goes on at Duke (more specifically, our Facilities & Administrative Study/Rate). The class also gives students the opportunity to gain hands-on experience in entering/editing space data into our Space Tracking and Reporting database (STAR). STAR is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Travel & Reimbursements
Corporate Cardholder Training & Pick-Up
Description:
Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duke University utilizes Bank of America's transaction review and reporting software, Works, to administer the Corporate Card program. The software is an internet application that allows authorized users to allocate, review, and document transactions for their designated cardholders. Training for the Works application is provided online using Adobe Connect. To participate in the training, authorized users are required to login to the Adobe Connect server and complete the setup of their user accounts. The online training includes both visual and audio components. Users may utilize their computer speakers or a set of headphones connected to the audio jack of their computer to listen to the training.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Asset Management
Asset Management
Description:
Asset Management provides students with a comprehensive picture of how capital equipment is managed here at Duke. This class details: a) the processes involved in purchasing capital equipment, b) the procedures Plant Accounting follows in physically tagging and conducting inventories of all capital equipment, c) the reports available within SAP that will allow a department to view details regarding their capital equipment, and d) the proper procedures to follow when disposing of a piece of capital equipment here at Duke. Asset Management is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.
STAR provides students with a comprehensive picture of how space is managed here at Duke. This class discusses what specific types of data are tracked within our Space Tracking and Reporting database (STAR) as well as the reasons why it is important to track space here at Duke. It provides information on the relationship between space-related data and sponsored research that goes on at Duke (more specifically, our Facilities & Administrative Study/Rate). The class also gives students the opportunity to gain hands-on experience in entering/editing space data into our Space Tracking and Reporting database (STAR). STAR is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Budgeting & Reporting
BPS
Budget Development
Target Audience:
Those within Company Code 10 and are responsible for developing the budget for seven-digit cost objects.
Description:
BPS Development training consists of classes designed for new BPS users as identified by the management centers. The training covers how to use the BPS system and develop the budget for Positions assigned to the Organizational Unit (BFR Code) for which they are responsible, as well as the Non-Position related G/L Accounts.
The classes for new users will cover all aspects of budget development and the seats are strictly reserved for those new to budget development.
Experienced users should refer to the step-by-step instructions in the online BPS tool as a refresher on how to develop the budget.
The step-by-step instructions are also available on the online BPS tool for reference as needed.
As in the past, all budget modifications to the current unrestricted (1xx) funds must be balanced. In addition, all budget modifications must be approved by your management center. The approval process is built into the STS workflow process in BPS.
Once all budget modifications have been consolidated and approved in BPS, the budget modifications that impact cost centers and profit centers will be loaded into SAP. Any budget changes impacting all other cost objects (e.g., 3xx or 7xx funds) will be reflected in BW and BPS.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Financial Certification Program
Certified Payroll Specialist
Financial Certification Program - Certified Payroll Representative
Target Audience:
Payroll Representatives or Backup Payroll Representatives
Description:
Certified Payroll Representative certification is designed for those individuals who are payroll representatives or backup payroll representatives and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community.
Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
Delegating additional work and responsibilities to the participant
Supporting employee growth and development from certification
Seeking new hires who have completed certification
Introduction to Duke Accounting and Business Practice
Target Audience:
Employees or individuals new to handling Duke financial responsibilities
Description:
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used forms. The manual also provides a comprehensive list of resources for accounting related issues.
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting. It covers the various types of G/L accounts, discusses how to determine which G/L account to use in a particular situation and covers the most commonly used G/L accounts. It also provides a comprehensive list of resources for accounting related issues.
Payroll Process Overview for New Department Payroll Representatives
Target Audience:
New Departmental Payroll Representatives
Description:
This interactive class introduces new Department Payroll Representatives to the payroll process. Specific focus is given to payroll schedules, SAP structure, iForms interface with the payroll system, time reporting, issuing of payments, and available reports. Participants are encouraged to bring specific situations to discuss during class. Most classes are separated between University/School of Medicine and the Health System/Durham Regional Hospital/Duke Raleigh Hospital in recognition of the uniqueness of each group. Due to the volume of information, the class is broken into two sessions offered on consecutive weeks.
Employees and Managers that view and process Employee Master Data
Description:
iForms is a web-based interface with Duke's SAP system that allows users to view employee master data and process HR and Payroll actions. This class provides an overview of the iForms website and how to view employee master data and position data. In addition, the course provides hands-on experience with initiating HR and Payroll actions. These actions include hiring and transfers, position management, cost distributions, supplemental pay and terminations. The steps needed to approve the various forms are covered as well.
Learning materials will be provided in the class and on the iForms website.
ReportXpress Managers, Supervisors and Department Payroll Representatives
Description:
During this class, ReportXpress users learn how to manage time reports within ReportXpress. Participants will learn about time cards, available reports, how to address errors, discuss case studies, and receive a checklist to use as a guide for fulfilling ReportXpress responsibilities. Participants are encouraged to bring questions and situations to class for discussion.
Department Payroll Representatives responsible for Foreign National Employees
Description:
This class will assist Department Payroll Representatives in understanding the complexities of working with Foreign National employees. Corporate Payroll Services will partner with other Duke departments to provide a comprehensive overview of a variety of different transactions that impact foreign national employees including hiring, acquiring social security numbers, and tax requirements.
Noncompensatory Department Payroll Representatives
Description:
This session is designed to assist Department Payroll Representatives in working with noncompensatory recipients. Discussions will focus on how to determine if an individual should be classified as a noncompensatory recipient and how to process all transactions impacting payments. Additionally the latest Duke and Federal policies governing noncompensatory payments will be reviewed and explained. Case studies are used to practice transaction application. Participants are encouraged to bring questions and situations to discuss in class.
In preparation for the academic year, review the basics of college work study from how to process hire transactions to setting up appropriate funding codes. Class will focus exclusively on work study.
This interactive session is designed to assist Department Payroll Representatives, Business Managers, and HR Managers reconcile payroll expenses with department financial statements. Learn what reports are available both through SAP and by payroll request and how each ties to the financial statements. Participants will use case studies to explore how to effectively and efficiently handle reconciliations and what can happen if discrepancies are not addressed in a timely fashion.
Corporate Payroll Services has taken the opportunity to evaluate the current Leave of Absence form and supporting business processes. As a result of this evaluation, Corporate Payroll Services will be introducing changes in these, in order to streamline the process and eliminate multiple forms.
You are invited to attend this session to learn more about the changes and to provide your input on the newly designed Leave of Absence form and business processes.
Your comments and suggestions are very important in making the change a success. Corporate Payroll Services will incorporate your feedback before launching the new changes.
This session provides participants with a step-by-step guide for processing employee transfers. Focus will be given to the three most common types of transfers - a different position in the same department, between departments, and between payroll areas. Learn the responsibilities of each of the departments involved in the transfer and the methodology payroll uses to ensure accurate payments and deductions during the transition period.
Individuals seeking the Certified Payroll Representative Certification
Description:
A Certification Exam will be offered approximately three times per month and an 80% passing grade is required to attain certification upon completion of the Certified Payroll Representative program coursework. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.
This update allows Corporate Payroll Services and Department Representatives the opportunity to discuss the payroll process across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are separated between University, School of Medicine, and DUHS. Updates at Duke Raleigh Hospital and Durham Regional Hospital will be combined with the quarterly ReportXpress classes offered at each location.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Financial Systems Specialist
Financial Certification Program - Financial Systems Specialist
Description:
A variety of technology applications, including Duke's enterprise SAP system, support Duke's operations, core financial processes, and the safeguarding of Duke's resources. The Financial Systems Specialist certification is designed for Duke employees for whom the use of such systems is central to the successful fulfillment of job responsibilities. This program, with a significant focus on key technology applications, will develop a highly-qualified user of Duke primary financial systems, promote broader understanding of financial responsibilities, enhance the ability to ensure financial compliance with established policies and procedures, and provide a credential recognized and respected throughout the Duke community.
Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
Delegating additional work and responsibilities to the participant
Supporting employee growth and development from certification
Seeking new hires who have completed certification
Introduction to Duke Accounting and Business Practice
Target Audience:
Employees or individuals new to handling Duke financial responsibilities
Description:
The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used forms. The manual also provides a comprehensive list of resources for accounting related issues.
The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting. It covers the various types of G/L accounts, discusses how to determine which G/L account to use in a particular situation and covers the most commonly used G/L accounts. It also provides a comprehensive list of resources for accounting related issues.
Employees of the Health System that are responsible for reporting of a Hospital Clinical Business Unit or Health System department and use nine digit cost object numbers.
Description:
This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
This course focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. The course is taught in the SAP Production client. New custom reports are included, as well as line item detailed reports. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class.
To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Those within Company Code 10 and are responsible for reporting or reconciling of seven-digit, non-restricted cost objects
Description:
This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Those responsible for reconciling financial transactions on reports or tracking/looking up vendor invoice payments, and/or need to know how to research or find information about common SAP documents.
Description:
This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.
Any Duke employee that needs to process journal entries (i.e., journal vouchers) for department billings or corrections
Description:
This class provides experience in how to prepare and post or park (hold) various kinds of journal entries. The approval / posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.
Individuals seeking the Financial Systems Specialist Certification
Description:
A Certification Exam will be offered approximately three times per month and an 80% passing grade is required to attain certification upon completion of the Financial Systems Specialist program coursework. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Payroll & Time Reporting
Payroll Representatives
Back to the Basics - Completing Gross Adjustments
Target Audience:
Department Payroll Representatives
Description:
This interactive session is designed to educate Department Payroll Representatives of the most appropriate methods for completing gross adjustments for biweekly employees. The session will help participants understand the types of situations where gross adjustments should be used and how to complete the form to adjust hours, modify time away from work, and pay paid parental leave for eligible employees. Case study analysis will allow participants to practice learnings.
Payroll Process Overview for New Department Payroll Representatives
Target Audience:
New Departmental Payroll Representatives
Description:
This interactive class introduces new Department Payroll Representatives to the payroll process. Specific focus is given to payroll schedules, SAP structure, iForms interface with the payroll system, time reporting, issuing of payments, and available reports. Participants are encouraged to bring specific situations to discuss during class. Most classes are separated between University/School of Medicine and the Health System/Durham Regional Hospital/Duke Raleigh Hospital in recognition of the uniqueness of each group. Due to the volume of information, the class is broken into two sessions offered on consecutive weeks.
This update allows Corporate Payroll Services and Department Representatives the opportunity to discuss the payroll process across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are separated between University, School of Medicine, and DUHS. Updates at Duke Raleigh Hospital and Durham Regional Hospital will be combined with the quarterly ReportXpress classes offered at each location.
Noncompensatory Department Payroll Representatives
Description:
This session is designed to assist Department Payroll Representatives in working with noncompensatory recipients. Discussions will focus on how to determine if an individual should be classified as a noncompensatory recipient and how to process all transactions impacting payments. Additionally the latest Duke and Federal policies governing noncompensatory payments will be reviewed and explained. Case studies are used to practice transaction application. Participants are encouraged to bring questions and situations to discuss in class.
In preparation for the academic year, review the basics of college work study from how to process hire transactions to setting up appropriate funding codes. Class will focus exclusively on work study.
Department Payroll Representatives responsible for Foreign National Employees
Description:
This class will assist Department Payroll Representatives in understanding the complexities of working with Foreign National employees. Corporate Payroll Services will partner with other Duke departments to provide a comprehensive overview of a variety of different transactions that impact foreign national employees including hiring, acquiring social security numbers, and tax requirements.
Join Corporate Payroll Services for lunch and conversation about the latest topics involving payroll at Duke. Offered on a quarterly basis, this informal session will allow Department Payroll Representatives to share experiences, discuss best practices, and share strategies for resolving situations. Topics will vary each session with attendees helping to shape the agenda. Size for the sessions is limited, so please allow others the opportunity to attend sessions.
Provides updates for the calendar year end process including the process for distributing tax documentation to all employees and noncompensatory recipients.
This interactive session is designed to assist Department Payroll Representatives, Business Managers, and HR Managers reconcile payroll expenses with department financial statements. Learn what reports are available both through SAP and by payroll request and how each ties to the financial statements. Participants will use case studies to explore how to effectively and efficiently handle reconciliations and what can happen if discrepancies are not addressed in a timely fashion.
Corporate Payroll Services has taken the opportunity to evaluate the current Leave of Absence form and supporting business processes. As a result of this evaluation, Corporate Payroll Services will be introducing changes in these, in order to streamline the process and eliminate multiple forms.
You are invited to attend this session to learn more about the changes and to provide your input on the newly designed Leave of Absence form and business processes.
Your comments and suggestions are very important in making the change a success. Corporate Payroll Services will incorporate your feedback before launching the new changes.
This session provides participants with a step-by-step guide for processing employee transfers. Focus will be given to the three most common types of transfers - a different position in the same department, between departments, and between payroll areas. Learn the responsibilities of each of the departments involved in the transfer and the methodology payroll uses to ensure accurate payments and deductions during the transition period.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Business Managers
Business Managers Annual Payroll Process Overview & Updates
Target Audience:
Business Managers
Description:
The session is designed to keep Business Managers informed of the most current payroll information and to share opportunities for partnership between Corporate Payroll Services and Duke Departments. Additionally, Business Managers will have the opportunity to provide feedback to Corporate Payroll on how the Department can best serve its customers. Business Managers are encouraged to share and discuss specific situations and provide Corporate Payroll Services candid feedback.
This class provides new Business Managers with an overview of the entire payroll process with specific focus given to how they can support Department Payroll Representatives and their responsibilities in ensuring accurate and timely payments to employees within their scope of responsibility.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
ReportXpress Users
ReportXpress Overview
Target Audience:
ReportXpress Managers, Supervisors and Department Payroll Representatives
Description:
During this class, ReportXpress users learn how to manage time reports within ReportXpress. Participants will learn about time cards, available reports, how to address errors, discuss case studies, and receive a checklist to use as a guide for fulfilling ReportXpress responsibilities. Participants are encouraged to bring questions and situations to class for discussion.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Additional Classes
Financial Certification Program - Certified Payroll Representative
Target Audience:
Payroll Representatives or Backup Payroll Representatives
Description:
Certified Payroll Representative certification is designed for those individuals who are payroll representatives or backup payroll representatives and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community.
Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:
Delegating additional work and responsibilities to the participant
Supporting employee growth and development from certification
Seeking new hires who have completed certification
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Procurement & Purchasing
Corporate Cardholder Training & Pick-Up
Description:
Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duke University utilizes Bank of America's transaction review and reporting software, Works, to administer the Corporate Card program. The software is an internet application that allows authorized users to allocate, review, and document transactions for their designated cardholders. Training for the Works application is provided online using Adobe Connect. To participate in the training, authorized users are required to login to the Adobe Connect server and complete the setup of their user accounts. The online training includes both visual and audio components. Users may utilize their computer speakers or a set of headphones connected to the audio jack of their computer to listen to the training.
Those who order materials or services, either from outside the University or Health System or from inside or Those that work for any Duke Health System department (SAP Company 0020- 0060), for Medical Center labs or any other University related area
Description:
This introductory purchase requisitioning class covers how to create a purchase requisition (request for goods or services), both with and without a material master. In addition, the class covers how to copy, display, and change a purchase requisition; how to find purchase requisitions by cost center; approval of purchase requisitions; and how to look up a purchase order.
If applicable, the material will cover how to create a purchase requisition for multiple cost centers and how to order medical or surgical materials using a custom transaction (ZM10).
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
ReportXpress
ReportXpress Users
ReportXpress Overview
Target Audience:
ReportXpress Managers, Supervisors and Department Payroll Representatives
Description:
During this class, ReportXpress users learn how to manage time reports within ReportXpress. Participants will learn about time cards, available reports, how to address errors, discuss case studies, and receive a checklist to use as a guide for fulfilling ReportXpress responsibilities. Participants are encouraged to bring questions and situations to class for discussion.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Research Compliance & Reporting
Research Administration Academy
Research Administration Academy
Description:
RAA encompasses many facets of grant management responsibility at Duke University and Duke University Health System (DUHS). RAA is a development opportunity for employees providing numerous benefits for both the employee and the institution. Employee benefits include development or advancement of skill sets, enhanced professional advancement opportunities, and a clearer understanding of grant management responsibilities at Duke University. This investment by Duke University in its employees will provide the organization with stronger employee commitment, a more stable employee base, better information on which to make hiring decisions, and enhanced financial controls.
The program which requires acceptance through a nomination process is designed for participants with less than two years experience in grant management and >50% grant management responsibilities.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Research Administration Institute
Compliance Landscape
Description:
This session features a discussion of the current national compliance environment: issues of concern and importance to the federal government, areas of risk to be aware of, and possible risk issues on the horizon. Presenters will compare the current national dialog on compliance risk with recent Duke University enhancements to compliance management, including a discussion of recent monitoring and auditing observations, and how the university is building a culture of compliance.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This class offers 2 hours of Continuing Professional Education (CPE) credit for CPA's.
Responsible Conduct of Research (RCR) involves a broad platform of boards, committees, internal and external policies and procedures, all designed to ensure the protection of research subjects, integrity of data and related issues in the research environment. Lack of controls over RCR issues can lead to serious consequences for all those involved in the research enterprise. This session features brief descriptions of the many RCR functions at Duke University, how they operate, and what is expected of grant managers and faculty in meeting RCR obligations.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
For those who have reviewed a contract’s terms and conditions in anticipation of managing an award you are probably very aware of how different the management of a contract is from a grant. This class will give an overview of contract types for both government and industry funding, and the issues of greatest importance to Duke when we negotiate a contract. We will discuss in detail some clauses of concern to research administrators and the added coordination required between the department and the post- and pre-award offices to successfully manage the contract.
This class offers 2 hours of Continuing Professional Education (CPE) credit for CPA's.
Effort remains the largest compliance risk for large research universities. Duke University has recently adopted a new effort reporting system to better manage this complex issue. This session will feature a review of the various types of effort reporting requirements at Duke University, how effort reporting varies among disciplines and locations, and how departments can manage effort effectively through the new eCRT effort reporting system.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This class offers 2 hours of Continuing Professional Education (CPE) credit for CPA's.
This session features discussions of the various activities involved in effectively managing assets at Duke University. Discussion will focus on space management as well as discussions of equipment, property and other asset management systems and requirements. The session will also feature a discussion of service center operations, and a review of the Facilities and Administrative Cost development process.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This session features a variety of topics for those who are involved in clinical research in the School of Medicine, but do not have contact with study participants. Types of human subjects research are discussed and Duke’s clinical research environment is explored including review of research administrative offices and their roles, regulations and policies, and the Site-Based Research structure. Areas for clinical research management are addressed including contract and IRB processes. An overview of clinical research study conduct is outlined and includes the informed consent process, adverse events and unanticipated problems, documentation, billing and compliance.
The RAI seminar is designed as the capstone class for those completing the Research Administration Institute. Featuring a seminar format, participants will discuss case studies based on their experiences and knowledge gained in the previous RAI classes, and will develop solutions to problems presented by the seminar leaders.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
ECRT & Effort Certification
Effort Coordinator Base Training - Campus
Description:
This training session will cover how to review and process the effort certified by Faculty and monthly staff for Campus departments in the Provost Area Management Center and Central Administration Management Center.
You should attend this session if you are an Effort Coordinator (Primary or Secondary) in a Campus department.
This training session will cover how to review and process the effort certified by Faculty and monthly staff for departments in the School of Medicine (SOM) and School of Nursing (SON) Management Centers.
This additional session covers how to review and approve Faculty's quarterly and annual effort in support of DUHS that is funded from University sources. This training is ONLY required for those in Clinical departments who have Faculty with effort paid from G/L Account 600200.
Faculty and Monthly Staff members who are required to certify their effort.
Description:
The online training links below will assist Faculty and Monthly Staff members who are required to certify their effort using the new ECRT system. To view this training, you will need the latest version of Adobe Flash player installed. If the presentation(s) do not display, please contact your IT support personnel.
If you need to add a funding source (code) to an ECRT effort card please this guide for instructions. Please note that we are using the "add a commitment" functionality in ECRT to add a funding source to the card. Therefore, some of the instructions may seem to not apply, but should be followed.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
FasTracks
Research Management at Duke
Description:
This online course provides an overview of the various offices, systems, and resource sites relating to research management at Duke University. The course includes an evaluation and assessment.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This online course will provide participants with a basic understanding of the compliance environment and framework for compliant grant management. This course features brief overviews of OMB Circulars, FDP, FAR, sponsor notice of award, and A-21 Federal definitions of allowable and unallowable costs. The course includes an evaluation and assessment.
Establishing a Funded Project for Compliant Management
Description:
This class provides a focused review of how to set up a new award in order to establish sound management practices throughout the life of the project. Discussion topics include: reading and understanding the notice of award, correlating the proposal budget to the WBSE budget, anticipating and implementing the personnel plan (including anticipating issue with effort), and identifying problematic areas to be addressed.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This class offers 2 hours of Continuing Professional Education (CPE) credit for CPA's.
This course features extensive information coupled with case studies of the various post-award functions required of grant managers. Participants will learn: generating and reading financial reports, tools for reconciliation and other useful suggestions for effective grant management.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This course features extensive information coupled with case studies of the various post-award functions required of grant managers. Participants will learn: generating and reading financial reports, tools for reconciliation and other useful suggestions for effective grant management.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
This course will provide understanding of effort as charged to a funded project, effort certification and reporting, the Duke systems for monitoring effort, and how effort adjustments should be managed throughout the life cycle of a project. This course features basic definitions and roles and responsibilities relating to effort management.
You will be given the opportunity to complete an evaluation and assessment after you have attended the class.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Post Award Administration
Introduction to Post Award Administration
Description:
Presented by the Sponsored Programs Office. This half-day workshop provides an introductory overview of grant and contract administration from initial acceptance of the award through the close of the project.
The workshop begins promptly at 1:00, and a vital topic is covered at the end. If you cannot stay for the full session, please allow another person the benefit of the full class, and register for a different date when you are able to commit to all four hours.
Some topics include: Negotiations, Pre-Award Costs, Requesting A Cost Object, Reviewing The Award Document, Basis Of Funding, Investment Of Funds, Deposits, Program Income, Allowability Of Costs, Prior Approval, Forms, Equipment, Financial Reports, SAP Expense Report With Award Amount, R/3 Report For Projects With No Award Amount, Facilities & Administrative Costs/Indirect Costs (F&A/IC), Cost-Sharing, Rebudgeting Of Funds, Overdrafts, Subcontracts, Unallowable Costs, Interim Reporting Requirements, No-Cost Extensions, Close Of Project, Final Reports, Closing A Cost Object, Record Retention, Audits…
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Continuing Education
Introduction to Post Award Administration
Description:
Presented by the Sponsored Programs Office. This half-day workshop provides an introductory overview of grant and contract administration from initial acceptance of the award through the close of the project.
The workshop begins promptly at 1:00, and a vital topic is covered at the end. If you cannot stay for the full session, please allow another person the benefit of the full class, and register for a different date when you are able to commit to all four hours.
Some topics include: Negotiations, Pre-Award Costs, Requesting A Cost Object, Reviewing The Award Document, Basis Of Funding, Investment Of Funds, Deposits, Program Income, Allowability Of Costs, Prior Approval, Forms, Equipment, Financial Reports, SAP Expense Report With Award Amount, R/3 Report For Projects With No Award Amount, Facilities & Administrative Costs/Indirect Costs (F&A/IC), Cost-Sharing, Rebudgeting Of Funds, Overdrafts, Subcontracts, Unallowable Costs, Interim Reporting Requirements, No-Cost Extensions, Close Of Project, Final Reports, Closing A Cost Object, Record Retention, Audits…
This effort reporting class will demystify & help you better understand issues related to effort reporting. We will also roll out a new tool called the "Master List".
This class is updated annually and is mandatory for all grant managers. Attendance counts as one unit of the required continuing education units for those with RCC, RAA, and RAI certification. This class features information and practical applications in managing these important compliance functions: direct charging administrative costs to federal awards, subrecipient monitoring, effort, and cost transfers.
This class offers 4 hours of Continuing Professional Education (CPE) credit for CPA's.
This training is required but its purpose is to safeguard you, our research and research faculty. This training is especially important in light of the examples of non-compliance, fraud and misuse of federal funds that we continue to see at our peer institutions and which have resulted in considerable fines in several instances.
Business Managers with grant-related financial responsibilities
Description:
As a recipient of federal research awards, Duke is accountable to sponsoring agencies for financial compliance with appropriate agency regulations. We have addressed this responsibility, in part, by instituting a strong compliance program. A key component of this program includes mandatory training of Business Managers with grant-related financial responsibilities.
This class offers 4 hours of Continuing Professional Education (CPE) credit for CPA's.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Additional Classes
Grant Management for Non-Grant Managers
Target Audience:
Individuals wanting to become more knowledgeable regarding basic compliance and grant management functions
Description:
This class provides a basic overview of the grant/contract process – both nationally and at Duke University. It features discussion of basic compliance rules and regulations, key areas of risk, and an abbreviated overview of the functions associated with grant management at the department level. It may serve as an introductory course for individuals who are new to the oversight and supervision of grant managers.
This course focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. The course is taught in the SAP Production client. New custom reports are included, as well as line item detailed reports. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class.
To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
SAP
Introduction
Introduction to SAP at Duke
Target Audience:
Users of SAP
Description:
Note: This course is required before taking any other SAP courses. This course is NOT required for Introduction to SAP Business Warehouse for Duke University.This 6 part online course is REQUIRED before attending all other SAP classes. The class covers general information about SAP, how Duke is using SAP, and common SAP language used across the system. The class provides hands on experience on how to log into SAP, navigate or move around, perform field searches, and view common SAP language.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Financial Courses, Introductory
SAP University Reporting: Non-Restricted
Target Audience:
Those within Company Code 10 and are responsible for reporting or reconciling of seven-digit, non-restricted cost objects
Description:
This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Employees of the Health System that are responsible for reporting of a Hospital Clinical Business Unit or Health System department and use nine digit cost object numbers.
Description:
This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Any Duke employee that needs to process journal entries (i.e., journal vouchers) for department billings or corrections
Description:
This class provides experience in how to prepare and post or park (hold) various kinds of journal entries. The approval / posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.
This course focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. The course is taught in the SAP Production client. New custom reports are included, as well as line item detailed reports. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class.
To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
This course focuses on reporting using BFR selection for MULTIPLE Cost centers, Profit Centers, and/or Plant-related WBS Elements. The course is similar to the Non-Restricted course, but instead focuses on selecting and viewing numerous cost objects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are included. Printing and exporting reports to Excel are covered. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
Be certain you can log into SAP (using your own User Name and ID).
Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Those who order materials or services, either from outside the University or Health System or from inside or Those that work for any Duke Health System department (SAP Company 0020- 0060), for Medical Center labs or any other University related area
Description:
This introductory purchase requisitioning class covers how to create a purchase requisition (request for goods or services), both with and without a material master. In addition, the class covers how to copy, display, and change a purchase requisition; how to find purchase requisitions by cost center; approval of purchase requisitions; and how to look up a purchase order.
If applicable, the material will cover how to create a purchase requisition for multiple cost centers and how to order medical or surgical materials using a custom transaction (ZM10).
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Financial Courses, Advanced
SAP Reconciliation and Documents
Target Audience:
Those responsible for reconciling financial transactions on reports or tracking/looking up vendor invoice payments, and/or need to know how to research or find information about common SAP documents.
Description:
This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.
This class will provide more advanced training for report functions available in summary level and line item reports. Functions include how to save and use a selection screen variant, how to sort and filter reports, how to subtotal reports, how to create and save your own display variants for a report, advanced selection criteria, and other tips and tricks. Additional reports that may be useful will also be provided in this class. Those attending this class need to have experience using SAP reports.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Human Resources & Payroll
iForms Overview
Target Audience:
Employees and Managers that view and process Employee Master Data
Description:
iForms is a web-based interface with Duke's SAP system that allows users to view employee master data and process HR and Payroll actions. This class provides an overview of the iForms website and how to view employee master data and position data. In addition, the course provides hands-on experience with initiating HR and Payroll actions. These actions include hiring and transfers, position management, cost distributions, supplemental pay and terminations. The steps needed to approve the various forms are covered as well.
Learning materials will be provided in the class and on the iForms website.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Business Warehouse
Introduction to SAP Business Warehouse for the University (0010)
Description:
This class provides an introduction on how to use the SAP Business Warehouse (BW) product for Duke University - Company Code 0010. SAP BW is a data warehouse that is updated nightly from SAP and is available as an additional tool for more advanced reporting options at an organizational level, using your Org. Unit (10 digit BFR code). You will learn how to access BW and run existing basic queries for your organizational unit, such as the Fund Trial Balance query. In addition the class provides experience in how to manipulate or rotate the data for different analysis, and how to save workbooks for use in the future.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
BPS
Budget Modifications
Description:
As in the past, all budget modifications to the current unrestricted (1xx) funds must be balanced. In addition, all budget modifications must be approved by your management center. The approval process is built into the STS workflow process in BPS.
Once all budget modifications have been consolidated and approved in BPS, the budget modifications that impact cost centers and profit centers will be loaded into SAP. Any budget changes impacting all other cost objects (e.g., 3xx or 7xx funds) will be reflected in BW and BPS.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Travel & Reimbursement
Corporate Cardholder Training & Pick-Up
Description:
Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duke University utilizes Bank of America's transaction review and reporting software, Works, to administer the Corporate Card program. The software is an internet application that allows authorized users to allocate, review, and document transactions for their designated cardholders. Training for the Works application is provided online using Adobe Connect. To participate in the training, authorized users are required to login to the Adobe Connect server and complete the setup of their user accounts. The online training includes both visual and audio components. Users may utilize their computer speakers or a set of headphones connected to the audio jack of their computer to listen to the training.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Accounting Payments & Processing
