Yes. Casual labor, student, and DTS positions can be over-allocated. Other positions can be over-allocated as determined by the Management Center and Human Resources.

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Cost Centers

1. Can the default cost center be different from the department code?

Yes. However, the default code cannot be a WBS Element.

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2. If an employee's funding source is a grant code, what will the default Cost Center be?

The default Cost Center will be a departmental Cost Center. Grant codes cannot be used as the default code.

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3. If I'm hiring a Company Code 0010 employee, can I fund the position through Company Code 0030?

You cannot set up cross-company funding for primary positions in R/3. Contact your financial office for a process to transfer funds.

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Employee Confirmation Forms

1. Will I receive Employee Confirmation Forms for all my department's employees?

Yes. Employee Confirmation Forms will be distributed to departments for all employees.

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2. Will I always receive a paper Employee Confirmation Form?

Yes. You will receive a paper Employee Confirmation Form each time you change data on an employee, including terminations, so you can confirm that the paperwork has been processed. The only exception is that you will not receive an Employee Confirmation Form for tax changes as you do now with the PCN.

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3. Will employees receive an Employee Confirmation Form when they change their tax status?

No. They will see the change on their direct deposit voucher or paycheck statement.

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4. Who will receive the Employee Confirmation Forms?

For the University, Medical Center, and Duke Hospital, the departmental payroll representatives for the primary departments will receive the forms. The Human Resources departments at Durham Regional and Duke Raleigh Hospital maintain their respective hospitals' personnel files.

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5. When I receive an Employee Confirmation Form for a terminated employee, will the name be removed from Report Express?

Yes. The employee will be removed after three pay periods.

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6. Should I have received Employee Confirmation Forms for previous terminations?

No. This process will begin when R/3 goes live.

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7. Are Employee Confirmation Forms be two-sided?

Yes. Information is contained on both sides of the form, unlike the old PCN.

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Addresses

1. Can I use a department address for an employee who does not yet have a permanent address?

Yes, but the address needs to be changed as soon as possible using the Personal Data Change Form.

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2. What about addresses for foreign employees?

The Payroll Office needs both the local address and the foreign address. The local address should be recorded on the Hire Form, and the foreign address should be recorded on the Foreign National Form.

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3. Which addresses will be included in the Duke University Telephone Directory?

The Duke University Telephone Directory will include campus addresses only. Corporate Payroll Services will maintain the check mailing addresses.

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Paychecks and Vouchers

1. Are checks a different color than the direct deposit statements?

Checks will be green, and direct deposit statements will be blue.

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2. When an employee "maxes out" on vacation, does it show up on the statement?

No.

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3. On the biweekly paycheck, where is"supplemental pay"?

The categories of pay will be broken out specifically into more defined categories, such as "standby pay."

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4. Can payroll reps pull up check stubs online to answer questions?

No. The reports you receive will have the gross pay information on them.

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5. Where can I find a list of all the abbreviations on the paychecks?

By viewing our Wage Types.

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6. Do Carry Over Bank hours show on the check stubs?

These hours will show only for Biweekly employees.

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Reports

1. What are the SAP pay periods?

The SAP pay period for employees paid biweekly will be Period 17 of the 1-26 periods, and the pay period for employees paid monthly will be Period 8 of the 1-12 periods. You may reference the Duke University payroll schedule posted on the Corporate Payroll Website or the individual payroll schedule cards to determine the SAP pay period.

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2. How are Overtime reports be sorted?

Overtime reports are sorted by Org Key (pay point).

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3. Will I see vacation and sick leave on the Gross Pay Report?

Yes.

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4. Will the Clinical Nurse weekend premium show up on the Gross Pay and Distribution report?

Yes.

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Miscellaneous

1. Where can I find a Duke Unique ID number?

Check the Employee Confirmation Form for that employee; go to PeopleSoft (SISS) for Duke students; look on the back of Health System name badges; look in Report Express for Health System employees; or go to the OIT Website: https://dukeid.duke.edu:8882/emailalias/owa/publicsearch.

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2. Do I have to fill out the Service Type and Service Category for each employee?

All employees in Company 0010 must have a Service Type and Service Category. Other Companies do not use Service Type and Service Category.

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3. Where can I find Payroll forms?

The new Payroll Forms are located on the Payroll, the HR, and the R/3 Websites.

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4. Can I get a salary advance?

Duke University policy does not allow for salary advances.

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5. How was my overtime calculated? It appears that you only paid me for half-time.

There are a number of factors that contribute to the payment of overtime. You should contact your payroll representative, If he/she is not able to help you, please have your payroll representative contact the Payroll Staff.

All overtime hours are paid at the base rate of pay and show in the regular hours paid section. The half time hours and pay show in the OT Premium section of the pay stub. The dollar amount printed under the premium section is for the half time payment only.

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6. If I have questions regarding my payroll check or voucher, who should I call?

All employees should contact their departmental payroll representatives. If the payroll representatives are unavailable, employees should contact their immediate supervisors.

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7. Where is weekend premium on my check stub?

The weekend premium should print under the Gross Pay block on the check stub.

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8. Why is my supplement taxed so high?

Regulations require that all supplemental pay be taxed at 25% for federal taxes, 6% for North Carolina State taxes, and the supplement be subject to FICA tax up to the maximum set by federal regulations.

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9. Why does it take 3 days for me to get a new check, if my check has been misplaced?

It takes three days to verify that the check has not been negotiated. We must wait for a response from the bank. This is only necessary if the original check cannot be returned to the Payroll Office.

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10. I have lost my check stub. May I get another copy?

The Payroll Office does not keep copies of the checks. However, we can provide a print out of the gross pay, taxes, deductions, and net pay for a $3.00 charge.

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11. When is payday?

Calendars for biweekly and monthly deadlines and pay days are posted on our web site.

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12. How many exemptions am I claiming for Federal and NC State withholding?

The Federal and NC State exemptions are printed on the top line of the check stub under the heading "Exemptions."

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13. I have purchased a new home and would like to have fewer taxes withheld from my check. How many exemptions should I claim?

The Payroll Staff is not authorized to give tax advice; therefore, employees should contact their individual accountants regarding this information.

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14. Where do I sign up for direct deposit of my payroll check?

Direct deposit authorization agreements are available from the departmental payroll representatives and the Corporate Payroll Office at 705 Broad Street.

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15. Who can authorize retroactive pay?

Retroactive pay adjustments impose significant costs to the University and Health System in terms of money, employee relations, and administrative time. Therefore, the current policy states that retroactive pay adjustments are no longer permissible.

However, there are occasionally compelling business reasons for permitting retroactive pay adjustments. These exceptions to policy will be handled on an individual basis, and will require the approval of one of the officers or designees.

Based on the retroactive pay policy established by the Senior Leadership Team, these are the authorized approvers for each entity:

DUKE UNIVERSITY

  Central Administration: Tallman Trask III/Hof Milam

  Provost:    Peter Lange/Jim Roberts/Kim Harris

DUKE UNIVERSITY HEALTH SYSTEM

  Duke University Hospital: Kevin W. Sowers

  Durham Regional Hospital: Kerry Watson

  Duke Raleigh Hospital: Doug Vinsel

  DUHS Finance and PRMO: Kenneth C. Morris

  Corporate Services: Scott Gibson

  All Other DUHS Entities: Kenneth C. Morris

DUKE UNIVERSITY MEDICAL CENTER

  School of Medicine,
  School of Nursing, & DCRI: Scott Gibson

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Corporate Payroll Services Frequently Asked Questions (FAQs)

SAP Position Numbers

Cost Centers

Employee Confirmation Forms

Addresses

Paychecks and Vouchers

Reports

Miscellaneous

Corporate Payroll Services
Frequently Asked Questions (FAQs)