See the below for a list of forms available. Click on the name of the form for descriptions and files included in each download. Many of our forms now require that you login using your NetID in order to 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.
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. All other hiring processes should be completed using the Applicant Referral Process online.
(Last Modified: 07/19/05)
Terminated employees and former student employee or noncompensatory recipients should complete this form to update their address in Duke's payroll system. This is critical to ensure that IRS tax documentation is distributed appropriately. Return signed forms to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not email the completed form.
(Last Modified: 04/20/09)
Form must be used to establish all LOA leave periods and for Sabbatical and Research leaves that begin on or after September 1, 2009. This form should not be confused with the Human Resources' Leave of Absence Request Form.
(Last Modified: 10/02/09)
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.
(Last Modified: 01/31/07)
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.
(Last Modified: 02/19/07)
This form is used to determine if an individual performing services for the University qualifies (per the IRS) as an Independent Contractor or must be paid as a Duke employee.
Completed form must be attached to an Accounts Payable Check Request when requesting payment for individual services, or it must be attached to a Purchase Requisition when you are requesting a Purchase Order.
(Last Modified: 09/16/09)
Employment Eligibility Verification Form (federal). The purpose of this form is to document that each new employee (both citizen and non-citizen) hired after November 6, 1986 is authorized to work in the United States. Forms that do not bear an original signature will not be accepted. The I-9 Form, along with appropriate tax forms, the hire form, and Certification Form should be sent to the HR Information Center at 705 Broad Street (Box 90496), Durham, NC 27705 (fax number 919-668-0386).
(Last Modified: 04/09)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Compensation
Direct Deposit Authorization Agreement
Agreement stating Duke has permission to deposit directly into bank account.
(Last Modified: 08/16/07)
This form used for exempt employees to issue supplemental payments in addition to the base salary. This form should be used for EXEMPT employees only.
(Last Modified: 02/19/07)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Foreign Nationals
Foreign National Form
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.
(Last Modified: 01/31/07)
W-8ECI, Certificate of Foreign Person's Claim That Income...
Form W-8ECI is to be used by foreign persons who are claiming U.S. sourced income is effectively connected with the conduct of a trade or business within the U.S.
(Last Modified: 02/06)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Non-Compensatory Payments
Foreign National Form
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.
(Last Modified: 01/31/07)
For Noncompensatory Use Only. The current form used to establish new, or reinstate award payments. For University and Medical Center scholarship/fellowship recipients only.
(Last Modified: 08/21/09)
For Noncompensatory Use Only. The current form used to change payments. For University and Medical Center scholarship/fellowship recipients only.
(Last Modified: 08/21/09)
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.
(Last Modified: 02/19/07)
8233, Exemption From Withholding on Compensation for Personal Services of a Nonresident Alien Individual
Use this form if you are a nonresident alien individual who is receiving compensation for independent personal services performed in the United States, compensation for dependent personal services performed in the United States, or Noncompensatory scholarship or fellowship income and personal services income from the same withholding agent.
(Last Modified: 12/01)
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.
(Last Modified: 02/19/07)
Terminated employees and former student employee or noncompensatory recipients should complete this form to update their address in Duke's payroll system. This is critical to ensure that IRS tax documentation is distributed appropriately. Return signed forms to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not email the completed form.
(Last Modified: 04/20/09)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Tax
W-2, Tax Document Request Form for Employees
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 can call the Corporate Payroll office at 919-684-2642 and request the form be faxed or emailed to them.
(Last Modified: 01/26/09)
Please visit the W-2 FAQs for additional information regarding this form. Former employees can call the Corporate Payroll office at 919-684-2642 and request the form be faxed or emailed to them.
(Last Modified: 01/26/09)
Terminated employees and former student employee or noncompensatory recipients should complete this form to update their address in Duke's payroll system. This is critical to ensure that IRS tax documentation is distributed appropriately. Return signed forms to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not email the completed form.
(Last Modified: 04/20/09)
8233, Exemption From Withholding on Compensation for Personal Services of a Nonresident Alien Individual
Use this form if you are a nonresident alien individual who is receiving compensation for independent personal services performed in the United States, compensation for dependent personal services performed in the United States, or Noncompensatory scholarship or fellowship income and personal services income from the same withholding agent.
(Last Modified: 12/01)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Additional Forms
Cost Transfers Only
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.
(Last Modified: 02/19/07)
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.
(Last Modified: 05/23/01)
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.
(Last Modified: 03/12/08)
Form must be used to establish all LOA leave periods and for Sabbatical and Research leaves that begin on or after September 1, 2009. This form should not be confused with the Human Resources' Leave of Absence Request Form.
(Last Modified: 10/02/09)
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.
(Last Modified: 11/18/09)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Duke Human Resources
Human Resources Leave of Absence Request Form
The Leave of Absence Request form is completed by the employee requesting a leave of absence and submitted to their departmental representative. This form is to
be maintained in a confidential file in the employee's department and should not be submitted to Corporate Payroll.
The Duke-specific Take Home Pay Calculator is an estimate of your net income based upon criteria that you provide, and your paycheck may differ slightly from the calculator results.
In order to maintain the integrity of Duke employee data, please use the HR Data Request Form to request creation
and/or distribution of HR and Payroll Data reports. For policy details see
HR/Payroll Data Policy)
Additional Human Resources forms such as Health, Dental, and Vision Benefits, Disability, Educational Benefits, Health and Wellness Forms, Life Insurance, Reimbursement Accounts, Retirement, Same Sex Spousal Equivalency, and others can be found on the Human Resources website.
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
Payroll/HR Use Only Forms
Internal Personal Data Change Form
For Use by Corporate Payroll Services and Human Resources Staff only.
(Last Modified: 06/05/06)
____________________________________________ * : Requires Duke IP address or Valid NET ID. ^ : Requires valid NET ID. ~ : Located outside of the Financial Services domain.
