1. New Payroll Tools and Closeout Submission Trends ORS Quarterly Meeting September 16, 2015 1 RACI Michelle Rigsbee & Valerie Abbott Campus Closeout Implementation Team

2. Agenda New payroll access tools for Grant Managers Closeout submission trends & goals Closeout submission FAQs & helpful hints 2

3. Payroll Access for Grant Managers New payroll tools in Duke@WORK on the Grants Management tab Business unit is responsible for determining how to utilize these new tools in your area. These resources are separate from the access provided by other iForms security roles. Management audit reports are available to confirm appropriate use of the tools. 3

4. Payroll Access Tools Comparison 4

5. Payroll Access Tool Training Classroom Training GMs with limited/no iForms experience are STRONGLY encouraged to view the Payroll Access Training Videos prior to attending. Current classroom offerings include: Wednesday, Sept 23rd: Erwin Square Room 837, 9-11am Wednesday, Sept 30 th: Erwin Square Room 837, 9:30-11:30am Thursday, Oct 1 st: E rwin Square Room 837, 2:30-4:30pm Online iForms Overview Videos Registration for Payroll Access Training for Grant Managers – Online iForms Overview: Videos is available via LMS New GAPs GAP 200.171, Cross Organizational Unit Payroll Management on Sponsored Projects GAP 200.172, Payroll Access for Effort Management on Sponsored Projects Additional Assistance For institutional guidance or training-related questions, please contact: Research Costing Compliance: rcc-cert@duke.edu rcc-cert@duke.edu For other questions, please contact your Implementation Team: SOM Implementation Team: SOM.Implementation@dm.duke.eduSOM.Implementation@dm.duke.edu Campus Implementation Team: campus-implementation@duke.educampus-implementation@duke.edu 5

6. Payroll Access Tool Guidance Instructional Materials Available Step-by-Step for all Grant Management tools available on Financial Services website and on Grant Management tab Quick Reference available on Financial Services “Other Research Admin Training” site 6

7. Closeout Submission Trends 7 Trend summary and clean close tracking Below stats are for June – August closeout submissions Comparison for PAMC and Duke as a whole Goals for the next quarter with new tools available More on time submissions Fewer tasklist returns Fewer outstanding payroll obligations 3 Month Total Total Records On time No Additional Expenses Clean Close Duke 96057460%85589%51854% MCMC 66937456%58587%33149% PAMC 29120069%27093%18764%

8. Closeout Submission Helpful Hints Tasklist Optional Approvers should be copied on email submission when using e-signature All sections must be completed (or marked N/A if not applicable) Resolve obligations prior to submission & note in comment field if in approval workflow but not posted at time of submission Human Subjects Section – being revised to better meet PAMC needs. Contact the implementation team for guidance if you have questions when completing the current version. PI Attestation Actual signature required for this document Collapse External Subrecipient section if N/A to avoid confusion of 2 signature locations ZF114 Date incurred column must be completed *Reminder: this is date incurred NOT date posted. All transactions listed must be confirmed allowable or unallowable Electronic version (enable download) highly recommended 8

9. Questions? Michelle Rigsbee & Valerie Abbott, Campus Implementation Team Email questions/inquiries to: campus-implementation@duke.educampus-implementation@duke.edu Email closeout submissions to: closeoutdocs@duke.educloseoutdocs@duke.edu 9