Finance

Our office coordinates the preparation of annual operating budgets including budget development, submission to the university budget office, budget modifications, variance projections, financial reporting and year-end close.  Deliverables and general timelines for the operating cycle are summarized below. 

General university operating budget information see https://finance.duke.edu/budget/manage

Duke University has operated under “responsibility center management” principles linking programmatic and financial responsibility since fiscal year 1991-92.

There are four broad management centers within the larger university: 

• Central Administration Management Center (CAMC)
• Provost Area Management Center (PAMC)
• Medical Center Management Center (MCMC)
• Duke University Health System 

The Provost’s Area Management Center (PAMC) includes eight schools and a variety of academic and administrative support units. The fundamental operating principles of management center budgeting within the Provost’s area are reviewed on a periodic basis. 

Units are responsible for adhering to the university's capital construction project guidelines.

Capital Projects

The capital construction project guidelines describe the phases of the process, required approvals, committees which oversee the capital planning process, and forms.  Please review the university's procedure for requesting a capital project, development of a project budget, and the accounting reporting and control required. Our office provides oversight and consultation as needed. 

Capital Project Request forms (CPRF) are routed to our office for approval.  Schools are expected to submit all required forms and justifications to their dean's office for approval, and then to our office via email at pamc-approvals@duke.edu.

Capital Equipment

Capital equipment lease purchases greater than $100,000 require approval by the management center. View capital equipment lease purchase instructions. 

Deans offices/unit finance leaders should seek approval via email to pamc-approvals@duke.edu.  Emails must include a short justification with required documentation explaining:

1. the need for the equipment.
2. how/where it will be used.
3. the funding source.
4. any associated space modifications.
5. any related capital costs necessary to support equipment installation.

 

Please consult with our office on the appropriate use of or accounting transactions for a gift or endowment fund.  In addition, we provide expertise in modeling income from prospective endowments and forecasting future spending from existing endowments. 

Gifts

All gifts are received and processed by Treasury Operations and Corporate Cash Management. The Management Center for the recipient of the gift is responsible for monitoring compliance with the specific conditions associated with a restricted gift.

Please see both GAP 200.440, Administering Commercially-Sponsored Projects and Gifts and GAP 200.026, Deposits to the University for information regarding the receipt and processing of gifts.

Endowments

Units are required to obtain management center approval to transfer from endowment expendable funds, per GAP 200.380, Endowment Expendable Funds. 

As noted in the policy because each endowment cost center and its related expendable fund are subject to the restrictions set forth in the endowment agreement (or other donor directives), the use of expendable fund distributions must be traceable and auditable.

For this reason, distributions should never be transferred from an endowment expendable fund to other WBS elements, cost centers or profit centers unless the receiving fund is subject to restrictions that fall within the scope of those applicable to the source endowment expendable fund. To ensure compliance with this, all transfers from endowment expendable funds must be approved in advance.

Please complete the Request for Use of Transfers from Expendable Endowments form for all new requests, and annually for previously approved transfers.

 

Commonly used Duke University general accounting procedures (GAP) and forms are highlighted below. Comprehensive financial services resources can be found on the Duke Financial Services website.  

If you have questions, or to submit completed forms for management center approval, contact our office at pamc-approvals@duke.edu.

General Accounting Procedures

GAP 200.410 Faculty Discretionary Accounts Policy

Addresses the appropriate sources and uses of faculty discretionary account funds, and the expected level of school and departmental oversight for use of these funds. 

GAP 200.400, Employee Monetary Awards (Gift Certificates, Gift Cards, Coupons, etc.)

Outlines processes and considerations related to monetary awards. 

Forms

Forms used to establish codes are provided by the Office of Research Support and Duke Financial Services, and require review from the management center. These include:

• WBS Element Request to request a miscellaneous code. Additional information can be found on the Duke Financial Services website.
• GL request form to request a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire Duke System.
• Cost object request form to request a Duke University cost object (1XX,4XX,7XX,8XX). When trying to determine the first three digits of your cost object, please refer to the Accounting Code Overview.
• Agency Fund Application To request an Agency Fund, an Agency Fund Application form and a Cost Object Request form should be completed and signed by the person responsible for the agency fund, the sponsoring department designee and the approver.  Requests for Agency Fund accounts can originate only from departments or schools of Duke University. Both forms should be sent to the management center for approval and submission to Accounting Systems Administration (ASA) for review, approval and setup.
• BFR Requests To request a new BFR, please contact our office to discuss your needs and we will provide a form if we deem a new BFR is needed. 

Units have broad responsibilities with a wide variety of sources of funds, each with unique spending characteristics. There are basic rules and procedures that should guide wise spending decisions.  Below are some key guidelines provided to ensure faculty and staff can perform their missions effectively while ensuring compliant spending practices are followed.   

Travel

It is the intent of Duke to reimburse travelers for necessary and reasonable expenses incurred while traveling on Duke-related business. It is important that employees and students comply with Duke’s travel policies and utilize Duke’s preferred vendors whenever possible to obtain the best pricing and service. 

For staff who travel regularly, we recommend obtaining a corporate card to facilitate payments.

Duke University travel policies and guidelines.

Procurement and Payment for Goods and Services

There are multiple ways for departments to order and purchase goods and services including Buy@Duke, purchase requisition, corporate card, AP check request, preferred supplier programs and miscellaneous reimbursements. 

Review the Duke Procurement website to determine the best method for any particular business need. 

Corporate Cards

Generally, corporate card transactions should be for travel or purchases less than $1,500 for goods and services not available through Buy@Duke.  Additionally, corporate card users should comply with the university's cardholder responsibilities, as well as the following management center practices:

1. Each cardholder is responsible to monitor and manage all card transactions.
2. Assistance may be provided by an initiator, but final responsibility/accountability is with the cardholder.
3. Cardholders and business managers should be receiving corporate card notices.
4. Management centers may send out periodic reminders; however, these notices are not to be relied on to ensure compliance or as notice of non-compliance.
5. Units can implement a more stringent policy (e.g. cardholders required to submit documentation for approval within 30 calendar days from transaction date).
6. Business managers should send out policy updates regularly and hold internal training discussions covering best practices and reminding cardholders of their individual responsibilities.
7. Cardholders who plan to use cards for purchases other than travel should always consult with their business manager to confirm appropriate use, particularly for items in excess of $1,500.
8. Cards will be suspended quarterly for non-compliance with policy.