To: Department Business Managers and Administrators

Memorandum

To: Department Business Managers and Administrators

From: Arts & Sciences Office of Finance and Administration

Subject: Hire iForms for Regular Rank Faculty

Date: July 31, 2012

It has been Arts & Sciences long standing policy for all regular rank faculty hires to be initiated by the Office of Finance and Administration. Throughout the years, many changes have occurred including the implementation of iForms and dFac. The hiring of faculty now includes the initial steps that must be taken by the department in dFac and the subsequent initiation of an iForm by the Office of Finance and Administration which requires the approval of Senior Associate Dean of Finance and Administration, Sandy Connolly. We have reviewed this policy and the procedures and are implementing the revisions outlined in this memorandum. These revisions will take effect August 1, 2012.

Effective August 1, 2012, all faculty hires and departmental transfers should be initiated in the departments. Currently, in order to complete the Hire iForm, the Office of Finance and Administration has requested copies of the I-9 and Biographical Data Sheet. These forms will no longer need to be sent to our office.

Departments should continue to adhere to the ‘Forms Due’ column on the Duke University Corporate Payroll Services Monthly Payroll Schedule. This will allow us time to send the form back to the initiator should any corrections need to be made prior to our office’s deadline.

The efficiency of this process begins with dFac. It is extremely important that the New Faculty Member Form is initiated as soon as possible. All appointments – primary, secondary, joint and administrative- should be included on the New Faculty Member Form. It is mandatory that this form is completed as soon as possible because it requires several approvals and will integrate with the Hire iForm. The Hire iForm cannot be completed until the New Faculty Member Form has been approved at all levels and is closed.

Once the New Faculty Member form is closed, the Hire iForm can be initiated and will route to our office for approval. There are some faculty appointments that include an outright/contractual summer supplemental payment and there are a few faculty members who are immediately placed on leave. These actions will continue to be processed in the Office of Finance and Administration, but our office cannot initiate the actions until the Hire iForm is closed. This is another reason why it is so important that we adhere to the payroll deadlines.

Departments should use their Budget Sheets to determine the cost distribution. If a temporary code has been used for budgeting purposes, it will most likely be due to the fact that there is a joint appointment with another school. If this is the case, the Department Business Manager should contact the school where the joint appointment resides to obtain the fund code that should be used.

Please find a revised Arts & Sciences dFac and iForm Workflow sheet attached. Also, please review the updated Arts & Sciences Faculty – Regular Rank Hiring article http://trinity.duke.edu/finance/guide.

Should you have any questions concerning the changes outlined in this memorandum, please contact our office.

JMB

Attachment (1 worksheet)

Web Article (http://trinity.duke.edu/finance/guide?p=hiring-tenure-track-faculty-initial-question)

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