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Financial Policies
Duke funds may only be used for necessary and reasonable business-related expenses incurred in the furtherance of Duke’s missions. The University and Health System receive funding from a variety of sources that carry with them fiduciary responsibilities. Inherent in these responsibilities is the requirement to operate the institution under guidance set forth by the Board of Trustees and to comply with related federal, state, and local regulations. Proper stewardship of University and Health System funds is the responsibility of all employees involved in financial transactions.
| Policy Title | Summary | Audience |
|---|---|---|
| Bursar - Restrictions on Past Due Accounts |
Duke University students with delinquent account balances will not be allowed to register for future courses, receive an academic record transcript, have academic credits certified, or receive a diploma at graduation. |
Faculty, Staff, Students |
| Charitable Contributions & Non-Governmental Grants |
All charitable contributions to Duke, including non-governmental grants, must be deposited through the Office of Alumni and Development Records. |
Faculty, Staff |
| Computers, Software & Equipment |
Guidelines and instructions for purchasing computers (replacing existing computers) and software and software licenses available at Duke. |
Faculty, Staff |
| Corporate Card Purchases |
Purchases made with the corporate card are subject to all university & health system guidelines pertaining to purchases of goods, services, travel & entertainment. |
Faculty, Staff |
| Cost-Sharing |
Cost–sharing on proposals for external funds is to be avoided unless required by the sponsor and approved at the time of proposal submission by the Office of Research Support (Campus) or the Office of Research Administration (Schools of Medicine and Nursing). Last Updated: May 2023 |
Faculty, Staff |
| Duke as an Applicant Organization |
Each employee or representative of Duke University who is involved in sponsored projects administration has an obligation to ensure compliance with sponsor and University requirements for managing sponsored funds. Updated May 2023 |
Faculty, Staff |
| Effort Commitment, Reporting, & Certification |
All persons employed by the University need to ensure that their annual effort certification accurately reflects all of their activities for the year. Last Updated: May 2023 |
Faculty, Staff |
| Electronic Commerce |
Electronic commerce at Duke must be related to the University's missions of education, research, and patient care and must comply with University procedures detailed at the eCommerce web-site to ensure data security. |
Faculty, Staff |
| Employee Use of Personal Vehicles |
Employees are not covered by the University's auto liability insurance while operating their own vehicles for University business. |
Faculty, Staff |
| Endowment Administration |
Endowments are established according to University guidelines, Board of Trustee directives, and legal requirements. |
Faculty, Staff |
| Environmentally Preferable Purchasing |
Duke gives preference to environmentally friendly products whose quality, function & cost are equal or superior to more traditional products. |
Faculty, Staff |
| Equipment Disposal |
All surplus equipment and furnishings must be routed through Procurement Services for disposition. |
Faculty, Staff |
| Equipment Screening & Shared Use |
All equipment purchased with federal government funds must be evaluated for possible shared usage within the university. |
Faculty, Staff |
| Equipment Transfers |
Research equipment transfers occur when an investigator will cease to have an employment relationship with Duke University and will transfer their research activities to another institution of higher education. Because research equipment is an asset owned by Duke University or an external sponsor, the transfer of these assets requires appropriate institutional reviews, coordination and approvals. Last Updated: May 2023 |
Faculty, Staff |
| Facilities & Administrative (F&A) Costs |
Generally, Duke University requires the inclusion of full Facilities and Administrative costs on all proposals for external funding, except gifts, unless prior approval is obtained from the appropriate Management Center. Last Updated: May 2023 |
Faculty, Staff |
| Faculty/Staff Effort Management for Clinical Research Studies |
University faculty and staff working on clinical research studies must include appropriate effort during the budget/proposal development process and allocate effort appropriately throughout the life of the sponsored agreement to support accurate effort reporting in compliance with applicable federal regulations. |
Faculty, Staff |
| General Liability Insurance |
Duke University is self-insured for general liability and automobile liability insurance. It is the University's policy not to add third parties as additional insured parties as is sometimes requested in contracts and other written agreements. |
Faculty, Staff |
| Governmental Grants & Clinical Trials Contracts |
All grants from governmental agencies and payments for clinical trial contracts must be deposited through the Office of Sponsored Programs. |
Faculty, Staff |
| Independent Contractor & Vendor Insurance Requirements |
Vendors and contractors working for Duke University must maintain certain minimum amounts of insurance. In addition, Duke University must be named as additional insured with respect to general liability coverage. |
Faculty, Staff |
| Long-Term Investment |
Participation in the Long-Term Investment fund is permitted according to guidelines approved by the Duke University executive officers. |
Faculty, Staff |
| Mass Communication Tools/Software Purchases |
Departments considering purchase & implementation of mass communication tools/software must obtain approval from the university Chief Information Officer & the Assistant Vice President for Procurement. |
Faculty, Staff |
| Opening a Bank Account |
Duke University bank accounts may only be opened by the EVP or Deputy Treasurer. |
Faculty, Staff |
| Purchase of Hazardous Materials |
Duke University complies with all federal and state regulations that govern the purchase, control, storage and use of controlled substances, dangerous drugs and other hazardous chemicals and materials. |
Faculty, Staff |
| Socially Responsible Investing |
Responsibilities of the Advisory Committee on Investment Responsibility. |
Faculty, Staff, Students |
| Supplier Diversity |
Program creates supplier relationships while fostering the growth & development of small, local, women- and minority-owned firms. |
Faculty, Staff |
| Travel & Misc Reimbursements |
Duke will reimburse necessary and reasonable travel and other business expenses. |
Faculty, Staff |
| Travel by Non-Commercial Aircraft |
The University encourages employees to utilize commercial aircraft. Use of non-commercial aircraft must be approved in advance by the Executive Vice President. |
Faculty, Staff |
| Unauthorized Purchases/Purchasing Authority |
The only individuals with authority to enter into purchase contracts for Duke University or to obligate the university for procurement indebtedness are officers of Duke University or Procurement Services. |
Faculty, Staff |