Confidential Payroll

Individuals on confidential payroll can be identified by their Organizational key, DDGD. These are individuals who hold senior leadership positions or appointments. Identifying a person’s org key can be accomplished by searching in iForms under Staff, All Employee Search. Not all individuals on Confidential Payroll are faculty members.

How Confidential Payroll Works

The Confidential Payroll designation fully restricts write/edit access to HR data for individuals with this designation. It also partially restricts view access to HR data. Listed below are the data visible in dFac and in iForms for an individual on Confidential Payroll.

Data that is visible for Confidential Payroll faculty through dFac includes:

• DUID
• Position Job Code
• Professional Name
• Organizational Unit number
• Position number
• Organizational Unit Description
• Personnel Area (PA)
• Employment Status
• Personnel Subarea (PSA)

Data that is visible for Confidential Payroll employees through iForms includes:

• DUID
• Position Job Code
• NetID
• Organizational Key
• Legal Name
• Cost Distribution
• Position number
• Organizational Unit number
• Personnel Area (PA)
• Organizational Unit Description
• Personnel Subarea (PSA)
• Employment Status

Add an appointment for Confidential Payroll faculty

Adding a new appointment for faculty on confidential payroll is intended to be completed by organizational unit dFac users. Doing so does not allow dFac users for that organizational unit to then see more data about the faculty member. To add an appointment for someone on the confidential payroll:

1. In dFac, choose “Search All Duke Faculty” from Faculty Views.
2. Click on the New Forms link in the far right column.
3. Under the dFac forms heading, click on the Appointments form link.
4. Choose the New Appointment reason. This should be the only reason available.
5. Choose the appointment type: Primary, Secondary, Administrative, Joint, or Membership.
6. Enter the appointment start date and end date.

Remember! For faculty appointments starting in the past, you cannot choose “Save as draft” prior to submission. Forms with appointment start dates in the past are also unable to be resubmitted if returned to the initiator.

7. Type the organization’s name or BFR in the Organization entry field. As you type, a drop-down list of matches appears so that you can select an organization from the list.
8. Type a job code or job code description in the open field; as you type, job codes and descriptions appear on the job code drop-down list. Ensure the job code is appropriate by reviewing Appendix B in the Faculty Procedures Manual.

For administrative appointments, you must select an administrative appointment type rather than a job code.

9. Specify the appointment title using the three Appointment Title fields. Be sure the title is capitalized appropriately.
10. Select one of the following buttons:

To see the proposed appointment, click the dFac Worklist link and select “My Forms” from the dFac Worklist View dropdown.

Promote or change the status of a Confidential Payroll faculty member

When a faculty member on Confidential Payroll has an appointment in an organizational unit, it does not allow dFac users for that organizational unit to then see more data about the faculty member. This means that all dFac actions will be completed by Duke’s Office of Faculty Affairs Administration. Contact your school’s dFac Administrator to start this process. They will then collaborate with the Office of Faculty Affairs Administration.

Fix appointment typos for a Confidential Payroll faculty member

When a faculty member on Confidential Payroll has an appointment in an organization unit, it does not allow dFac users for that organizational unit to then see more data about the faculty member. This means that all dFac actions will be completed by Duke’s Office of Faculty Affairs Administration. Contact your school’s dFac Administrator to start this process. They will then collaborate with the Office of Faculty Affairs Administration.

End an appointment of a Confidential Payroll faculty member

When a faculty member on Confidential Payroll has an appointment in an organizational unit, it does not allow dFac users for that organizational unit to then see more data about the faculty member. This means that all dFac actions will be completed by Duke’s Office of Faculty Affairs Administration. Contact your school’s dFac Administrator to start this process. They will then collaborate with the Office of Faculty Affairs Administration.

Ending an appointment does not change the employment status, and the individual will still have active employment status.

Terminate a Confidential Payroll faculty member

When a faculty member on Confidential Payroll has an appointment in an organization unit, it does not allow iForms users for that organizational unit to then see more data about the faculty member. This means that terminating the faculty member is done by central HR. Contact your school’s dFac Administrator to start this process. They will work with Joyce Williams, Associate Vice Provost for Total Rewards in HR or Loredana Velker in HR Benefits.

Terminating a faculty member means they will no longer have active employment status.

Info for School level administrators

School level administrators may use the Faculty APT Tableau dashboards to review basic appointment information such as primary appointment org, end date, and job code for faculty on Confidential Payroll.