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705 Broad St. Box 90496
Durham, NC 27705
Phone: (919) 684-5600
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HR Data Request Form

In order to maintain the integrity of Duke employee data, please use the HR Data Request Form to request creation and/or distribution of HR and Payroll Data reports. For policy details see HR/Payroll Data Policy)

  • All requests must have the approval of the requesting department's appropriate senior administrator, Dean, COO or Vice President as determined by the requesting department's organizational structure. Consult immediate supervisor if necessary to determine appropriate approval routing.
  • Requests for restricted or sensitive data require approval from the director of HRIC or Vice President, Human Resources. For more details on Human Resources Data Access Policy, click here.
  • Requestor is encouraged to follow up with Approver to ensure that request for approval has been received.
  • Allow 3-5 business days following approval for request to be processed. HR will contact Requestor with estimated completion date.
  • Any materials that will accompany the requested data when it is distributed - such as memos, articles, letters, or mailing cover - must be reviewed by VP, Human Resources or designee. The HR data team will contact Requestor and/or Approver for copies of such documents.
  • Information may not be disclosed, made available or otherwise used for purposes other than specified, including selling or redistribution of the data. 
  • Data received by electronic or hardcopy file must be destroyed within 5 business days following completion of use. Requestor must notify HR helpdesk when materials are destroyed.
  • No information will be provided of a non-business nature. Example: requests for clubs to identify segments of Duke population.
  • For labels, consult with printer who will be generating the print job to determine file type and format. Address labels are only sent to the printer. For a list of approved vendors, refer to Procurement website
  • Violations of terms of agreement will constitute misuse of confidential personnel information.
  • All form fields are required.

If you have questions about this form, please call HR helpdesk at 684-0049 Option 1.

Requestor Name:
Department:
Phone Number:
Email Address:
Approver's Email Address:
Request is routed automatically to Approver to confirm and approve this request. (If you do not know this official's email address, please check the Duke Online Directory)
Use/purpose of this request:
Description of any messages/materials to be distributed based on the data:
How long the data will be used and how, where and by whom it will be maintained?
Detailed description of the information needed: (Please include organizational units if possible.)
Required data elements: (name, Duke unique ID, home address, etc.)
Required sort criteria: (sort by name, sort by Duke unique ID, etc.) 
Required Date:
/ /
File Type of Report:
(Word document, Excel spreadsheet, etc.)
Format of Report: Hardcopy   Electronic
Entities Required (please check):
Duke University - Company Code 10 (includes the entities below):
  Duke University (1000)
Central Admin (1010)
Duke Medical Center (1100 - includes School of Medicine, School of Nursing, DCRI)
PDC (2200)
All of these
Duke University Health System (includes the entities below):
  Duke Raleigh Hospital - Company Code 60
Duke HomeCare & Hospice - Company Code 21
Duke Hospital - Company Code 30
Duke University Affiliated Physicians (DUAP) - Company Code 40
Duke University Health System - Company Code 20
Durham Regional Hospital - Company Code 50
DUHS Clinical Labs - Company Code 26
PRMO - Company Code 24
Associated Health System - Company Code 51
Duke Non-Hospital Operations - Company Code 41
All of these
N/A (this option should be used by HR/Payroll employees only)
Groups Required (please check):
Faculty
Monthly Staff (Exempt Staff)
Biweekly Staff (Nonexempt Staff)
Temporaries/PRN		 Students
Non-compensatory payees
N/A (this option should be used by HR/Payroll employees only)

Duke Personnel Data Service Agreement

I acknowledge that I have requested and will receive upon approval confidential data on Duke employees in electronic or hardcopy format. I understand that this data is complete and/or correct as of the date required and that HR and Payroll information changes constantly. I will use the data only for the purpose indicated in the request. To avoid accidental, inappropriate or unauthorized use of this data in the future, I will destroy all copies of these files, including backups -- electronic and/or hardcopy -- within five business days after use and will notify the HR helpdesk at HR-Helpdesk@duke.edu once the files have been deleted.

Thank you for helping HR maintain the integrity of use of employee data.