Global Support – Policies and Procedures
Planning an International Project?
International projects require careful organization and thoughtful planning. Whether you are conducting a small-scale research project abroad or developing a joint course with an international partner, it is essential that you coordinate with Duke’s central administration to ensure your program’s success.
There are a variety of resources available to help members of the Duke community identify potential challenges and find solutions for international projects. Some questions you may encounter when developing an international project include:
- How can I hire staff or a subcontractor when I’m abroad?
- How do I transfer money to an international destination?
Contacts in Duke’s central administration can provide you with answers and guidance on such matters.
If you have a research-related question and aren’t sure where to begin, consult Duke’s Resource Guide to Support International Research.
For additional information on policies and procedures for operating a legal, safe and productive international program, see below.
Before making an international payment to vendors, researchers, partners, students, or others, please review these applicable Duke policies and resources:
- GAP 200.137, Documentation Requirements for Payments to Foreign Vendors
If you are using federal funds to support international research and/or to make payments, please review the relevant policies at the Office of Sponsored Research’s Research Administration Page.
Embargoed and Sanctioned Countries: The U.S. Treasury’s Office of Foreign Asset Control (OFAC) bans or restricts financial transactions with certain individuals and countries. Prior to engaging in any international financial transactions, contact Duke’s Office of Export Controls to determine if the transaction is allowed. The Office of Export Controls maintains a current list of restricted countries.
Duke’s Corporate Accounts Payable Department reviews all payment requests for restricted countries with the Office of Export Controls.
Corporate Payroll Services issues payments to foreign nationals who are receiving compensatory payments for work performed at Duke University or Duke University Health System. Scholarships, fellowships or postdoctoral scholar awards can be issued as non-compensatory payments. Below are relevant links to Duke’s resources and policies that will help you determine the appropriate category of payment for your situation:
- Employee vs. Independent Contractor Determination Matrix
If issuing payments to foreign nationals who are independent contractors, please visit the Accounts Payable foreign national page for instructions.
Hiring abroad is a complex process that involves the following considerations:
- Duke’s legal status in the country
- International payroll job codes
- Competitive in-country benefit packages
- How wages are paid to an employee overseas
- What taxes the employee must pay
- HR policies that are in effect
- Proper visa to travel to U.S. for foreign national employees
To get started with hiring abroad, contact the Office of Global Affairs for guidance.
Review these policies regarding the purchase of goods and services both domestically and abroad.
International projects may expose you and/or Duke to financial, legal, or other areas of risk. The Office of Global Affairs can help you understand the risk you may incur and can direct you to the appropriate offices for more guidance.
The Office of Export Controls helps Duke comply with U.S. laws regarding the export of resources and sanctions that have been placed upon certain foreign countries. Consult them for assistance with export licenses, travel to sanctioned countries, anti-bribery compliance, and other federal regulations.
The latest information on travel policies and procedures can be found on the Global Administrative and Travel Support page.
|Entry or Topic||Entity/Department||Contact Information|
|Accounts Payable||Accounts Payableemail@example.com|
|Export Controls||Office of Export Controlsfirstname.lastname@example.org|
|Financial Travel Policies||Employee Travel and Reimbursementemail@example.com|
|Global Admin Support||Controller’s Divisionfirstname.lastname@example.org|
|Grant Compliance & Management||Office of Sponsored Programsemail@example.com|
|Human Resources||Human Resources||Heather Gaudaur|
Senior Project Manager,
Rewards and Recognition
|Information Technology||Office of Information Technology||Bob Johnson|
Senior Director, Communications
Infrastructure and Global Strategies
|Internal Audit |
(Compliance issues while abroad)
|Office of Audit, Risk and Compliancefirstname.lastname@example.org|
|Insurance Coverage||Corporate Risk Managementemail@example.com|
|Legal||Office of Counselfirstname.lastname@example.org|
|News and Communications||University Communicationsemail@example.com|
|Payroll||Corporate Payroll Services||payrollduke.edu|
|Tax||Corporate Tax Reporting & Servicesfirstname.lastname@example.org|
|Travel Policies||Global Administrative and Travel Supportemail@example.com|
|Treasury/Cash Management |
(Setting up a bank account abroad)
|Duke Visa Servicesfirstname.lastname@example.org|