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Flex and Attendance Reader Requests

DukeCard provides handheld devices and websites to Duke organizations for on-campus events. These solutions can be used to collect Flex funds or to provide attendance information. The solutions offered are different for students vs. employees. Please see the General Terms and Conditions section below, then review the appropriate section based on your primary affiliation.

Use of DukeCard Readers

  1. Eligibility
    1. This service is open to all Duke University related entities that have a valid Duke University fund code.
    2. The DukeCard Office will approve use of the FLEX account for your event.
    3. All eligible groups must fill out a DukeCard Reader Request Form before the wireless campus card terminal or website will be issued.
    4. The organization will also be required to complete a DukeCard Property Check Out form at the time of receipt of the device.
  2. Network Coverage
    1. The wireless campus card terminal and the website use the Duke University Network for connectivity and access is limited to areas with coverage. Please note the specific location where the device will be used on the DukeCard Reader Request form.
    2. The DukeCard Office will confirm wireless coverage in the area of your event.
  3. Tenders accepted, Items to be Sold and NC Sales Tax
    1. These devices will only accept Flex for payment. Food Points may not be used.
    2. Items to be sold are subject to NC Sales Tax and the Sales Tax must be included in the item price.
    3. Donations may be accepted and are not subject to NC Sales Tax.
    4. A single device may only be used for either item sale or donations but not both.
  4. Penalties
    1. The wireless campus card terminal should be returned to the DukeCard Office at 02 Telcom Building within one (1) business day after the event.
    2. The DukeCard Office is open Monday-Friday from 9:00 am until 5:00 pm.
    3. If the device is not returned within one (1) business day, a DukeCard Office representative will contact the Representative listed on the DukeCard Reader Request Form.
    4. If the device is not returned within seven (7) calendar days, a late fee of $25 per day will be assessed for the first five (5) calendar days.
    5. If the device has not been returned within 12 calendar days after the event, the current full cost recovery of the device and all parts not returned will be charged against the University Fund Code provided on the DukeCard Reader Request Form.
    6. The current full recovery cost is $1,000.
  5. Transfer of Funds
    1. At the conclusion of the event and once all equipment has been returned to the DukeCard Office, the sales totals will be reconciled to the DukeCard system.
    2. The DukeCard Office does not guarantee funds collected through the terminal in off-line mode. Wireless campus card terminals returned to the DukeCard Office more than one business week after the event may not be processed. Manual point sheets are no longer available for University-approved special events.
    3. Proceeds from the event will only be credited to valid Duke University accounting codes.
    4. The DukeCard Office will not issue checks.
    5. All accounting code credits will be processed at the end of the fiscal month in which the debits to cardholder accounts were processed. There is a 3% service fee charged for all Flex transactions.

Student Group Requests

  1. Student Event Requests
    1. Student groups must complete the Duke Groups (link is external) event request process. A fund code and completed DukeCard Reader Request Form will be needed to complete the process.
    2. Student groups should email SOPFinance@duke.edu (link sends e-mail) if they need to know their fund code.
    3. The DukeCard Reader Request form must be uploaded when prompted during the Duke Groups event request process. All requests must be submitted at least one week (7 calendar days) prior to the event and no more than 14 calendar days in advance. For events over 7 days, you will be contacted with instructions on when and where to submit forms.
    4. Reader requests must be entered into Duke Groups to be approved.
    5. Reader rentals cannot span between months. If your event spans from one month to another, the reader must be returned at the end of the month, and you will need to have new ones checked out. If the month ends over the weekend, the reader is due back on the preceding Friday. A separate request form will have to be submitted during the initial request process.
    6. If you are taking attendance, you must have an opt-out process in place the day of your event along with a notice to attendees of how the data being collected will be used. Please refer to the DukeCard Data Request page for more information and to download the DukeCard Data Request form.
  2. Wireless Campus Card Terminal
    1. The maximum checkout time for a device or website is (1) week (7 days). If the device or website is needed for a longer period of time, you will need to submit a new request for each additional 7 days through the Duke Groups event registration process.
    2. The maximum number of devices or websites that may be requested is two (2) per organization. There is a limited number of devices available on a first-come, first-served basis.
  3. DukeCard Websites
    1. Requests for DukeCard websites for events or donations must include the text you wish to appear on the website. DukeCard staff will contact the event representative for this information.

Employee Event Requests

  1. Employee Event Requests
    1. A completed DukeCard Reader Request form, including fund code, should be submitted via email to the DukeCard Office.
    2. All requests must be submitted at least one week (7 calendar days) prior to the event and no more than 14 calendar days in advance.
    3. The maximum checkout time for a device or website is one (1) week (7 days). If the device or website is needed for a longer period of time, a new request form must be submitted for each additional 7 days or day(s) past the original 7 day reservation period.
    4. Reader rentals cannot span between months. If your event spans from one month to another, the reader must be returned at the end of the month and you will need to have new ones checked out. If the month ends over the weekend, the reader is due back on the preceding Friday. A separate request form will have to be submitted during the initial request process.
    5. If you are taking attendance, you must have an opt-out process in place the day of your event along with a notice to attendees of how the data being collected will be used. Please refer to the DukeCard Data Request page for more information and to download the DukeCard Data Request form.
  2. Wireless Campus Card Terminal
    1. The maximum number of devices or websites that may be requested is two (2) per organization. There is a limited number of devices available on afirst-come, first-served basis.
  3. DukeCard Websites
    1. Requests for DukeCard websites for events or donations must include the text you wish to appear on the website. DukeCard staff will contact the event representative for this information.