Upcoming Change to Sponsored Accounts Funding Model (Effective July 1, 2026)
As part of a university-wide cost-reduction effort, OIT is updating the funding model for Sponsored Accounts.
Sponsored Accounts provide system access for individuals who are not current Duke faculty, staff, or students. These accounts incur direct infrastructure and licensing costs, as well as additional security and operational risk. Historically funded centrally by OIT these costs will now align with the departments that sponsor and use the accounts increases transparency and supports long-term sustainability.
Accounts with DukeCard access carry elevated institutional risk due to physical entry into university facilities and will continue to require appropriate review, approval, and cost management through the established DukeCard request process.
Sponsored Accounts remain an important tool supporting business and research needs across the university, and this update ensures they remain sustainable and transparent.
What is changing
Effective July 1, 2026, Sponsored Accounts will transition to a cost-recovery model. Beginning on that date, charges will be billed to the sponsoring organization via a designated fund code.
Each school or department will be asked to designate authorized approver(s) with budget authority to review Sponsored Account requests and renewals, ensuring appropriate visibility, accountability, and financial oversight.
Cost (Effective July 1, 2026)
- $8 per account per month – includes email / Microsoft license
- $2 per account per month – no email
All Duke students, including graduate, and professional, will continue to receive a one-year, no-cost extension of their Duke account to support their transition after graduation.
Required actions
You will receive a follow-up email outlining required actions, including providing a designated fund code to be charged.
Take the following actions:
- Visit the Sponsored Accounts website to review and manage your accounts.
- End sponsorship of accounts that are no longer needed.
- Transfer sponsorship where appropriate. If you sponsor an account on behalf of another department or organization, transfer sponsorship to the appropriate individual within that unit. Sponsors must confirm continued business need and acceptance of billing responsibility to ensure charges are applied correctly. You will need the NetID of the individual who will assume sponsorship responsibility to complete the transfer.
Other options for collaboration
In many cases, a Sponsored Account may not be required. Duke-supported tools such as Box enable secure file sharing and collaboration with external partners at no additional cost. OneLink can also provide secure, purpose-specific access to select Duke systems when appropriate. Units are encouraged to consult their local IT support organization to determine the most appropriate solution.
If you have questions about this change or need assistance reviewing your Sponsored Accounts, please contact your local IT support or the OIT Service Desk.
Visit the OIT website for more information about Sponsored Accounts, including the Sponsored Accounts policy.
Note: This message does not apply to DKU, the School of Medicine, School of Nursing, or Duke University Health System.