Learn more about costs related to Sponsored Accounts.
(Note: This information does not apply to the School of Medicine, School of Nursing, or Duke University Health System.)
When do I need to take action on the accounts I sponsor?
You need to add a fund code to any existing sponsored accounts by July 1, 2026 to prevent them from expiring. All sponsored accounts without a fund code by that date will expire until a fund code is added.
If I provide a fund code before July 1, 2026 will I be billed for the months prior?
No. Charges are only made on the usage after July 1, 2026.
Are all fund codes eligible to sponsor accounts (e.g., research codes, grant codes)?
Grant codes are not permissible, but all other codes are allowed.
Contact the financial representative for your department/unit, who may be able to provide a detailed fund code report. For questions about the financial reporting tool, the business owner should follow the Help instructions in the tool.
Can I pay the annual cost or does it have to be monthly?
You cannot pay annually. Your account will be charged monthly.
When will charges post to my financial statements?
Charges will post on the 27th of each month.
Can the removal of a mailbox/Microsoft account request be reversed?
Yes. And the data from the previous active time period can be restored if a fund code is provided within 30 days of removal of the mailbox/Microsoft account. The fund code will be charged $8/month.
Adding and/or removing a mailbox/Microsoft account can be managed on the Sponsored Accounts website.
Will the sponsored account receive confirmations when actions are taken?
It is the sponsor’s responsibility to notify the sponsored guest of any changes to the account, including potential loss of data.
An automated notification from the identity management system will be sent to the sponsored account when the account is created, when it is expiring, and when it has expired.
No other notifications will be sent to the sponsored account, for example, if expiration dates or mailbox/Microsoft accounts are removed.
Will the sponsored guest receive a notification explaining they no longer have access to these services?
No. It is the sponsor’s responsibility to notify their guest(s) of the changes.