RIAS Internet Procurement and Financial Access Request Form
Instructions: Please review the Instructions document at rias.rutgers.edu.
1. All applicants requesting RIAS IP, GL, and/or FDW access must read and accept the Basic Expectations for Approvers or Basic
Expectations for Preparers. These documents follow this application.
2. All applicants requesting RIAS IP, GL, and/or FDW access must read and accept the Agreement for Accessing University
Information. Please go to https://identityservices.rutgers.edu/agreement/ to read and accept this agreement.
Completed forms (pages 1 and 2 only) should be scanned and emailed to financial-access@uco.rutgers.edu or faxed to 732-445-2796.
Users who have not accessed the RIAS Internet Procurement or General Ledger application for the prior 24 months will be deactivated.
SECTION 1: Applicant Information (Please Print)
Name:
________________________________________________________ Effective Date:
___________________
Title:
_________________________________________________________ Org ID:
______ Employee Class:
Unit:
_________________________________________________________ Phone:
_________________________
Campus Address:
_______________________________________________ Net ID (in CAPS):
___
________________
Email Address:
_________________________________________________ Position #: ____________________________
(FOR UCO USE ONLY)
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*** Initials in Both Boxes Required for ALL RIAS Access Requests ***
I have read and accepted responsibilities set forth
in the applicable Basic Expectations for Approvers
or Basic Expectations for Preparers statement.
__________________
Applicant’s Initials
Must Be Handwritten
I have read and accepted the
Agreement for Accessing University Information
at https://identityservices.rutgers.edu/agreement
________________
__________________
Applicant’s Initials
Must Be Handwritten
Date
_________________
Date
SECTION 2: RIAS Internet Procurement (IP) & General Ledger (GL) Roles
ACCESS TYPE:
[New,
ROLE:
FOR:
Update/Change,
[Preparer,
Delete All,
Termination]
Approver Level 1 ($0 - $10,000),
Approver Level 2 (> $10,000)]
RU Internet Procurement
RU GL (General Ledger) Journals (Includes Manual Encumbrances)
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Preparers and Approvers Level 1:
Person to whom the Applicant is Reporting in the RIAS Approval Hierarchy:
Change Default Approver Only
Name:
_____________________________________________
Email Address:
Net ID (in CAPS):
_________________________
______________________________________
Position #: _____________________________________
(FOR UCO USE ONLY)
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REQUIRED FOR ALL APPROVERS: Please indicate ‘A’ Add or ‘D’ Delete. Attach a list of org ids if additional space is required.
The organization lookup table is available at http://uhr.rutgers.edu/rias
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
Org ID#:
A/D?
IP-GL-FDW Access Request – 2014 10-01
Page 1 of 5
SECTION 3: RIAS Special Purchasing Roles
Type of Request:
Access Type:
[New Access,
RIAS Special Purchasing Roles:
Update/Change Access,
Delete All Access,
Termination]
Delegated Buyer (ORSP)
SECTION 4: Financial Data Access (Financial Data Warehouse & REX*)
Select one or more data access option(s).
Type of Request:
Access Type:
[New Access,
FDW Roles:
Update/Change Access,
Delete All Access,
Termination]
FIN: Purchasing, Payables & General Ledger Information
LPR: Payroll Distribution & Budget Status Information
Please indicate ‘A’ Add or ‘D’ Delete. Attach a list of Extended Budget Responsibility Codes (EBRC) if additional space is required.
Access to any EBRC listed below will also apply to the REX system, if applicable. An additional form for departmental REX access
is required. This form is available in the RIAS Forms Repository http://rias.rutgers.edu/formsrequirements.html.
EBRC
/
/
/
/
A/D?
EBRC
/
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/
/
A/D?
EBRC
/
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/
A/D?
EBRC
/
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/
A/D?
EBRC
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A/D?
EBRC
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A/D?
EBRC
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A/D?
EBRC
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A/D?
EBRC
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A/D?
SECTION 5: Applicant Review and Approval: Prior to approving this request, please ensure the applicant has accepted the
Agreement for Accessing University Information at the URL on page 1 and has read and accepted the Basic Expectations for
Approvers or the Basic Expectations for Preparers. All requests for access must be reviewed and approved by the applicant’s
Business Manager, if applicable, and Department Chair, Director or Associate/Instructional Dean. Authority to access specific
administrative data must also come from the appropriate Business Process Owners(s) responsible for the data.
____________________________
______
_______________________________________
(Required) PRINT NAME
Net ID (in CAPS) Signature
Name of Applicant
(Required)
Applicant
Date
________
____________________________
______
_______________________________________
(If Applicable) PRINT NAME
Net ID (in CAPS) Signature
Name of Business Manager
(Required)
Business Manager
Date
____________________________
______
_______________________________________
(Required) PRINT NAME
Net ID (in CAPS) Signature
Name of Dean, Director, or Dept. Chair
(Required)
Applicant’s Dean, Director, or Dept. Chair
Date
________
________
SECTION 6: Business Process Owner Approval (To be completed only by individuals implementing access)
RIAS IP Approval/Implemented by: ________________________________________________
Date ________________
FDW Approval: ________________________________________________________________
Date ________________
FDW Access Implemented by: ____________________________________________________
Date ________________
IP-GL-FDW Access Request – 2014 10-01
Page 2 of 5
Granting Authority To and BASIC EXPECTATIONS For Approvers in RIAS
Rutgers employees who are granted approval authority in the Rutgers Integrated Administrative System (RIAS)
have responsibility to ensure the propriety of all activity posted by preparers. In RIAS, the approver authority is a
significant privilege and must be used according to the requirements that follow below. The approval of the use of
university resources for any unlawful or improper purpose is prohibited. Approvers who knowingly approve
university funds for improper or illegal use are subject to disciplinary action up to and including discharge from
university employment.
Units or departments, which do not have a position meeting the requirements below, will establish a financial
transaction hierarchy that routes financial transactions (including requisitions, JEs and budget adjustments) to the
appropriate position with approval authority in their organization.
GRANTING AUTHORITY TO APPROVERS:
When granting approval authority to an individual, consider that the Approver is the unit’s representative who, as a
good steward, is obligated to ensure the unit’s resources are applied to the purposes for which they are intended.
Approval authority to RIAS modules (including approving requisitions, JEs, budget adjustments, hires, and time pay
transactions) must be granted to full-time regularly appointed employees who have a business manager, accountant,
human resource, or equivalent title. They must also possess fiscal, budgetary, supervisory, or hiring authority.
All Approvers within RIAS must have a working knowledge of basic accounting and budgeting concepts as well as
familiarity with the university’s accounting and budgeting systems and structures.
Approvers within the Procure to Pay module must have a working knowledge of the purchasing guidelines issued by
University Procurement & Contracting as well as familiarity with basic business concepts.
Approvers within the Human Capital Management/Payroll module must have a working knowledge of “Human
Resources” and “Payroll” processes as outlined in the HCM/Payroll user guides.
BASIC EXPECTATIONS FOR APPROVERS:
Approvers must:

access, interpret and apply the policies and procedures contained in University Regulations and Procedures
Manual.

access, interpret and apply the regulations and procedures of externally sponsored programs.

access and interpret budget, expenditure and commitment information through reports or online applications.

exercise professional judgment and due diligence when assuring that expenditures, employment hires, general
ledger entries and time pay transactions are reasonable, appropriate and necessary (refer to separate statement
on professional judgment and due diligence).

ensure expenditures, hires, and payroll remain within program or project budgets.

attend training programs designed for the use of the RIAS applications and other professional development
activities sponsored by the university.

learn and use desktop applicable computing tools including web browsers, email, I-Procurement, Human
Capital Management/Payroll, Discoverer and word processing applications

must adhere to the AGREEMENT FOR ACCESSING UNIVERSITY INFORMATION.

be accountable and assure the proper stewardship of university assets, revenues, and resources
IP-GL-FDW Access Request – 2014 10-01
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PROFESSIONAL JUDGMENT AND DUE DILIGENCE - APPROVER ROLE
The Approver is expected to exercise professional judgment and due diligence when evaluating RIAS expenditures
and transactions submitted by a Preparer and concluding that they are reasonable, appropriate and necessary.
Professional judgment means that the individual will make a determination based on the application of knowledge
and understanding of facts and circumstances.
Due diligence means that the individual has the authority and responsibility to pursue knowledge, facts or both in
order to make an informed decision. Due diligence may require consultation with superiors or other informed
parties such as a principal investigator, the Office of Research and Sponsored Programs, the Division of Grant and
Contract Accounting, University Procurement & Contracting, the Office of the University Controller, the Office of
the University Counsel, University Human Resources, and Payroll Services.
Reasonable means that the cost of goods, services, or compensation is fair, justified, and not excessive.
Appropriate means that any RIAS activity (such as journal entries, purchases, expenditures, employee hires,
compensation) is consistent with objectives of the program, project, or task, and is allowable under the terms and
conditions of the underlying funding source and/or policies established by the university.
Necessary means that any RIAS activity (such as journal entries, purchases, expenditures, employee hires,
compensation) is required to achieve the expected goals or outcomes of the program, project, or task.
IP-GL-FDW Access Request – 2014 10-01
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Granting Authority To and BASIC EXPECTATIONS For Preparers in RIAS
Deans, Directors, and Department Heads, (or their designees) shall select a Class 1 regularly appointed Rutgers
employees as “preparers” in the Rutgers Integrated Administrative System (RIAS). Preparers will acquire access
privileges to RIAS for the purpose of initiating input of RIAS activity. Preparers must retain complete
documentation to ensure the accuracy of information that they input to RIAS and provide the required audit trail for
all transactions. In RIAS, the preparer role is a privilege and must be used according to the requirements that follow
below. Preparing RIAS transactions in order to use university resources for any unlawful or improper purpose is
prohibited. Preparers who knowingly initiate transactions for improper or illegal use are subject to disciplinary
action up to and including discharge from university employment.
Student (Class 5) employees will not be granted authority as preparers. Also, Short-Term Temporary (Class 3) and
Casual and Seasonal (Class 4) employees will not be granted authority as preparers (unless the unit documents a
compelling need that would justify the frequent systems maintenance required for transient classes of employees).
GRANTING AUTHORITY TO PREPARERS:
When granting authority to an individual to perform the role as preparer in RIAS, the unit represents that the
individual is willing and capable of acquiring a working knowledge of procurement, general ledger, and Human
Capital Management and Payroll activities (including preparing requisitions, journal entries, budget adjustments,
hiring input forms, and payroll time report forms).
Preparers within the Procure to Pay module must have a working knowledge of the purchasing guidelines issued by
University Procurement & Contracting.
Preparers within the Human Capital Management (HCM) module must have a working knowledge of “Human
Resources” and “Payroll” processes as outlined in the HCM/Payroll user guides.
BASIC EXPECTATIONS FOR PREPARERS:
Preparers must:

create, gather, or obtain the required documentation that demonstrates that all RIAS activity that they input is
reasonable, appropriate, and necessary.

learn and use desktop computing tools including web browsers, email, and word processing applications as well
as maintain respect for system security measures and the confidentiality of certain types of information.

attend training programs designed for the use of the RIAS applications and other professional development
activities sponsored by the university.

complete applicable basic Oracle navigation and I-Procurement training, Journal Entry, HCM and Payroll, and
Discoverer training.

adhere to the AGREEMENT FOR ACCESSING UNIVERSITY INFORMATION.
IP-GL-FDW Access Request – 2014 10-01
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