RIAS Access Request Form – Internal Supplier Use Only
Instructions: Prior to access being granted, you 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 and signed forms should be forwarded to University Controller, ASB I, 65 Davidson Rd, Rm 308, Busch Campus, or
faxed to 732-445-2796. The completed form may also be scanned and emailed to financial-access@uco.rutgers.edu. Please allow
5 days for processing of this request.
SECTION 1: Applicant Information (Please Print)
Name ________________________________
Title __________________________________
Unit _____________________________________________________
Phone ____________
Org ID: _______________
Employee Type: ________
Campus Address ___________________________________________________________________________________________
E-mail Address___________________________________
NetID__________________________ Position # ______________
(FOR HR USE ONLY)
SECTION 2: RIAS Internet Procurement (IP) & General Ledger (GL) Roles (Select one or more)
Type of Request
X
New Access
Update/Change Access
Delete All Access
Termination
RU_RIAS_Gateway (required for all RIAS users)
RU Internet Procurement:
Approver – Level 1 ($0 - $10,000)
Preparer
Approver – Level 2 (> $10,000) *
RIAS General Ledger:
RU GL Journals (Includes manual encumbrances)
**************REQUIRED FOR ALL RIAS IP AND GL ROLES*************
I have read and accepted the ‘Basic Expectations for Approvers and Preparers’
___________
_________________________
Applicant Initials
Date
PERSON TO WHOM YOU ARE REPORTING IN THE PO APPROVAL HIERARCHY:
Name:_Karen Laible___________________________
Net ID__karenla_____________________________
Email Address:_karenla@rci.rutgers.edu______________________
Position #:_0011234____________________
FOR HR USE ONL
REQUIRED FOR ALL APPROVERS: Please indicate ‘A’ Add or ‘D’ Delete in box. 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#: ____________
Org ID#: ____________
Org ID#: ____________
Org ID#: ____________

Org ID#: ____________
Org ID#: ____________
Org ID#: ____________
Org ID#: ____________

Org ID#: ____________
Org ID#: ____________
Org ID#: ____________
Org ID#: ____________

Updated July, 2010
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SECTION 3: RIAS Special Purchasing Roles (Select one or more)
Type of Request
New Access
Update/Change Access
Delete All Access
Termination
RIAS Special Purchasing Roles:
Delegated Buyer (ORSP)
Internal Supplier
SECTION 4: Financial Data Access (Financial Data Warehouse & REX*)
Select one or more data access option(s).
Type of Request
New Access
Update/Change Access
Delete All Access
Termination
FDW Roles:
FIN: Purchasing, Payables & General Ledger Information
LPR: Payroll Distribution, Budget Status & Salary Savings Information
Please indicate ‘A’ Add or ‘D’ Delete in box. 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 __ / __ __ / __ __/ __ __ / __ __
 EBRC __ / __ __ / __ __/ __ __ / __ __
 EBRC __ / __ __ / __ __/ __ __ / __ __
EBRC __ / __ __ / __ __/ __ __ / __ __
 EBRC __ / __ __ / __ __/ __ __ / __ __
 EBRC __ / __ __ / __ __/ __ __ / __ __

 EBRC __ / __ __ / __ __/ __ __ / __ __
 EBRC __ / __ __ / __ __/ __ __ / __ __


EBRC __ / __ __ / __ __/ __ __ / __ __
SECTION 5: Applicant Review and Approval: Prior to approving this request, please ensure the applicant has accepted the
online access agreement at the URL on page 1 and has read and accepted the Basic Expectations for Approvers and Preparers. All
requests for access must be reviewed and approved by the applicant’s Business Manager, if applicable and Department Chair,
Director or the Associate/Instructional Dean. Authority to access specific administrative data must also come from the appropriate
Business Process owners(s) responsible for the data.
_______________________________________________________
_______________
Applicant Signature
Date
_______________________________________________________
___________________________________________
_______________
Name of Business Manager (Please Print), if applicable
Signature of Business Manager
Date
_______________________________________________________
___________________________________________
_______________
Name of Applicant’s Dean, Director, or Dept Chair (Please Print)
(Required)
Signature of 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 ___________________
Updated July, 2010
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BASIC EXPECTATIONS FOR APPROVERS
Approval authority for financial transactions (including requisitions, JEs and/or budget adjustments)
should reside with regularly appointed employees (Type 1) whose job descriptions are formally
designated as a business manager, accountant, an equivalent title or who have supervisory authority.
These individuals typically have independent fiscal authority and are charged with administrative and
financial functions that include budget approval and in many cases budget development. They are
accountable for determining the appropriateness of expenditures, for monitoring and reporting of funds
availability, and other related duties consistent with the following basic expectations that describe the role
of Approvers.
Approvers 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.

working knowledge of the purchasing guidelines issued by University Procurement & Contracting as well as
familiarity with basic business concepts.
Approvers must be able to:

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 determining if an expenditure or transaction is
reasonable, appropriate and necessary (refer to separate statement on professional judgment and due diligence).

assert the proper application of the University’s policies and procedures.

ensure expenditures remain within program or project budgets.
Approvers are expected to:

appreciate

attend training programs designed for the use of the RIAS applications and other professional development
activities sponsored by the University.

learn and use desktop computing tools including web browsers, email, I-Procurement, Discoverer and word
processing applications as well as maintain respect for system security measures and the confidentiality of certain
types of information.
and
accept
the
responsibility
and
accountability
implicit
in
an
Approver
role.
Units or departments which do not have a position meeting these requirements 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.
Updated July, 2010
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PROFESSIONAL JUDGMENT AND DUE DILIGENCE - APPROVER ROLE
The Approver is expected to exercise professional judgment and due diligence when determining if an
expenditure or transaction is 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 and the Office of the
University Counsel.
Reasonable means that cost of the goods or services is not excessive.
Appropriate means that the expenditure or transaction is consistent with objectives of the program, project or task.
Appropriate also means that the expenditure is allowable under the terms and conditions of the underlying funding
source and/or policies established by the University.
Necessary means that the expenditure or transaction is required to achieve the expected goals or outcomes of the
program, project or task.
Updated July, 2010
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BASIC EXPECTATIONS FOR PREPARERS
The authority to prepare financial transactions (including requisitions, JEs and/or budget adjustments) should be
assigned to regularly appointed employees (Type 1, 6, 7, and 9) who are capable of performing at a level that will meet
the following basic expectations.
Preparers must have a:

a working knowledge of University Procurement & Contracting and financial policies and procedures.
Preparers must be able to:

prepare financial transactions (including requsitions, JEs and/or budget adjustments) in an accurate and
complete manner. Preparers will be required to enter account numbers and organization identification numbers
on financial transactions before they can be submitted for approval. Preparers are also expected to document the
reason for the transaction.
Preparers are expected to:

acknowledge the receipt of goods and services when assigned the default Requestor/Receiver role, and to
initiate the return of goods or services if defective.

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 basic Oracle navigation and I-Procurement training, Journal Entry and Discoverer training.
Student employees (Type 5) will not be granted authority to prepare financial transactions (including requisitions,
JEs and/or budget adjustments) or given access to the RIAS application. Also, casual employees (Type 4, 7 and 8)
will not be granted authority to prepare financial transactions (unless the unit can document a compelling need
that would justify the special set up and maintenance activities associated with the assignment).
Updated July, 2010
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