Instructions: Prior to access being granted, you must read and accept the Agreement for Accessing University Information. Please go to 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 . Please allow 5 days for processing of this request.
SECTION 1: Applicant Information (Please Print)
Name ______Title ______Org ID: ______
Unit ______Phone ______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 RequestNew AccessUpdate/Change AccessDelete All AccessTermination
X RU_RIAS_Gateway(required for all RIAS users)RU Internet Procurement:
PreparerApprover – Level 1 ($0 - $10,000)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 InitialsDate
PERSON TO WHOM YOU ARE REPORTING IN THE POAPPROVAL HIERARCHY:
Name:_Karen Laible______Net ID__karenla______
Email Address:______Position #:_0011234______
FOR HR USEONL
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
Org ID#: ______Org ID#: ______Org ID#: ______Org ID#: ______
Org ID#: ______Org ID#: ______Org ID#: ______Org ID#: ______
Org ID#: ______Org ID#: ______Org ID#: ______Org ID#: ______
SECTION 3: RIAS Special Purchasing Roles (Select one or more)
Type of RequestNew AccessUpdate/Change AccessDelete All AccessTermination
RIAS Special Purchasing Roles:
Delegated Buyer (ORSP)Internal Supplier
SECTION 4: Financial Data Access (Financial DataWarehouse & REX*)Select one or more data access option(s).
Type of RequestNew AccessUpdate/Change AccessDelete All AccessTermination
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
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 SignatureDate
______
Name of Business Manager (Please Print), if applicableSignature of Business Manager Date
______
Name of Applicant’s Dean, Director, or Dept Chair (Please Print) Signature of Applicant’s Dean, Director, or Dept Chair Date
(Required)
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 ______
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 andapply 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 expectedto:
- appreciate and accept the responsibility and accountability implicit in an Approver role.
- 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.
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.
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.
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, 2010Page 1 of 5