RIAS User Account Creation Procedure

Procedures for Requesting Access to RIAS Applications October, 2009

Purpose:Instructions for requesting access to the following applications:

*Internet Procurement

*General Ledger

*Financial Data Warehouse

Prerequisites to requesting access: Prior to gaining access to Rutgers’ applications you must be an active University employee and have a NetID. For instructions on creating a NetID, please go to

It is also required that you read and accept the University online access agreement. A NetID is required to access and accept this agreement.

Access Request Form: Using the instructions below, fill out the RIAS Access Request Form. Completed and signed forms should be forwarded to University Human Resources, Administrative Services Bldg. II, Cook Campus, 57 US Highway 1 South or faxed to UHR at 732-932-0046.

Section 1: All fields in this section are required except for the Position # which will be filled in by UHR when submitted to them for processing.

Section 2: Select the type of access request.

New Access: Select this option if this is the first time you are requesting access.

Update/Change Access: Select this option if you already have access and are requesting a change to your existing role or hierarchy information.

Delete All Access: Select this option if you are requesting that all RIAS Roles and Responsibilities and Financial Data Access be deleted. If this box is checked, go to Section –Requestor Approval.

Termination: Managers should select this option if you are submitting a request for an individual who has terminated employment at the University. This will delete all RIAS Roles and Responsibilities as well as Financial Data Access.
Check all applicable role(s) that you are requesting access.

Internet Procurement & Approval Hierarchy: Select all applicable role(s) for which you are requesting access.

Preparer: Provides the ability to prepare requisitions in the Internet Procurement application. If you select this role, you must provide the name of the person to whom you are reporting in the RIAS Approval Hierarchy. This would be the person who would be responsible for approving your requisitions, journals and/or other transactions.
Approver – Level 1: Approver roles require that you also provide specific org IDs. The org IDs identify the fund source(s) for which you may approve requisitions. The Level 1 approver allows you to approve requisition up to $10,000 within the approved org IDs.
Approver – Level 2: Approver roles require that you also provide specific org IDs. The org IDs identify the fund source(s) for which you may approve requisitions. The Level 2 approver allows you to approve all requisitions within the approved org IDs.
Person to whom you are reporting in the Approval Hierarchy: Required for allroles except Approver Level 2.

»Name: Name of person to whom you are reporting in the Approval Hierarchy.

»NetID: The NetID of the person to whom you are reporting in the Approval Hierarchy

»Email Address: The email address of the person to whom you are reporting in the Approval Hierarchy

»Position #: The position # of the person towhom you are reporting in the hierarchy will be filled in by UHR when submitted to them for processing.

Org ID#: This is required for all Approvers. The five digit organization code ID for which you will be approving requisitions and/or other transactions. As an Approver, you will be able to approve transactions within all fund source(s) associated with the organization code. However, journal approval routing is based on your approver in the hierarchy or the designated approver you selected to override the default.

RIAS Application Roles and Responsibilities:

RU GL Journals: This role will allow you to enter or approve journal entries and do manual encumbrances.
Delegated Buyer (ORSP): This role establishes you as a “Buyer” for designated ORSP subcontract preparation. This role has two (2) levels, a purchase order preparer level and an approver level. Both have limited buyer responsibilities. The preparer level creates the Subcontract purchase order which, when submitted, goes to a designated ORSP approver. An ORSP approver can prepare and approve Subcontract purchase orders.
Internal Supplier: This role establishes you as an “IPO Buyer” for a designated Internal Supplier site. You can approve and invoice/receive internal releases within the designated Internal Supplier site.

Financial Data Warehouse (FDW) Roles: At least one Extended Budget Responsibility Code (EBRC) must be provided.

FIN: Purchasing, Payables & General Ledger Information: Provides access to all financial data, except for payroll data, associated with the EBRC.
LPR:PayrollDistribution, Budget Status and Salary Savings Information: Provides access to payroll data associated with the EBRC.

EBRC: The nine-digitExtended Budget Responsibility Codes for which you are requesting access. If you do not have this information, please contact your local Business Manager. If REX access is requested, access will default to the same EBRC(s). However, an additional form for departmental REX access is required.

Specialized Roles: Indicate the specialized role being requested. A separate justification is required. The justification should include the reason you need access to this information and its intended use.

Section 3: Prior to approving this request, please ensure the requestor has accepted the online access agreement. All requests for access must be reviewed and approved by the applicant’s Business Manager, if applicable. The review and approval of the Department Chair, Director or the Associate/Instructional Dean is required. Authority to access specific administrative data must also come from the appropriate Business Process owners(s) responsible for the data. Requests will not be processed without the appropriate signatures.

Section 4: This section is reserved for use by the individual areas that are responsible for implementing the requested access.

If you have any questions as to the status of your pending request, please contact Creighton Pfeifer 2/4375 ext. 2304 or .

Last updated Oct 2009 - instructions.doc Page 1 of 3