Technical Systems Used for Awards
Handbook Section and Topic Page Links
Section 1: Introduction
Section 2: Proposal and Budget Development
- Budgeting
- Costing
- Charging Administrative Expenses
- Accounting for Unallowable Costs
- Application of Facilities and Administrative (F&A) Cost Rates
- Facilities and Administrative (F&A) Cost Waivers
- Personnel Costs
- Fringe Benefit Rates
- Institutional Base Salary
- Cost Sharing
Section 3: Managing Awards
- Opening or Modifying a Project
- Re-budgeting
- Prior Approvals
- No-Cost Extension
- Cost Transfers
- Effort Reporting
- Salary Cap Administration
- Program Income
- Clinical Trials Financial Management
- Managing Sponsor Payments
Section 4: Travel and Procurement
- Domestic and Foreign Travel
- Memberships, Subscriptions, and Professional Activities
- Managing Subawards
- Small Business Program
- Managing Equipment Acquired with Federal Funding
- Recharge Center Policy
Section 5 Closing an Award
System Information & Assistance
This page details University technology systems that administer post-award financial and personnel-related business processes.
AP Workflow - Employee Reimbursements & Advances
School/Unit Responsibility:
- Process travel and other cash advances & employee reimbursement requests.
How to Request Access:
- All employees can access AP Workflow on the Work tab at NYUHome.
How to Get Help:
- For assistance, please email askfinancelink@nyu.edu
Websites:
Available Training:
- FIN 003: All About AP Workflow
- FIN 004: All About AP Workflow (Instructor Led)
- FIN 005: AP Workflow Real Life Examples
Find out more information on the eLearning page of the FinanceLink website.
BIA / BudMod - Budget Integrated Application & Budget Modifications
BIA / BudMod - Budget Integrated Application & Budget Modifications
Who Can Use It:
- Budget Office
- Department Administrators
- Fiscal Officers
- Sponsored Programs Administration staff
School/Unit Responsibility:
- Develops project detail budget in collaboration with the Principal Investigator
- Submits an Excel template to SPA for upload into BIA
- Or, uploads budget directly into BIA (requires access to BIA/BudMod) with the SPA Analyst designated as the Final Approver
- Or, is submitted to SPA for processing
Principal Investigator Responsibility:
- Works with Department Administrator and/or Fiscal Officer to develop a project budget and/or the need for adjustments to a project budget.
Sponsored Programs Administration Responsibility:
- Uploads budget requests received via Excel template into BIA
- Approves budget requests entered directly by the Department, School or Business Unit
- Monitors project budget to determine if a budget adjustment is necessary
Collaborative Units:
- Budget Office
- Office of Sponsored Programs
How to Request Access:
- The BIA/BudMod Access Request Form is located on Servicelink.
How to Get Help:
- Email askfinancelink@nyu.edu
For More Information and training:
- BudMod Overview on FinanceLink website
CAYUSE - Proposal Submission to External Sponsors
Who Can Use It: SPA, OSP, Principal Investigators, Department Administrators
School/Unit Responsibility: Submit proposals.
Principal Investigator Responsibility: Submit proposals.
SPA Responsibility:
- Sponsored Programs Administration has read-only access to view proposal and award documentation.
- CAYUSE award data will interface with FAME (PeopleSoft Project Costing) for Project Set-Up and Risk Projects.
Other FO&T/Collaborative Units: Office of Sponsored Programs (OSP)
How to Request Access: Register online via the CAYUSE website
Getting Help: Email eResearch.Help@nyu.edu or contact your OSP Projects Officer.
Websites: CAYUSE Resources website
i-Buy NYU (Sci-Quest) - Requisitions & Procurement
Who Can Use It: Principal Investigators, Research Staff, Department Administrators, Fiscal Officers
School/Unit Responsibility: Manage purchases of goods and services with appropriate justification to support allowability on a sponsored project.
Principal Investigator (PI) Responsibility: Manage purchases of goods and services with appropriate justification to support allowability on a sponsored project.
Sponsored Programs Administration (SPA) Responsibility: Review documentation of purchases for allowability at time of financial reporting or invoicing.
Other FO&T/Collaborative Units: NYU Procurement
How to Request Access: All employees can access i-Buy NYU. Login to the system via NYU Home or find the link on the Requisitions and Purchase Orders page of FinanceLink.
Getting Help: Email askfinancelink@nyu.edu
JEMS (Journal Entry Management System) - General Ledger Journal Entries
Who Can Use It:
Fiscal Officers, Sponsored Programs Administration, Department Administrators
School/Unit Responsibility:
- To initiate Other Than Personnel Services (OTPS) cost transfers in JEMS
- To transfer or reallocate charges to/from a sponsored project
- To complete service center billings
Sponsored Programs Administration (SPA) Responsibility
SPA processes the following:
- Overhead adjustments
- Transfers project surplus balances
- Transfers monthly revenue and deferred revenue recognition
- Records payments received
- Records billed receivables
How to Request Access:
- Submit a JEMS Access Request Form
Getting Help:
- For technical assistance, email askfinancelink@nyu.edu
- For assistance with specific project-related questions, contact your SPA Analyst.
Websites & Additional Information:
- Accounting and Reporting page on the FinanceLink website
- A JEMS User Guide is available in the "Help" section of the "JEMS" application in NYU Home
NYU myTime - Employee timekeeping
Who Can Use It:
All employees
School/Unit Responsibility:
Submit and/or Approve myTime timesheets and time off requests.
Principal Investigator (PI) Responsibility:
Faculty only use NYU myTime to approve timesheets and time off requests.
Collaborative Units:
- Payroll
- Human Resources
Getting Help:
- For any questions you may have regarding NYU myTime please refer to the FAQs and Quick Step Guides available on the myTime page.
- For further assistance related to Payroll issues, contact PeopleLink
- For other issues, please work with your Time Sheet / Time Off Approver and HR Officer.
Learn more about available online training available in NYU iLearn on myTime page on the Financelink website.
NYU Traveler - Book and register domestic & foreign travel
Who Can Use It:
All NYU employees. NYU Traveler is mandatory for all travelers travelling with NYU undergraduate students.
School/Unit and PI Responsibility:
Schools and units and PI's must enter travel information into NYUTraveler when travel involves NYU undergraduate students - and according to policies set forth according to department management.
Collaborating Department: NYU Procurement
Websites:
NYU Traveler website
Time & Effort Reporting System (Maximus ERS) - Effort Certification
Who Can Use It: Department Administrators, Principal Investigators, Research Staff, Costing Analysis, SPA
School/Unit Responsibility:
- Pre-Review and Post-Review by department of effort and salary charges
- Principal Investigators and Faculty certify their own effort
- Process payroll cost transfers
Principal Investigator (PI) Responsibility: Certify effort and salary charges for themselves and for non-faculty research staff.
Sponsored Programs Administration (SPA) Responsibility:
- Final approver for ERS cost transfers
- Cost Analysis administers the effort certification process - including opening/closing the certification period, granting access, quality control and training.
How to Request Access: Contact Teresa Maryniak in Costing Analysis or use the ERS ServiceLink Request Form.
Websites: See the Costing and Analysis leadership page
Available Training:
- FIN 200: Introduction to the Effort Reporting System
- FIN 201: All About the Effort Reporting System
- Please contact Teresa Maryniak for information about instructor-led training
UDW+ Financial Reporting
Who Can Use It:
SPA, Department Administrators, Fiscal Officers, Research Staff, Principal Investigators.
School/Unit Responsibility:
Monitor project activity through the Finance Standard Reports and/or UDW+ dashboards.
Principal Investigator Responsibility:
Monitor project activity through the Finance Standard Reports Library in UDW+
Sponsored Programs Administration Responsibility:
Creates Custom and Ad Hoc Reports by request. Monitors project activity when invoicing and at time of Financial Reporting.
Collaborative Units:
How to Request Access:
- Chartfield access is automatically provided to those faculty and staff identified on the Project Authorization Form.
- New access requests: please complete the Chartfield Access Authorization Form (requires NYUHome login).
Getting Help:
Websites: