FAQs

General Questions

Do I need to download the Brio Plug-in everytime I use Brio?
No. You only need to download the plug-in once. Please note that there is a bug in Internet Explorer v7 that asks users to download the plug-in every tome they run a report. If this happens, just cancel the download and you will be able to run your report.

Can I use Brio on my home computer?
Yes, you must use a VPN client to access the NYUHome or NYU Reporting website. Then you can download the Brio plug-in and use Brio on your home computer. The VPN client can be obtained on the ITS website at http://www.nyu.edu/its/software/vpn/.

Can you save the navigation to the financial reports folder in Brio to your desktop?
You will need to navigate from the root folder to the financial reports folder in order view the available standard reports.

Why is Brio not directly compatible with a Macintosh?
Currently there are limited high-end financial reporting systems that are compatible with Macintosh that would meet NYU’s financial reporting needs. The systems available on the market for Macintosh users are not up to NYU’s standards.

Can I download the Brio Plug-in from the Reporting Website?
No, you must download the Brio Plug-in from NYUHome.

Can I run more than one report at a time?
If you access Brio through the NYU Reporting page (https://www.nyu.edu/financial.services/reporting) you will be able to run more than one report at a time using different browser windows.

Can I use Brio on a SAFARI browser?
No. Please use Internet Explorer 6 (IE6) or higher, or Netscape 7.0.1.

Report-specific Questions

Can we get a report for check clearing date/ notification when checks are issued to vendors?
Yes, this field will be available on at least one of the standard reports. This functionality is currently being developed.

If a check is paid on multiple projects will you be able to see the prices of the check per project?
Yes, as long as the Projects are added to your chartfield selections.

Can I combine and associate PO Activity with General Ledger Activity?
You cannot combine standard reports, but can create ad hoc queries in Brio to meet this need.

Will indirect cost be encumbered in this new system?
Indirect costs does not get encumbered.

Can you pull a Salary Expense Report by Employee ID (especially useful when T & E is spread across multiple projects)?
The current structure of the Salary Expense Report has not changed.

Can you have the detailed report viewable from the summary report?
No. You will have to run the detailed report separately.

Can you run a report on individual on salaries?
Not in Brio financials. Instead, use the Salary Expense report for this information.

Will account descriptions be available in Brio?
Yes, you can view an account description in the Account Summary report.

Is it possible to have an option on the Checks Issued Report to search by vendor name instead of vendor ID?
Both Vendor Name and Vendor ID are available fields in the Checks Issued Report. An available parameter for this report is Vendor ID. You can also pen the bqy file to do a search based on Vendor Name.

Will there be an “account” field in the Summary Report (with the ability to limit)?
Account is a parameter field that you can limit on for all reports including the Budget Report.

Please contact ITS Client Services by calling x8-3333. Then select option "3" to reach their Administrative Systems Support team. If you wish to request help regarding the Financial Reporting environment via email, please send your inquiry to askITS@nyu.edu.

When the answer is not within the purview of ITS Client Services, they will immediately route your issue or question to the appropriate department in Financial Operations and Treasury (CDV), or the Budget Office. These groups have committed to responding within designated timeframes (determined by the type of incident or question), and will either resolve your issue immediately, or provide you with an estimate of the amount of time a resolution will require.

Please go to http://www.nyu.edu/financial.services/cdv/resources-pg76 to find a description of standard services for the Financial Operations and Treasury and Budget Office teams.

The Chart of Accounts Consolidation Project Team is currently reviewing the 4,583 existing account codes with the goal of streamlining the account listing by consolidating redundant account codes and deactivating those account codes that have had no activity for the past two fiscal years. The new consolidated account codes will go into effect on September 1, 2013 (for FY2014 activity).

A valid NYU NetID and password are required to view the following:

Account Consolidation Look Up Tool (XLS) - Type in an account number to see if it is being consolidated.
Inactive & Consolidated Account List (XLS) - Full list of accounts to be deactivated or consolidated.
Most Frequently Used OTPS Accounts (PDF) - A listing of the account numbers used most frequently.

For more information visit the Chart of Accounts Consolidation Wiki.

The Controller's Connection newsletter provide updates and information about the Controller's Division that have an impact on the University community. It is issued twice a semester for the Office of a Controller and on an as-needed basis for divisions within the Office of the Controller. To sign up for the Controller's Connection, please email: cdv.training@nyu.edu.

Fiscal Year End 2012 June Issue

May 2012 Issue

Tax Services Update 4/5/12

Accounts Payable Update 4/4/12

Tax Services Update 3/19/12

Payroll Update 3/2/12

Tax Services Update 12/13/11

Payroll Update 11/22/11

October 2011 Issue

Tax Services Update 9/19/11

August 2011 Issue

Payroll Update 7/26/11

Accounting & Reporting Update 7/21/11

Tax Services Update 7/18/11

Payroll Update 6/20/11

2011 Fiscal Year End Special Edition (FY End Calendar)

May 2011 Issue

Payroll Update 4/15/11

Download the 2013 Fiscal Year End Calendar [pdf]

See below for where each FO&T department is located:

• Checks can be picked up on the 4th Floor of 105 East 17th Street

• The Office of Real Estate has remained on the 2nd Floor of 726 Broadway

Journal Entry Management System (JEMS) Support

The Journal Entry Management System (JEMS) was developed through a collaboration between the Controller's Division and ITS to improve the internal controls relating to the creation, approval, and validation of "Actuals" journal entries posted in the University's general ledger (FAME). JEMS is being implemented through a phased approach. Units currently utilizing JEMS are listed in the User Guide.

JEMS User Guide (PDF 449kB)
JEMS Access Form (PDF 848kB)

As part of our on-going effort to improve customer service and efficiency, as well as continuing to support the University’s green initiatives, we are pleased to announce that Accounts Payable has piloted a new Procure-to-Pay system (through JP Morgan Chase, JPMC) for Purchase Order related invoices.

Click here for the memo to Fiscal Officers announcing this new program.

The vendors listed below have been successfully enrolled on to the new JPMC Procure to Pay system and efforts are underway to enroll additional i-Buy vendors.

1. Accredited Lock Supply
2. Affymetrix Inc
3. Airgas East
4. Anixter Inc
5. B&H Photo-Video Inc
6. Best Plumbing Specialties
7. Bethyl Laboratories
8. Bio-Rad Laboratories
9. Braintree Scientific Inc
10. Brasseler Inc
11. Cambridge Isotope Laboratories
12. Dentsply International Inc
13. Ebioscience Inc
14. Electron Microscopy Sciences
15. Empire Office Furniture Inc
16. Fine Science Tools Inc
17. Industrial Controls
18. Inkwell Global Marketing
19. Jack Nadel Inc
20. Life Technologies Corp
21. Lonza Walkersville Inc
22. Michaels Electrical Supply Corp
23. Patterson Dental Supply Inc
24. Quality Biological Inc
25. Royal Cable Corp
26. Shi International Corp
27. USA Scientific Inc

If you have any questions or concerns regarding the new PO invoice payment process, please contact Accounts Payable Customer Service at (212) 998-2990 or email at cdv.apcs@nyu.edu.

The 10 position payroll journal ID can be translated as follows:

Journal ID for Payroll Cycles:

1^st three positions denote type of action

4^th and 5^th positions denote the month

6^th position denotes the type of payroll

7^th to 10^th positions denote the calendar year of the transaction

Example: PED0192004 would translate to: Monthly payroll Actuals for January 2004

Journal ID for Daily Encumbrance Transactions:

1^st two positions denote type of action

Example: DB09240321 would translate to: Daily debit encumbrance adjustment for 09/24/03

Resources are now available online for Time and Effort Reporting using NYU's Effort Reporting System (ERS). A valid NYU NetID and password may be required to view some of the following:

Resources

Cost Transfer Interim Guidelines (PDF 8kB)

Cost Transfer Example in ERS for Employees with 9 over 12 Appointments (PDF 1MB)

T&E Faculty Announcement (PDF 73kB)

Policy on Effort Reporting for Sponsored Programs at Washington Square (PDF 384kB)

Faculty Effort Guidelines (Available on the OSP Web site under the Post-Award heading.)

Effort Reporting System Process Flowchart (PDF 227Kb)

Training on the Use of the Maximus ERS Presentation (PDF 500kB)
This overview of the ERS was presented at the training sessions held June 16–18, 2009.

Who, What, When, Where, Why and How Presentation (PDF 319kB)
This presentation was held on December 15, 2009.

Department Coordinator Quick Guide (PDF 271kB)

Certifier & PI Quick Guide (PDF 50kB)

Dental School Faculty Training Presentation (PDF 380kB)
This overview of the ERS was presented at the training session for Dental School faculty on January 18, 2012.

Top 10 Things a P.I. Should Know about Effort (PDF 89kB)

T&E Training - Departmental Coordinators (3/14/12) (PDF 360kB)

Nursing Faculty Training (4/30/12) (PDF 310kB)

ERS Access Via the Internet (PDF 43kB)

Online Tutorials

The following courses are available via NYUiLearn, NYU's portal for employee learning and development. To start using NYUiLearn, just sign in to NYUHome at home.nyu.edu and look for the "NYUiLearn Login" button located on the Work tab. Once you have logged in, visit the Course Catalog to register for courses. Users will need a computer with Internet access, a web browser with Flash Player 7 or higher, and headphones or speakers.

FIN 200: An Introduction to the Effort Reporting System (Flash Player required; duration: 15 min.)
This course is an introduction to NYU's Effort Reporting System (ERS). It will answer questions about the system's features including: online certification, home departments, Certifiers, user roles, line certification, 9 over 12 conversion, salary caps, K-awards, and cost transfers.

FIN 201: All About the NYU Effort Reporting System (Flash Player required; duration: 30 min.)
This tutorial is a step–by–step review of the effort certification process using NYU's Effort Reporting System. It will cover the following scenarios: changing certifier assignments, pre-review of the effort form, certification by Principal Investigator, certification by faculty, post-review, reporting, and view/read-only pre-review.