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Technical Systems Used for Sponsored Programs Administration

Who Can Use it:

  • All employees

School/Unit Responsibility:

  • Process travel and other cash advances & employee reimbursement requests.

Principal Investigator Responsibility:

  • May use it themselves or may delegate task to staff to process requests.

Sponsored Programs Administration Responsibility:

  • not applicable

Other Financial Operations & Treasury and NYU-Wide Collaborative Units:

  • Work with the Accounts Payable department in the Controller's Division as needed to submit and request documentation.

How to Request Access:

  • All employees with an NYU netID & Password can access AP Workflow on the Work tab at NYUHome.

How to Get Help:

Websites:

Available Training:

 

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 Reponsibility:

  • 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:

How to Get Help:

  • Contact NYU Information Technology Services (ITS) at AskITS@nyu.edu.

For More Information:

Available Training:

Who Can Use It:
SPA, Department Administrators, Fiscal Officers, Research Staff, Principal Investigators

School/Unit Responsibility:
Monitor project activity through the Finance Standard Reports Library in Brio and/or OBIEE dashboards.

Principal Investigator Responsibility:
Monitor project activity through the Finance Standard Reports Library in Brio and/or OBIEE dashboards.

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:

  • Decision Support Group
  • ITS

How to Request Access:

  • Chartfield access is automatically provided to those faculty and staff identified on the Project Authorization Form [need link].
  • New access requests: please complete the Chartfield Access Authorization Form (requires NYUHome login).

Getting Help:
Please contact ITS for technical assistance with Brio:  AskITS@nyu.edu.

ITS Service Catalog Link:
Financial Reporting (Brio)

Websites:

Available eLearning & Live Training:

Who Can Use It:
Department Administrators, Human Resources, Office of Financial Aid, Payroll, Bursar

School/Unit Responsibility:
To administer project activity that involves student research staff.

Principal Investigator Responsibility:
To administer project activity that involves student research staff.

SPA Responsibility:
n/a

Other FO&T/Collaborative Units:
Payroll, Human Resources, Office of Financial Aid

How to Request Access:
Work with the Office of Financial Aid

Getting Help:
Please seek assistance from the Office of Financial Aid

ITS Service Catalog Link:

Websites:

Available eLearning & Live Training:

  • More information soon
     


 

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

Available eLearning & Live Training:  Please contact the Office of Sponsored Programs for a live training schedule.  You can also view online webinars, available via the CAYUSE Resources website.


 

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: Purchasing

How to Request Access: 
All employees with an NYU netID and NYUHome password can access eReq and iBuy.  Login to the system from the Purchasing website.

Getting Help:  For assistance, please contact the Purchasing Department.

Websites: eReq/iBuy website

eLearning & Live Training: 

Who Can Use It:

Department Administrators who process non-resident alien tax administration for global business paid through Washington Square.

School/Unit Responsibility:

All payments made by the University to or on behalf of an individual entity must be reviewed to determine the U.S. tax residency status of the payee or beneficiary of the payment.  Schools and units must enter non-resident alien or entity status in the GLACIER system.

Principal Investigator (PI) Responsibility:

All payments made by the University to or on behalf of an individual or entity must be reviewed to determine the U.S. tax residency status of the payee or beneficiary of the payment.  PI's assist department administrators by identifying and alerting staff when a non-resident alien or entity will receive payment from a sponsored project.

Sponsored Programs Administration (SPA) Responsibility:

n/a

Collaborative Units:

  • Tax Services
  • Accounts Payable
  • Payroll

How to Request Access:

Please contact the Tax Services Department in the Controller's Division, Financial Operations & Treasury.

Getting Help:

Please contact the Tax Services Department in the Controller's Division, Financial Operations & Treasury.

Additional Information:

NYU Guide to Payments Made to Nonresident Aliens (PDF - netID & password required)

Training:

FIN 203:  GLACIER Nonresident Alien Tax Administration

Who Can Use It:

Fiscal Officers, Department Administrators, Human Resources Officers, Payroll, Sponsored Programs Administration

School/Unit Responsibility:
Department Administrators and Fiscal Officers submit PASS or xPASS requests to administer personnel appointments.

Principal Investigator (PI) Responsibility:
Provides personnel appointment details to department administrators and fiscal officers for processing

Sponsored Programs Administration (SPA) Responsibility:
SPA provides final approval for PASS and xPASS cost transfers.

Collaborative Units

How to Request Access:
To obtain access to any of these systems, an HR Access Request Form (PDF) must be completed and approved by the Dean or Vice President of your unit. The form is then forwarded to the Human Resources Division or the Office of Academic Appointments for review and approval.

Getting Help:
To inquire about training and access to HRIS, PASS, or HR Reporting, contact:

Websites:

Training:



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

Principal Investigator (PI) Responsibility:

n/a

Sponsored Programs Administration (SPA) Responsibility

SPA processses the following:

  • Overhead adjustments
  • Transfers project surplus balances
  • Transfers montly revenue and deferred revenue recognition
  • Records payments received
  • Records billed receivables

Collaborative Units:

n/a

How to Request Access:

Getting Help:

  • For technical assistance, contact Information Technology Services (ITS) by email: AskITS@nyu.edu or by phone: 212.998.3333. 
  • For assistance with specific project-related questions, contact your SPA Analyst.

Websites & Additional Information:

Training:

 

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.

Sponsored Programs Administration (SPA) Responsibility:
n/a

Collaborative Units:

  • Payroll
  • Human Resources


How to Request Access:
Access to NYU myTime is automatically given to all NYU employees upon creation of the individuals' NYU netID and NYUHome password account.

Getting Help:

  • For any questions you may have regarding NYU myTime please refer to the FAQs and Quick Step Guides available on the NYU myTime website
  • For further assistance related to Payroll issues, contact the Payroll Service Center. Send an email to the Payroll Service Center at AskPayroll@nyu.edu or call (212) 443-TIME (8463).
  • For other issues, please work with your Time Sheet / Time Off Approver and HR Officer.

Websites:

Training:

Learn more about available online training available in NYU iLearn on the NYU myTime website.

Who Can Use It:
All NYU employees.  NYU Traveler is mandatory for all travelers travelling with NYU undergraduate students. Apart from these circumstances, the use of NYU Traveler is voluntary for faculty, doctoral students, post-docs, and researchers. For administrators, unit heads determine whether the use of NYU Traveler is mandatory or voluntary.


School/Unit Responsibility:
Schools and units must enter travel information into NYUTraveler when travel involves NYU undergraduate students - and according to policies set forth according to department management;see: http://www.nyu.edu/life/travel-and-transportation/nyu-traveler.html.

Principal Investigator (PI) Responsibility:
PI's must use NYUTraveler when travel involves NYU undergraduate students and according to policies set forth according to department management; see: http://www.nyu.edu/life/travel-and-transportation/nyu-traveler.html.

Sponsored Programs Administration (SPA) Responsibility:
n/a

Collaborative Units:

  • Accounts Payable 

How to Request Access:
NYU Traveler is available to all employees with an NYU netID and NYUHome password.

Getting Help:
Please visit the NYU Traveler website:  http://www.nyu.edu/life/travel-and-transportation/nyu-traveler.html

Websites:

NYU Traveler website

Training:

The SMART system is an internal administrative tool that Sponsored Programs Administration (SPA) will use to aid post-award administration business processes.

Who Can Use It:
Sponsored Programs Administration

School/Unit Responsibility:
n/a

Principal Investigator (PI) Responsibility:
n/a

Sponsored Programs Administration (SPA) Responsibility:

  • Invoicing
  • Reporting
  • Project management
  • Internal metrics 
  • Other deliverables

Who Can Use It: Department Administrators, Principal Investigators, Research Staff, Cost 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 Cost Analysis 

Getting Help: Contact Teresa Maryniak in Cost Analysis

ITS Service Catalog:  Time and Effort Reporting (Maximus)

Websites:  Time & Effort Reporting Resources

Available Training:


Handbook Table of Contents


This page details University technology systems that administer post-award financial and personnel-related business processes. 

Click on the "plus sign" next to the technology / system name for information about how the system is used & by whom; how to get access; available training - and more.


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