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1. LOGIN
The financials system cannot be accessed unless you are authenticated on the RIC network. If you are using wireless on campus and you must be authenticated on the network using RIC- SECURE or some other RIC secured wireless entry point. Using RIC-GUEST will not give you access to financials.
STEP 1.) Open a web browser and enter the address (url): my.ric.edu or click the MyRIC Online Services link under the search box on the www.ric.edu page.
STEP 2.) Enter your User ID and Password and press the LOGIN button. Upon successful login you will see your main portal page. Please note that the links and tabs displayed will vary based on security. From the pull-down menu, choose RIC Administrative Systems. Then click on the Financial System (On Campus) tile
2. USE
Commitment Control regulates budgets for the college. The level of control is determined by the college entity in charge of that particular budget. Commitment Control uses a parent/child relationship in order to control the budgets for these types of transactions. The parent budget is tracked in ledger PRMST_EXP; this ledger contains only the project id field and is the final budget control for the capital project, grant, and indirect cost recovery (ICR). The child budget is tracked in ledger PROJGRANT; this ledger contains all of the chartfields needed to track the budget expenditures. Capital projects, grants, and ICR require the following fields for budget activity: Business Unit, Account, Fund, Department, Budget Reference, PC Business Unit, Project ID, Activity, and CF Emplid.
Grants/Indirect Cost Recovery (ICR)
For grants and indirect cost recovery (ICR) the budget is set up by the Office of Research and Grants Administration (ORGA) and any budget related issues are further maintained by Grant Accounting (GA). The level of budget control for grants and ICR is set up by ORGA and certain financial expenditures are controlled or tracked based on this setup. The account field is used to determine the expenditure and the project id field is used to determine which grant/ICR is being charged for that expenditure.
Capital Projects
For capital projects the budget setup is determined by the college accounting office and any budget related issues are also maintained by the accounting office. The level of budget control for a capital project is determined by accounting. The account field is used to determine the expenditure and the project id field is used to determine which capital project is being charged for that expenditure.
To use the budget inquiry pages, you must have security access to view a capital project/grant/ICR budget. Budget inquiry allows you to:
- Confirm current status of your capital project/grant/ICR budgets.
- Determine if funds are available before requesting a budget transfer.
- Verify that funds were moved after your requested budget transfer is complete.
- View the budget of a specific account/fund
3. BUDGET INQUIRY
Budget Inquiries can be done for a single control budget or for multiple project/grant/ICR budgets by entering key chartfield values.
3.1 Budge Details Page
To inquire about a specific control budget, use the Commitment Control Budget Details page.
Step 1.) From the main menu on the left hand side of the page (or the breadcrumbs above it) navigate to Commitment Control > Review Budget Activities > Budget Details
- CLICK ON Commitment Control
- CLICK ON Review Budget Activities
- CLICK ON Budget Details
Step 2.). Enter in search values on the Budget Details Search Page:
Some search fields (chartfield values) will contain default values; if they do not enter values for: Business Unit = RICOL, Ledger Group = PROJGRANT (child), PC Business Unit = RICOL Budget Period = ALL, and select a Project from the list using the lookup button next to the field
. Optional: enter an account to limit search results
Step 3.) After you’ve entered your search criteria click on the Search button. One of the following will happen depending on how much search criteria you’ve entered:
- The page will display the budget details for the specific values you entered on the search page.
- Multiple budgets will appear below in the search results section. Select the budget you are inquiring about.
- A message that states “No Matching Values were found”
- In this case, either no budget exists or the chartfield values are incorrect.
Step 4.) To return to your search results click on the Return to Search button.
3.2 Budget Overview Page
The Budgets Overview inquiry page(s) provide a view of budget activity for one or multiple budgets. The budget overview can be used for the PRMST_EXP (parent) budget or the PROJGRANT (child) budget.
Step 1.) From the main menu on the left hand side of the page (or the breadcrumbs above it) navigate to Commitment Control > Review Budget Activities > Budget Overview
- CLICK ON Commitment Control
- CLICK ON Review Budget Activities
- CLICK ON Budgets Overview
Step 2.) Select an existing inquiry name or add a new inquiry name by clicking the add a new value tab
Step 2a.) To add a new inquiry name; enter a meaningful inquiry name (EXAMPLE: budget_inquiry_for_80000XXX). Do not use spaces or special characters other than dash (-) or underscore (_).
Step 2b.) When you click ADD the following page appears – you will need to enter in the circled fields to retrieve budget information (Note: % is wildcard):
Step 3.) After you've entered the circled values SAVE your inquiry.
Step 4.) To see the budget results click on the SEARCH button located in the top section of this page.
Step 5.) Below is the page that will show the search results.
Ledger Totals
This group box displays the summarized totals for the criteria you set on the Budgets Overview - Inquiry Criteria page. The amount in parentheses in the group box header represents the total number of rows in the Budget Overview Results scroll area.
Budget Overview Results
This grid displays the results of your selection criteria and your display options.
Click the Show Budget Details button to open the Budget Details page, where you view budget details for the ledger row.
Click the Show Budget Transaction Types button to access the Budget Transaction Types page. You can view the amount of the original budget, the total adjustment amount, the adjustment and original transfer amounts, the budget close amount, and any amount rolled over from a previous fiscal year.
Budget: Click the Budget link for a ledger row to access the Budget Journal page.
Expense, Encumbrance, & Pre-Encumbrance: Click any of these links to display the Activity Log page.
4. POSSIBLE ERRORS
You do not have security to inquire a projects budget:
For grant/ICR questions or further information, contact ORGA or GA, you may need to be added as a team member. For capital projects contact the accounting office to be added as a team member.
When clicking on budget-related links you receive an error:
Your Peoplesoft security access does not allow access to the page. A request can be made by contacting the Peoplesoft Help Desk at extension x9873.
5. BUDGET REPORTS
5.1. RIC Budget Status Report
Step 1.) From the main menu on the left hand side of the page (or the breadcrumbs above it) navigate to RIC Custom Applications > RIC Commitment Control Menu > Budget Reports > RIC Budget Status Report
- CLICK ON RIC Custom Applications
- CLICK ON RIC Commitment Control Menu
- CLICK ON Budget Reports
- CLICK ON RIC Budget Status Report
Step 2.) Search for an existing RUN CONTROL ID or add a new one; when adding a new one does not use spaces or special characters (dash and underscore are OK to use):
Step 3.) Enter in the required values for your report: Business Unit = RICOL, Ledger Group = PROJGRANT, Budget Period = ALL, and select a Project from the list. Optional: enter budget reference or account to limit report results.
Step 4.) Click on the RUN button.
Step 5.) Select WEB/PDF as type/format and then click the OK button. This will submit the ZRBD103 report process to the process scheduler.
Step 6.) You will be brought back to the report values page that shows the Process Instance # of your report request in the top right hand corner. Click on the PROCESS MONITOR link:
Step 7.) You will see the process monitor page. Your ZRBD103 report is complete when the run status reads Success/Posted - to update the status click on the REFRESH button. Once complete click on the DETAILS link:
Step 8.) You will see the Process Detail page. Click on the View Log/Trace link.
Step 9.) The link will bring you to the View Log/Trace page – to view your report click on the link that has the PDF file name and your report will open in a new window:
5.2 RIC Budget Status Detail
Step 1.) From the main menu on the left hand side of the page (or the breadcrumbs above it) navigate to RIC Custom Applications > RIC Commitment Control Menu > Budget Reports > RIC Budget Status Details
- CLICK ON RIC Custom Applications
- CLICK ON RIC Commitment Control Menu
- CLICK ON Budget Reports
- CLICK ON RIC Budget Status Details
You will see this page:
Step 2.) Click on a link to run a query which will open a new window. Each query link provides more budget detail. You will need to enter in values using prompts – enter in the values for your budget (sample values below) and then click on the VIEW RESULTS button:
The results will display on the same page:
