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Systems Key Terms and Functions

Make it easier to navigate the Ryerson University Financial Information System (RUFIS or Oracle) and Invoice Approval System (MarkView) by reviewing key terminology and functions.

RUFIS expense claims and reimbursements (iExpense)

To adjust an expense report, follow these steps:

  1. Log in to RUFIS (Oracle).
  2. Select iExpense. 
  3. Scroll down to the Update Expense Reports section and select the Update icon next to the rejected expense report. 
  4. Adjust as needed.
  5. Once you’ve made adjustments, you will need to proceed through the application steps to resubmit the report.

There are four different approval options available in RUFIS expense claims and reimbursements (iExpense):

  1. Approve: Use the Approve option when you want to indicate that the document is correct and authorized by you.
  2. Reject: Use the Reject option when you do not approve the document and want to return it to the user who created it for corrective action.
  3. Reassign: Use the Reassign option when you don’t have the authority to approve a document that has been sent to you. This option allows you to reassign the document to someone outside of your hierarchy of approval.
  4. Request More Information: Use the Request More Information option when you require clarification from either the document creator or another RUFIS user in order to process the document approval.

An expense refers to the actual cost required for good or services (or simply, the money spent on something).

There are seven different expense report status options available:

  1. Hold Pending Receipts: The Hold Pending Receipts status indicates that you’ll need to attach transaction receipts to your expense report before it can be forwarded to your approver. There are three options for attaching receipts:
    1. Use the Email Receipts link on the barcode page in iExpense.
    2. Scan all your barcodes and receipts and email them as one PDF document to iexpense@ryerson.ca.
    3. Fax the barcode and receipts to 416-979-2739.
  2. Pending Your Resolution: The Pending Your Resolution status indicates that the approver did not respond to the approval notification in a timely manner and the notification has timed out. You must resubmit the report for approval to move it forward.
  3. Pending Manager Approval: The Pending Manager Approval status indicates that the report is waiting on the manager’s approval.
  4. Pending Payable Approval: The Pending Payable Approval status indicates that Payment Services is completing a compliance review. Once the review has been completed, the expense report is ready for payment.
  5. Pending System Administrator Action: The Pending System Administrator Action status indicates that you should contact the RUFIS Help Desk to provide your expense report number. Help Desk staff will investigate, determine the cause of the error and advise you of the action required.
  6. Ready for Payment: The Ready for Payment status indicates that payment will be issued soon.
  7. Paid: The Paid status indicates the cheque or electronic funds transfer (EFT) has been issued.

Note: From the time you submit an expense report, you’ll have four days (96 hours) to submit any receipts. If receipts are not received within the four-day timeframe, your expense report will be automatically rejected by the system. Users will need to resubmit the expense report.

To resubmit a rejected expense report, follow these steps:

  1. Log in to RUFIS (Oracle)
  2. Select iExpense
  3. Under the Update Expense Reports section, find the rejected expense report and select the Update icon.
  4. Update as needed.
  5. Proceed through the application steps to resubmit your expense report.

You can grant someone access to create expense reports on your behalf. To do so, follow these steps:

  1. Log in to RUFIS (Oracle).
  2. Select iExpense > Access Authorization > Add Another Row
  3. Click the Flashlight icon to enter the last name of the person you’re granting access to and select it. 
  4. Click Quick Select > Save.

To withdraw an expense report, follow these steps:

  1. Log in to RUFIS (Oracle).
  2. Select iExpense
  3. Locate the Track Submitted Expense Reports section to find your report. 
  4. Next to the expense report, click the Withdraw icon. This will move the expense report into the Update Expense Reports section of the form. 
  5. From here, select the Update icon for the rejected expense report. 
  6. Proceed through the application steps to resubmit the expense report.

If you’re going on vacation or are otherwise unavailable to process transactions for an extended period of time, you can avoid delays by delegating approval rights to a manager or colleague. Follow these steps to set up a vacation rule:

1. Log in to RUFIS (Oracle) using your username and password.

RUFIS (Oracle) login screen.

2. On the main navigation page under the Worklist notifications, click the Vacation Rules link.

Screenshot showing Vacation Rules link.

3. On the Vacation Rule page, click the Create Rule button.

Screenshot showing the Create Rule button.

4. You have the option to either create a vacation rule for all approvals or for specific item types only. Select the appropriate option from the Item Type dropdown menu and click Next to continue.

Screenshot showing the type dropdown menu.

5. Enter a date range for your vacation rule by completing the Start Date and End Date fields using the datepicker feature.

6. Select the Reassign option and enter the designated approver’s last name into the search field. Click the Search icon to activate the search.

7. Choose Delegate Your Response and click the Apply button to apply the vacation rule.

8. You will be returned to the Vacation Rule main page, which should now list the rule you created. You can choose to review the rule or logout.

Screenshot showing the start date and end date fields and the reassign option.

RUFIS purchasing (iProcurement)

There are six different approval options available in RUFIS purchasing (iProcurement):

  1. Approve: Use the Approve option when you want to indicate that the document is correct and authorized by you.
  2. Approve and Forward: Use the Approve and Forward option to record your approval and forward to your one up for their approval.  
  3. Forward: Use the Forward option to forward to your one up approver or another approver as it require their approval.
  4. Reject: Use the Reject option when you do not approve the document and want to return it to the user who created it for corrective action.
  5. Reassign: Use the Reassign option when you don’t have the authority to approve a document that has been sent to you. This option allows you to reassign the document to someone outside of your hierarchy of approval.
  6. Request More Information: Use the Request More Information option when you require clarification from either the document creator or another RUFIS user in order to process the document approval.

By assigning a role, a user (such as a dean, director or chair of a department) is delegating the authority to approve expenditures. The user who delegates responsibilities must ensure that the employee(s) to whom they delegate authority are qualified and are properly fulfilling their responsibilities. The user who delegates permission remains ultimately responsibility for the department’s budget.

If you’re going on vacation or are otherwise unavailable to process transactions for an extended period of time, you can avoid delays by delegating approval rights to a manager or colleague. Follow these steps to set up a vacation rule:

1. Log in to RUFIS (Oracle) using your username and password.

RUFIS (Oracle) login screen.

2. On the main navigation page under the Worklist notifications, click the Vacation Rules link.

Screenshot showing Vacation Rules link.

3. On the Vacation Rule page, click the Create Rule button.

Screenshot showing the Create Rule button.

4. You have the option to either create a vacation rule for all approvals or for specific item types only. Select the appropriate option from the Item Type dropdown menu and click Next to continue.

Screenshot showing the type dropdown menu.

5. Enter a date range for your vacation rule by completing the Start Date and End Date fields using the datepicker feature.

6. Select the Reassign option and enter the designated approver’s last name into the search field. Click the Search icon to activate the search.

7. Choose Delegate Your Response and click the Apply button to apply the vacation rule.

8. You will be returned to the Vacation Rule main page, which should now list the rule you created. You can choose to review the rule or logout.

Screenshot showing the start date and end date fields and the reassign option.

RUFIS reporting, budget and inquiry (General Ledger)

You can review your cost centres in RUFIS reporting, budget and inquiry (General Ledger) using four different amount types:

  1. Period-to-Date: Use the Period-to-Date amount type to calculate funds available as the budgeted amount for the period, less actuals and encumbrances for the period.
  2. Quarter-to-Date Extended: Use the Quarter-to-Date Extended amount type to calculate funds available as the budgeted amount to date for the quarter, less actuals and encumbrances for the quarter. For example, you budget $100 to an account for each of the three months in a quarter. In this case, the available amount for the second month of the quarter is $200.
  3. Year-to-Date Extended: Use the Year-to-Date Extended amount type to calculate funds available as the budgeted amount to date for the year, less actuals and encumbrances to date for the year. For example, you budget $100 to an account for each of the 12 months in the year. In this case, the available amount for the first half of the year is $600.
  4. Project-to-Date: Use the Project-to-Date amount type to calculate funds available as the budgeted amount to date, less actuals and encumbrances to date.

Base budget allocations refers to permanent base budget transfers from during the year which will become part of the original budget the next fiscal year.

  • Fiscal Budget: A Fiscal Budget refers to funds allotted for a fiscal year. At Ryerson University, the fiscal year runs from May 1 to April 30.
  • Project Budget: A Project Budget represents the complete lifecycle of a cost centre from the start of time to the end, regardless of its timespan.
  • Chart of Accounts: Ryerson University uses a Chart of Accounts to inquire or run reports in RUFIS (Oracle). Visit the Understanding Ryerson’s Chart of Accounts page for more information.

A chargeback refers to an internal charge from one department to another for goods or services. Examples of chargebacks include networking and telephone charges.

Encumbrance refers to the obligation incurred in the form of salary commitments, orders, contracts and similar items that will become payable when goods are delivered or services are rendered. This can be a negative amount when the Purchase Order (PO) is being liquidated, paid or cancelled. Learn more about these key encumbrance terms:

  • Obligation: An Obligation refers to an encumbrance that is created at the same time as a requisition for goods or services is created.
  • Commitment: A Commitment refers to an encumbrance that exists as a result of creating a Purchase Order (PO).
  • Invoices: Invoices refers to an encumbrance that exists as a result of an invoice received by a vendor that has not yet been approved for posting to the general ledger.
  • Manual: A Manual is a means of setting aside funds when the details of the purchase or salary are not known at the time.
  • Salary: Salary refers to monies still to be paid to employees.

The forms toolbar generally appears below the main menu bar. The toolbar is a collection of iconic buttons that each replicate a commonly-used menu item in the system. Depending on the context of your current field or window, you can choose to enable or disable a toolbar button. To display a hint for an enabled toolbar button, hover your mouse over the button.

The forms toolbar with numbers labeling the icons from 1-19.

This list identifies the function of each button:

  1. The New icon opens a new record.
  2. The Find icon invokes the Find window.
  3. The Show Navigator icon invokes the Navigator window.
  4. The Save icon saves your data.
  5. The Next Step icon advances you to the next step of a process.
  6. The Switch Responsibilities icon invokes a list of your responsibilities for you to choose another.
  7. The Print icon prints the current screen. In some cases, it may print a report associated with the current data.
  8. The Close Form icon closes all windows related to the current form.
  9. The Cut icon removes the current selection and saves it to the clipboard.
  10. The Copy icon copies the current selection and saves it to the clipboard.
  11. The Paste icon pastes a selected item from the clipboard into the current field.
  12. The Clear Record icon erases the current record from the form.
  13. The Delete icon deletes the current record from the database.
  14. The Edit Field icon displays the Editor window for the current field.
  15. The Zoom icon invokes customer-defined drill-down behaviour.
  16. The Translations icon invokes the Translations window.
  17. The Attachments icon invokes the Attachments window. (If there are existing attachments already, the icon appears as a paper-clip holding paper.)
  18. The Folder Tools icon invokes the Folder Tools palette window.
  19. The Window Help icon invokes online help for the current window.

Funds available (or budget balance available) refers to the remaining amount available after applying all disbursed or committed funds against the budget for a particular cost centre

Many fields will accept entries from a limited selection of values called a List of Values. These fields include an Ellipsis icon on the right side. By clicking on the Ellipsis icon, users can search for a value.

Screenshot showing the ellipsis icon.

Original budget refers to the budget that has been approved for a particular cost centre. It can be considered your “starting budget,” with any additions or subtractions being reflected as “adjustments to the budget.”

Revenue refers to the income generated.

Temporary budget allocation refers to one-time budget transfers that are not part of the base budget.

Invoice Approval System (MarkView)

There are five different approval options available in the Invoice Approval System (MarkView):

  1. Approve: Use the Approve option when you want to indicate that the document is correct and authorized by you.
  2. Route to Accounts Payable: If you are unable to approve the invoice for whatever reason, use the Route to Accounts Payable option to flag for the Accounts Payable team to take further action.
  3. Comment Request: You may choose to send the invoice to another user for their comments before approving or returning the invoice using the Comment Request option.
  4. Return To: Use the Return To option to return the invoice to the user who sent it to you.
  5. Route to Approver: If the invoice has been sent to you in error, you may have the ability to route the invoice to a new approver using the Route to Approver option. This option only exists for invoices that are part of the non-PO (Purchase Order) workflow.

If you’re going on vacation or are otherwise unavailable to process transactions for an extended period of time, you can avoid delays by delegating approval rights to a manager or colleague. To set up a vacation rule/alternate user assignment, follow these steps:

1. Log in to the Invoice Approval System.

Invoice Approval System login window.

2. Select Administration from the main navigation.

Screenshot showing the administration link.

3. Select User Admin > Alternate User Assign from the dropdown menu.

Screenshot showing the dropdown menu where the Alternate User Assign link is located.

4. In the Alternate User ID field, click on the List of Values icon

Screenshot showing the List of Values icon.

5. The Alternate User Assignment List of Values will display the users you can search and select from. Search for the appropriate user by User ID, First Name or Last Name.

Alternate User Screenshot of the Assignment List of Values page.

6. Enter a date range for your vacation rule by completing the Start Date and End Date fields using the datepicker feature.

Screenshot showing the area to enter the start date and end date.

7. Click the Submit button to save the vacation rule/alternate user assignment.

Screenshot of the submit button.

Questions?

If you have any questions, please contact the RUFIS Help Desk.