General Questions

Added: January 2026 – Last Updated: July 2026

If you are a new user and you need to request access: please review the requirements outlined on the System Access and Grant Role Assignment page.  

If you are an existing user but you have never logged into OneRF: Your OneRF login and password are different than your current RFCUNY login information. If you have never claimed a login you can: 

1. Review our step-by-step instructions on claiming your login. 

1. Begin the process to claim your login at: https://www.rfcuny.org/rflogonclaim. 

1. Once you claim your login, you can access OneRF: https://wd108.myworkday.com/rfcuny/d/home.htmld.  

If you are an existing user with a login that is not working: If you are unable to claim your OneRF login after following our step-by-step instructions, please email #helpdesk@rfcuny.org. 

Added: January 2026 – Last Updated: July 2026

No. RFCUNY’s website remains the public face of the Research Foundation of the City University of New York. It is also the repository for our board-approved policies, procedures, and additional documentation for Principal Investigators, Grants Officers and other stakeholders.  

Added: March 2026 – Last Updated: July 2026

The best way to get questions answered is to use the case management tool in OneRF. This will ensure that your questions go directly to the correct subject matter experts within RFCUNY.  

Added: July 2026

RFCUNY has produced OneRF Terminology Crosswalk to help orient our users to the language of OneRF. This living, searchable glossary presents terms used by RFCUNY legacy processes alongside the current terms used in OneRF. 

Added: July 2026

RFCUNY has produced the OneRF External Release Notes which summarizes recent updates and enhancements to the OneRF system that support field operations released since December 15, 2025.  This is a living document updated regularly when new updates and features are released.  

Added: March 2026 – Last Updated: July 2026

One of RFCUNY’s top priorities with the launch of OneRF was to orient Grants Officers (GOs), Principal Investigators (PIs), and other partners to our new system.  

Prior to the launch of OneRF, RFCUNY conducted users testing, demonstrations, and communications including: 

• A broad communications campaign while development was occurring, with emails to GOs, PIs, RFCUNY field staff, and CUNY office administrators on topics including preparing for the launch, cutover deadlines, and key changes to expect. 

• In-person and online demonstrations of the OneRF tools to groups of grants officers, faculty, and our Workday Advisory Committee.  

• A full cycle of User Acceptance Testing, including payroll parallel runs and end-to-end business process testing.  

The OneRF Information Hub provides links to available resources including extensive support documents such as FAQs, job aids, demonstration videos, and the full list of our outreach memoranda in the Communications Archive.  

After the launch of OneRF, we held a robust series of webinars and office hours for GOs and PIs, as well as providing materials and prioritized support including: 

• Detailed job aids that walk users step-by-step through key processes in OneRF.  

• A series of OneRF 101 Webinars, Office Hours, and small group meetings focused on priority workflows for PIs and Grants Officers.  Recordings of our webinars are available on the OneRF Information Hub.  

• Case Management within OneRF for individual questions on specific transactions which are routed to subject matter experts.  

The launch of OneRF represented a significant shift from RFCUNY’s prior systems, but our priorities remain unchanged: ensuring accurate and timely pay, maintaining compliance, and supporting effective grant management. We acknowledge that any transition of this scale involves a learning curve, and we will continue to communicate updates, fixes, and new functionality through the OneRF Information Hub and targeted outreach.  

Added: March 2026 – Last Updated: July 2026

As RFCUNY’s core financial and HR system, OneRF contains more data than our legacy systems and we’ve configured it with compliance and transparency in mind.  

During our design and configuration phases, we intentionally structured OneRF business processes to align as closely as possible with legacy workflows and approval hierarchies. Where deviations occur, they are driven primarily by one of two critical issues: 

1.  Compliance requirements — particularly those related to grants management, internal controls, and audit standards. 

1. Workday’s hard-coded framework for system-based controls.  

With this in mind, we migrated field roles from our legacy systems to OneRF to provide the baseline level of access necessary to conduct essential transactions within the platform. We are continuing to refine and adjust these roles and will work with CUNY Grants Officers to pinpoint business processes they require access to, including visibility for tracking purposes.

Added: March 2026 – Last Updated: July 2026

Yes. Complete audit trails exist in OneRF and are available in the system to review.  If you are having trouble finding an audit trail for a specific function, please submit a case in OneRF. RFCUNY’s subject matter experts can provide instructions on how to find what you need to review.  

Additionally, there is a significant amount of data available via OneRF’s powerful reporting tools - including custom reports and dashboard.  Learn about the reports available to users on RFCUNY’s Grant Report Dashboard.   

Added: March 2026 – Last Updated: July 2026

RFCUNY has worked with Grants Officers and other CUNY stakeholders since the launch of OneRF to ensure that GOs have the permissions, roles, and access necessary to do their jobs, and this will continue to be an ongoing process.  

This work has primarily focused on aligning the user roles in OneRF to reflect day-to-day duties and responsibilities. This is complex work as each CUNY campus has a different set of requirements and GO responsibilities. We began by migrating the permissions, roles, and role assignments for field roles (PI, Authorized Signatory, Grant Officer, Timekeeper) from the legacy system to OneRF, establishing a baseline that mirrors legacy access. Based on the feedback from the field this was largely successful and we have processed thousands of successful transactions since the launch. 

While we built the roles to have the general access we believe they need in OneRF, we are continuing to refine the roles and access to facilitate work. RFCUNY has produced the OneRF Role Access Matrix to identify the specific tasks and transactions field users can and should have access to in the OneRF system. 

A working group within RFCUNY is in place with a charge to focus on access, roles, and authority. We have introduced refinements and, where appropriate, additional roles – such as the Grant Report Viewer Role - to support more specialized access needs.  

It is important to note that the process of adding individuals or roles to grants remains unchanged and continues to be managed through RFCUNY’s Grants & Contracts (G&C) team. Additionally, certain access considerations are influenced by formal or informal campus organizational structures, and we are committed to refining access within applicable compliance requirements. 

Added: March 2026 – Last Updated: July 2026

The process for granting system access, including ad hoc role additions to grants remains unchanged and continues to be managed through RFCUNY’s Grants & Contracts (G&C) team. The requirements and process to change roles are outlined on the System Access and Grant Role Assignment page.  

Globally, we work with CUNY Grants Officers to ensure that the administrative access users have is aligned with the other transactions and processes they need within OneRF. It is important to note that certain access considerations are influenced by formal or informal campus organizational structures, but we are committed to maintaining and – where possible - expanding access within applicable compliance requirements. 

For temporary changes to access, users can use OneRF’s delegation features.  We have provided more information on this process in our recorded webinar on delegations: https://www.youtube.com/watch?v=NUN1oD3COgk.  

Added: March 2026 – Last Updated: July 2026

Yes. As with any other software or tool required for an employee to do their work, RFCUNY employees should complete any OneRF training – including reviewing Job Aids or attending Webinars - during their regular work hours.