FAQs related to Grants, Contracts, and Reporting

Added: March 2026 – Last Updated: July 2026

In OneRF, the Grant replaces the project account used in RFCUNY’s legacy system. The Grant Name always uses the following layout with fields representing important information on the Grant.  

RFCUNY worked during the implementation of OneRF to make it as easy as possible to find grants using the legacy project number within OneRF’s Workday platform. As a result, the Grant name in OneRF includes the Project Account number used in RFCUNY’s legacy system.  

Employees can always find a Grant in OneRF, by searching for the Project Account number (legacy or newly assigned). In other words, a search using legacy system project account number (for example: 40132-00 01) will always return the corresponding OneRF Grant ID and Name. 

To understand the parts of a Grant Name in OneRF, please review the job aid “How to Identify a Specific Grant in OneRF.” 

Added: January 2026 – Last Updated: July 2026

In OneRF, the Grant replaced the “Project Account” used in the RFCUNY legacy system. In OneRF, the Grant serves as the financial mechanism for recording all transactions associated with a sponsored project, including revenue, expenses, commitments, and obligations. 

For long-time users of RFCUNY systems, is important to know that the Grant name in OneRF includes the Project Account number. To find your Grant in OneRF, you can use the search box at the top of OneRF’s Workday platform and input your legacy Project Account number. You can also input the legacy Project number elsewhere when prompted for a Grant. Your OneRF Grant will be displayed as a search result. In other words, a search using legacy system project account number (for example: 40132-00 01) will always return the corresponding OneRF Grant ID and Name.  

For more information on how to find a Grant in OneRF, please refer to the “How to Extract a Grant & View” Job Aid available in the Training Resources section of the RFCUNY website.

Added: March 2026 – Last Updated: July 2026

The RFCUNY Grant Budget and Expense Report in OneRF provides complete budget, obligations, and expenditure amounts. Users can review expenditures on a grant by taking the following steps:  

1. Run the report for the desired grant, and the Actual columns will show the expenditures on each budget line. 
2.  The report will show both personnel and OTPS expenditures.  
3. From this view, you can drill down on the actuals to get more details, such as employee or supplier information. 

If a more detailed walkthrough of this report would be helpful, you can review our recorded webinar at https://www.youtube.com/watch?v=q4oAa--9dkU. 

Added: March 2026 – Last Updated: July 2026

Encumbrance data is available in OneRF through the Grants Payroll Obligations – Summary Report. This report displays obligations needed for personnel expenses. Encumbrances –known in the OneRF system as “obligations” – are tied to specific workers.  

Commitments and obligations are in place to minimize the risk of overspending on the account. In OneRF, obligation amounts are established separately for each pay period. At any given time, a worker’s remaining total obligation represents the sum of the obligation amounts for all future pay periods.  

Actual payroll payments made to-date and do not affect future pay period obligation amounts. It is important to note that for a given pay period, actual payroll payment can exceed the obligation amount. When this occurs, your Grant Budget Remaining balance will be impacted. 

The RFCUNY Grant Budget & Expense Report provides the Grant budget, commitment, obligation and expense (Actuals) amounts for Personnel and Other Than Personnel Services costs. It also provides the total Grant Budget Remaining balance.     

RFCUNY has developed further information on reporting including the Grant Report Dashboard – a page that lists all reports currently available in OneRF. 

Added: March 2026 – Last Updated: July 2026

Reports and reporting are central to the grants administration work, and in the design of OneRF, the RFCUNY team worked with our implementation consultants to analyze the reporting capabilities of the system and build the reports that are needed by Grants Officers and PIs. The current reports available in OneRF are listed on the Grant Report Dashboard page. This page also provides a description of the report, and which roles can access it.  

Reports are accessed and organized through the OneRF Dashboard, which provides a centralized interface for users to run reports and retrieve information based on their assigned roles. The Dashboard consolidates key reports in a single location, enabling users to efficiently access, monitor, and manage grant and business information. 

RFCUNY understands that there is significant desire for additional custom reporting and we will publish an update on the OneRF Information Hub with further information.  

Added: January 2026 – Last Updated: July 2026

RFCUNY’s policies and procedures have not changed as a result of the transition and evolution of our systems to OneRF. The implementation represented a change in how PIs manage sponsored projects by most of the legacy systems currently used to manage financial, procurement, and payable activities.  

RFCUNY provided Job Aids and robust webinar-style training to support the orientation to new processes. As OneRF continues to stabilize, it will deliver greater transparency, consistency, and efficiency in managing the transactions related to research and sponsored projects. 

Added: March 2026 – Last Updated: July 2026

In OneRF, the Grant replaces the project account used in RFCUNY’s legacy system. The Grant Name always uses the following layout with fields representing important information on the Grant.

RFCUNY worked during the implementation of OneRF to make it as easy as possible to find grants using the legacy project number within OneRF’s Workday platform. As a result, the Grant name in OneRF includes the Project Account number used in RFCUNY’s legacy system.

Employees can always find a Grant in OneRF, by searching for the Project Account number (legacy or newly assigned). In other words, a search using legacy system project account number (for example: 40132-00 01) will always return the corresponding OneRF Grant ID and Name.

To understand the parts of a Grant Name in OneRF, please review the job aid “How to Identify a Specific Grant in OneRF.”