Submit a Case to OneRF

Key Changes to RFCUNY Processes and Policies

Enter Time and Approve Timesheet on OneRF

NOTE: Just because a timesheet can be submitted and approved, does not mean that an employee has an active appointment. Please double check that to ensure that your employee DOES get paid. You can check your employee's end date by going to their profile (search for their name), click on Job on the left column, then look for their "End Employment Date" under "Job Details" Tab. You can see what grant (formerly PRSY) they are being paid from by going to the Organization Tab intead, and looking for "Grant" under the "Organization Type Column".

NOTE 2: Hours can only be charged in increments of .25 hours, even for the last timesheet of an appointment - a change from the previous system. Same thing for Annual Leave. Moreover, per RFCUNY, with PI approval, employees may be advanced annual leave to the extend they will earn it, to not exceed 70 hours of annual leave. Thus, the system will allow the request even though they have not yet earned it.

Assign Schedule for Employee

See Job Information for your Staff 

(formerly in the ePAF system)

Start Job Change

(formerly in the ePAF System as a Modification/Renewal)

IMPORTANT: PLEASE ENSURE EFFECTIVE AND END DATES ARE CORRECT. WHEN IN DOUBT, CHECK WITH HR. 

NOTE: There is a job aid that is called "How a PI or Manager Allocates Payroll Costing". I have been informed that this procedure does not work properly, so please use the job change functionality instead. At the moment, there isn't a way to have one job paid by two different grants; they would have to be two separate jobs.

End a Job

(formerly in the ePAF System as a Termination)

Hire a New Employee

(formerly in RF Onboarding System)

NOTE: This functionality may have some technical glitches, reach out to GSPHR@ccny.cuny.edu for assistance in hiring a new employee.

View Grant Budgets and Information
(formerly Kuali WebReports)

NOTE:

All grant numbers have changed. Use the Extract Grant Information to get a report of the new numbers for yourself as PI or your PI(s) as Authorized Signatory.

NOTE: There was a glitch on how fringe was charged for F1/J1 students for the first three pay dates of 2026. They have since resolved the issue for subsequent pay dates, but there has been no resolution for the overcharged past fringes.

Submit Invoices for Payment to a Vendor  

that does not require a Purchase Order, now called "Supplier Invoice Request"
(formerly ePayment Request)

Submit 

• Reimbursements for Yourself 

• Purchase Card Reconcilitations
  
  

Now called "Expense Reports"
(formerly ePayment Request / Concur P-Card Reconciliation)

Submit 

• Reimbursements for Others

Now called "Expense Reports"
(formerly ePayment Request / Concur P-Card Reconciliation)

Submit Invoices for Payment to a Vendor that HAS a Purchase Order

, now called "Create Receipt"
(formerly ePayment Request with PO Number/Encumbrance)

Note: You may encounter issues trying to do this with a legacy PO. If so, you should contact the P&P Contacts at the bottom of the page.

See Contract Manager and Submit a "Contract Payment Request"

There is currently not a OneRF functionality to do this, you do this in the Contract Manager system on the RFCUNY.org website.

Request a Requisition
(formerly Purchase Order)

NOTE: The process to obtain a PO is taking several weeks (4-6), unless you expedite it by emailing the P&P contacts below. Please plan accordingly.

Internal Service Delivery (ISD) Approval Process

(formerly Service Center Invoices payments that were done manually via e-mail.)

NOTE: From my understanding, ISD has not been fully set up yet, so there are many service invoices that are unable to be paid. I am not sure what RFCUNY's resolution is on that.