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Frequently Asked Questions

General Information

How do I log on?

How do I log on?
Find the log on link on the E-RAS home page. You must have a NetID.

I do not see my accounts after I log on.

I do not see my accounts after I log on.
You are not listed as the Account Director or an Account Assistant on the State, RF, SBF, or CPMP account.

If you believe this is incorrect, please contact:

For State Accounts: Accounting Services at (631) 632-6040
For RF Project Accounts: Office of Grants Management at (631) 632-4886
For SBF Accounts: Stony Brook Foundation Business Office at (631) 632-6536 For CPMP Accounts: Lisa Layton at (631) 444-3593

Changes made by any of the offices above will be reflected in E-RAS on the following day.

Can I still submit a paper account correction form instead of using E-RAS?

Can I still submit a paper account correction form instead of using E-RAS?
It is strongly recommended that Account Directors use E-RAS instead of submitting paper account change forms. Effective October 1, 2009 paper forms will no longer be sent to Account Directors when a new RF account is created.

I have State, RF, SBF and CPMP accounts. Do I need to submit my SBID and signature to both Procurement and Grants Management?

I have State, RF, SBF and CPMP accounts. Do I need to submit my SBID and signature to both Procurement and Grants Management?
No, since E-RAS is a university database only one form needs to be submitted to Procurement, Zip=6000. It will appear on all your accounts.

Using E-RAS

What is the definition of Account Director?

What is the definition of Account Director?
An Account Director has primary authority to commit and spend account funds. Only the Account Director can delegate authority to Account Assistants and Signatory Delegates.

What is the definition of Account Assistant?

What is the definition of Account Assistant?
An Account Assistant is an individual appointed by the Account Director. Once appointed has the authority to act on behalf of the Account Director to assign Signatory Delegates and additional Account Assistants. Account Assistants do not have the authority to commit or spend account funds unless they are also designated as a Signatory Delegate.

What is the definition of Signatory Delegate?

What is the definition of Signatory Delegate?
A Signatory Delegate is an individual appointed by the Account Director, or Account Assistant, and has the authority to commit or spend account funds on behalf of the Account Director. Signatory Delegates can be granted full or limited authority over account funds.
In E-RAS, the Signatory Delegate role will not grant access to see any account information. Only Account Directors and/or Account Assistants will be able to log-in to view account information.
For WolfMart access, Signatory Delegates must be specifically designated as authorized in order to approve WolfMart orders.

What is the definition of WolfMart Requester?

What is the definition of WolfMart Requester?
A WolfMart Requester is an individual appointed by their department to assist in the purchasing of items through the WolfMart system. Requesters do not have the authority to approve orders, but have the ability to search for items and also complete accounting information when creating the requisition. The Requester must submit the requisition to the Approver for final review and completion of the requisition.

What is the definition of Report Recipient?

What is the definition of Report Recipient?
A Report Recipient is an individual designated by the Account Director or Account Assistant to have access to view monthly account expenditure summary reports.
Account Directors automatically have access to these reports.

What is the definition of an iLab user?

What is the definition of an iLab User?
An iLab user is an individual appointed by their department to assist in the purchasing of items through the iLab system. iLab users do not have the authority to approve orders, but have the ability to request goods and services from the School of Medicine's Core Facilities. iLab users must submit the requisition to the Approver for final review and completion of the requisition.

How do I add a Signatory Delegate?

How do I add a Signatory Delegate?
  1. Obtain the SBID's or NetID's of your Delegates.
  2. Log on to E-RAS.
  3. Click on the account number that you wish to add a Delegate to.
  4. Click on the Add/Remove button.
  5. Fill-in the Level of Authority if necessary.
  6. Repeat for each of your Delegates.
  7. Click on the Done button.
  8. Click on the Save and Confirm button at the top of the screen.

How do I remove a Signatory Delegate?

How do I remove a Signatory Delegate?
  1. Click on the Add/Remove button.
  2. Click on the Remove button next to the Delegate you wish to remove.
  3. Click on the Done button.
  4. Click on the Save and Confirm button at the top of the screen.

What is the Level of Authority field?

What is the Level of Authority field?
Each Signatory Delegate has an accompanying Level of Authority field where Account Directors can specify the limitation of the delegate's access. If this field is left empty, full authority is assumed. Otherwise, authority will be limited to whatever you type in the Level of Authority field.

What does full authority allow my delegate to do?

What does full authority allow my delegate to do?
Leaving the Level of Authority field that is next to the delegate's name empty or typing in the word 'Full' is equivalent to granting full authority to that delegate. Full authority authorizes your delegate to commit or spend account funds on (This is not an exhaustive list.):
  • Cash Payment Vouchers (CPV)
  • Personnel forms
  • Purchase Requisitions

How do I limit the authority of my Delegates?

How do I limit the authority of my Delegates?
Each Signatory Delegate has an accompanying Level of Authority field where Account Directors can specify the limitation of the user's access.

How do I acknowledge (confirm) that my Delegates are up to date?

How do I acknowledge (confirm) that my Delegates are up to date?
  1. Click on an account number.
  2. If you do not need to make any changes to your Delegates, click on the Save and Confirm button.

I type in an SBID of a Delegate and it says it is invalid.

I type in an SBID of a Delegate and it says it is invalid.
Please make sure that the SBID of the Delegate is correct and that the person is still active at Stony Brook. If the person is no longer active at SB, you must delete the Delegate by erasing the person's SBID.
Note: You cannot submit any account changes until all SBIDs are shown as valid.
If you are certain that an SBID entered is valid, but E-RAS is showing it as invalid, please contact the Documents section in the Procurement Office at (631) 632-0025 for assistance.

How do I add an Account Assistant?

How do I add an Account Assistant?
  1. Click on an account number.
  2. Go to the 'Other Account Users' section.
  3. Click on the Add/Remove button.
  4. Fill-in the Account Assistant SBID or NetID.
  5. Repeat for each of your Account Assistants.
  6. Click on the Done button.
  7. Click on the Save and Confirm button at the top of the screen.

Once the Account Director designates someone as an Account Assistant, that individual can add Signatory Delegates on behalf of the Account Director.

Do Account Assistants need to be listed as a Delegate to encumber account funds?

Do Account Assistants need to be listed as a Delegate to encumber account funds?
Yes. Account Assistants, unlike Account Directors, do not have automatic signatory authority unless they are listed as a Delegate.

If I am the Account Director, do I still need to list myself as a Delegate?

If I am the Account Director, do I still need to list myself as a Delegate?
No. Account Directors automatically have signatory authority.

How do I add a WolfMart Requester?

How do I add a WolfMart Requester?
  1. Click on an account number.
  2. Go to the 'Other Account Users' section.
  3. Click on the Add/Remove button.
  4. Fill-in the WolfMart Requester's SBID or NetID.
  5. Repeat for each of your WolfMart Requesters.
  6. Click on the Done button.
  7. Click on the Save and Confirm button at the top of the screen.

My account shows that it has been suspended, how do I correct that?

My account shows that it has been suspended, how do I correct that?
Accounts are automatically suspended if they have not been confirmed for a year or longer. Look for the accounts that have been identified as suspended and confirm that the Delegate information is accurate by:
  1. Clicking on an account number.
  2. If you do not need to make any changes to your Delegates, click on the Save and Confirm button.

Why am I not able to view signatures on an account?

Why am I not able to view signatures on an account?
Account Directors and Account Assistants cannot see their signatures.
The ability to see signatures is only available to the business office.

How do I change the Account Director or account description?

How do I change the Account Director or account description?
Account Directors and account descriptions can only be changed on request.
Please follow the procedures below to request these changes:
For State Accounts:
Please contact your VP Coordinator for changes to the Account Director and/or account description. The VP Coordinator will communicate the changes to the Accounting Office.
For Research Accounts:
As the E-RAS online system is only intended to Delegate authorized signatories, and not for the purpose of changing Account Directors or account descriptions, to initiate those changes please contact your Grant/Contract Administrator in the Office of Sponsored Programs at (631) 632-9949. To find your OSP Administrator click on their link here: http://www.stonybrook.edu/research/osp/grantsadministrator.shtml
For Stony Brook Foundation Accounts:
Please contact the Stony Brook Foundation Business Office for changes to the Account Director and/or account description.
View the forms to change Account Signatures and Account Assistants.
For CPMP Accounts
Please contact Lisa Layton for changes to the Account Director and/or account description.

How do I view Account Expenditure Summary (AES) Reports using the E-RAS System?

How do I view Account Expenditure Summary (AES) Reports using the E-RAS System?
Click here for detailed instructions on viewing and searching for AES Reports.

Contact Us

State Accounts: The Documents section of the Procurement office at (631) 632-0025.
RF Accounts: The Office of Grants Management at (631) 632-4886.
SBF Accounts: Stony Brook Foundation Business Office at (631) 632-6536.
CPMP Accounts: Lisa Layton at (631) 444-3593.
iLab User Questions: Stacey Hondropulos at (631) 444-8191.

Created by Application Support for Administration
Electronic Record of Authorized Signatures (E-RAS) Online System @ Stony Brook University