FAQ

Using your Funding

  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.
  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.
  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.
  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.

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 this link.

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.

  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.

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.

No. Account Directors automatically have signatory authority.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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

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