Finance Department

ONESolution

ONESolution (formerly IFAS) provides web-based financial, human resource, and payroll applications for the campus. The goal of this system is to provide timely and accurate financial information to all account directors and their support. ONESolution Online provides access to the following:

  • Budget to Actual Reports
  • Transaction Detail Reports
  • Purchasing and Accounts Payable Reports

Employees who submit and approve purchase requests, as well as employees in Finance and Human Resources will need the ONESolution Desktop application. This software can be installed as part of the request for access. Details on how to request access are below.

Access to ONESolution

ONESolution online site: https://www.union.edu/ifas/

NOTE: This is an on-campus resource. If you need to connect from off campus you must use a VPN. Please following the steps to use a VPN from the ITS website.

If you already have access, use your standard Union email username and password. Type "union\" in front of your user name and leave off the "@union.edu".

To request access, please fill out an ITS account request form (Login with your standard Union username and password). You may also use this form to request a change in access to the system. Please allow up to 2 weeks for an account to be created.

Training and Support

Please contact Ryan Donelan at (518) 388-6127 or donelanr@union.edu for training or questions on using or gaining access to the ONESolution online site.

Reference

Please see the below resources relating to using ONESolution. For new users, the ONESolution Login and Reporting guide gives general tips on navigating ONESolution Online, a listing of reports generally available to account directors, tips on entering selection criteria, navigating and printing reports, and using drilling to access attachments and images.

Codes and FAQs

Codes are used within ONESolution to categorize and report on accounts in a variety of ways. To get an idea of the coding of your accounts, you can run the Account Lookup Report within ONESolution with no selection criteria. The report will list all the accounts for which you have access along with the coding of each.

The following codes exist in the system and can be entered as selection criteria for many ONESolution reports:

Codes:

  • Responsibility Center
    • DADM - Vice Pres Admissions & Fin Aid
    • DSTU - Vice Pres Student Affairs
    • NAAP - NA
    • PRES - President
    • VPAA - Vice Pres Academic Affairs
    • VPCR - Vice Pres College Relations
    • VPFI - Vice Pres Finance & Admin
  • Fund codes

    Fund Codes provide a way to distinguish between various budget, restricted, endowed, and agency accounts. Accounts coded as Fund 10 or 15 are budget accounts that zero out every year. Restricted accounts in fund 30 carryover from year to year.

    • 10 - CURRENT FUND-OPERATING E & G
    • 15 - CURRENT FUNDS-OPERATING AUX
    • 20 - CURRENT FUNDS-UNRESTRICTED
    • 30 - CURRENT FUNDS-RESTRICTED
    • 40 - LOAN FUNDS
    • 50 - POOLED ENDOWMENT FUNDS-TRUE
    • 51 - POOLED ENDOWMENT FUNDS-QUASI
    • 52 - POOLED ENDOWMENT FUNDS-TERM
    • 53 - NON-POOLED ENDOWMENT FUNDS
    • 60 - POOLED LIFE INCOME
    • 61 - CHARITABLE GIFT ANNUITY
    • 70 - PLANT FUNDS-UNEXPENDED
    • 71 - PLANT FUNDS-INVESTED
    • 80 - AGENCY FUNDS
  • Division Codes
    100 President's Office
    201 Division I - Humanities
    202 Division II - Social Sciences
    203 Division III - Sciences
    206 Dean of Engineering
    219 International Programs
    220 V.P Academic Affairs
    221 Dean of Studies
    222 Dean of Academic Departments
    223 Athletics
    224 Information Technology Service
    225 Scholars Program
    226 Div IV Engineering
    227 Schaffer Library
    228 Assoc. Dean Academic Affairs
    229 Interdisciplinary Studies
    230 UCALL
    231 Registrar
    300 VP Finance & Administration
    301 Budgeting & Risk Management
    302 Facilities
    303 Bookstore & Copy Ctr/Mailroom
    304 Human Resources
    305 Affirmative Action
    306 Financial Services
    307 Financial reporting & Analysis
    309 General Institutional
    310 INTEREST EARNED
    500 VP College Relations
    501 Alumni Relations
    502 Development
    504 Corporate & Gov't Relations
    506 College Relations Data Systems
    507 Stewardship & Donor Relations
    508 Communications
    600 Dean Of Students
    601 Assoc. Dean of Students
    602 Dean of First Year Students
    605 Campus Safety
    606 Community Outreach/ STEP
    607 Becker Career Center
    608 Counseling Center
    609 Health Services
    610 Residential & Campus Life
    611 Dining Services
    612 Student Activities
    613 Student Organizations
    614 Religious Programs
    701 VP Admissions & Fin Aid
    702 Financial Aid
    703 Communications
    999 Not Applicable
  • Department Codes
    10101 President's Office
    10201 Institutional Research
    10301 Discretionary Funds
    10401 Campus Diversity
    20100 Digital Arts
    20101 Theater & Dance
    20102 Music
    20103 Visual Arts
    20104 English
    20105 Classics
    20106 Modern Languages
    20107 Philosophy
    20108 Latin American Studies
    20117 Ethics
    20201 Anthropology
    20202 Economics
    20203 History
    20204 Political Science
    20205 Sociology
    20206 Women's Studies
    20207 Africana Studies
    20208 American Studies
    20209 Asian Studies
    20301 Chemistry
    20302 Biology
    20304 Geology
    20305 Mathematics
    20306 Physics & Astronomy
    20307 Psychology
    20308 Health Professions
    20309 Environmental Science,Policy &
    21901 Int'l Prgms
    21902 Terms Abroad
    21903 Mini-Terms Abroad
    21904 ISA / Non-Union
    22001 V.P. Academic Affairs
    22004 Exhibitions & Collections
    22101 Academic Opportunity Program
    22102 Dean of Studies
    22103 Undergraduate Research
    22104 Writing Center
    22105 Post Bacc. Fellowship & Schol
    22106 STEP Program
    22201 Dean of Academic Departments
    22205 Dean of Studies
    22301 Athletics
    22302 Intramurals
    22303 Hockey Program
    22304 Summer Sports Camps
    22305 Playoffs
    22306 Medical
    22307 Marketing
    22310 Baseball
    22311 Basketball
    22312 Cross Country/Track
    22313 Field Hockey
    22314 Football
    22315 Ice Hockey
    22316 Lacrosse
    22317 Soccer
    22318 Softball
    22319 Swimming/Diving
    22320 Tennis
    22321 Volleyball
    22322 Crew
    22401 ITS - Academics
    22402 Media Services
    22403 Telecommunications
    22404 ITS General
    22501 Scholars Program
    22601 Dean of Engineering
    22602 Electrical Engineering
    22603 Computer Science
    22604 Mechanical Eng.
    22605 Machine Lab
    22701 Library
    22702 Library-Restricted
    22801 Assoc. Dean Academic Affairs
    22802 Registrar
    22901 Interdisciplinary Studies
    22902 Religious Studies
    22903 Civic Engagements
    22904 Film Studies
    22905 Neuroscience
    22906 Bioengineering
    23001 UCALL
    23101 Registrar
    30001 VP Finance & Administration
    30101 Budget & Risk Management
    30201 Capital Projects & Planning
    30202 Central Scheduling
    30203 Facilities & Utilities Mgmt
    30204 Building,Structural/Work Order
    30205 Grounds
    30206 Facilities Support Services
    30207 Residence Halls
    30208 Other Properties
    30301 Bookstore
    30302 Copy & Mail Center
    30401 Human Resources
    30402 Employee Benefits
    30501 Affirmative Action
    30601 Financial Services
    30603 Payroll Liabilities
    30701 Financial Reporting & Analysis
    30801 LOANS DEPT
    30802 PLANT FUNDS DEPT
    30803 POOLED LIFE DEPT
    30804 ENDOWMENT DEPT
    30805 Investment Managers
    30852 IDA BORROWING '99 SEWARD
    30853 IDA BORROWING '01 U2K
    30854 2003 IDA BORROWING
    30901 General Institutional
    50001 VP College Relations
    50002 Gifts
    50101 Alumni Relations
    50201 Development Office
    50202 Annual Giving
    50203 Gift Planning
    50204 Leadership Gifts
    50205 Parents Program
    50206 Coll Rel. Research
    50401 Office of Grant Support
    50501 Grant Support
    50601 Coll Rel Data Systems
    50701 Stewardship & Donor Relations
    50801 Communications
    60006 Dean of Students
    60101 Sr. Assoc Dean of Students
    60102 Student Support Services
    60201 Dean of 1st Year Students
    60501 Campus Safety
    60601 Community Outreach
    60701 Career Development Center
    60801 Counseling Center
    60901 Health Services
    61001 Residential Life
    61002 Social Funds
    61003 Minerva Houses
    61004 Minerva Programs
    61005 Minerva Fellows
    61101 Dining Services
    61201 Student Activities-Director
    61202 Student Activities fee
    61203 Student Org/Non Fee
    61302 Greek Affairs
    61303 Student Greek Organizations
    61401 Religious Programs-Protestant
    61402 Religious Prgms-Jewish
    61403 Religious Prgms-Catholic
    70101 Admissions
    70102 Communications
    70201 FIN AID/GEN DEPT
    70202 FIN AID-U C DEPT
    70203 FIN AID/GOVERNMENT DEPT
    70204 FIN AID/PRIVATE DEPT
    70205 FIN AID/UNDESIGN DEPT
    70301 Communications
    99900 SPECIAL REQUESTS
    99999 NA DEPT
  • Budget types
    • A - Personnel
    • B - Services & Supplies
    • C - Capital Expenditures
    • Z - Revenue
  • Object Codes

    See the Purchasing Page object code list for a searchable list of object codes and explanation on their use.

    See Object Codes - Abbreviated List for a printable quick reference for the more common object codes.

FAQs:

  • I'm having trouble logging in.

    Your username and password are the same as you use with your login to your Union email account. Please note that the Login field (username) requires "union\" in front of your standard Union username. i.e. union \smithj If you need to reset your password, you will need to contact the ITS Helpdesk at (518) 388-6400.

  • How do I get access to ONESolution (IFAS)?

    For access to ONESolution, please fill in this online request form ITS Account Request Form. If you are a department chair, director, or departmental support staff, access will be provided to all accounts under the department you specify. This includes access to all Departmental, Research, Grant, and Special Activity accounts. If you are a faculty member, administrator, or coach, you will need to provide the specific accounts for which access is required. Indicating a predecessor to model your access off of can be helpful. If you need assistance, please contact Ryan Donelan at (518) 388-6127 or donelanr@union.edu.

  • How do I reconcile my accounts?

    The Transaction Detail Report will provide you with all transactions for a given date range. It is recommended that you use this report on a monthly basis to reconcile your accounts against your receipts. You will be notified by Financial Services when a month has closed (i.e. all transactions for the month have been posted and recorded within ONESolution) and you are able to generate this report for a prior month.

  • How much money do I have remaining in my account?

    The Budget to Actual and Encumbrance Report will provide you with a bottom line dollar amount in a given account at any point in time. For a specific account balance, specify the Account Code on the selection criteria screen and leave all other fields as defaulted. The report will display a summary by object code of all expenditures for the current fiscal year. Following this summary, you will find your account balance less outstanding encumbrances.