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Frequently Asked Questions

Overview

What is EH&S Recharge Authorization Management System?
The EH&S Recharge Authorization Management System (RAMS) is designed to do three things.

Streamline the retrieval of billing information
Provide client access to updating account related information and service locations
Administer user access authorization to recharge abilities.

What is a RAMS account?
A RAMS account is an authorization for EH&S to recharge unique chartstrings and billing contact information. Every account is a "standing" authorization, with no apparent end date. When EH&S receives a request for rechargeable services, an account has to be authorized before services are performed.

Why does EH&S need authorization to recharge chartstrings?
The majority of services EH&S provides are on an ongoing basis. Rather than requiring a signature from an accounting department to authorize a chartstring and signature from the clients requesting the service, EH&S has used RAMS to allow requests for services to be charged against the chartstring indefinitely. The RAMS system facilitates the ability to hold clients accountable to authorize and deauthorize chartstrings in real-time. This program also introduces Service Locations as a means to communicate to service requesters and providers of which chartstring to use.

Accessibility/Security

How do I get a CalNet ID?
In order to obtain a CalNet ID, you will to contact a CalNet deputy to obtain a "registration token". After obtaining your registration token, you will need to Activate your CalNet ID

I forgot my passphrase, what do I do?
If you forget your CalNet passphrase, you may have it reset in one of two ways:

By appearing in person (presenting a photo ID) at User & Account Services (UAS), 206 Evans Hall.
By going to your departmental CalNet Deputy (also presenting a photo ID).

Who is the CalNet deputy for my department?
A list of CalNet deputies are available here

What are Authorization Levels?
Authorization Levels determine the access privileges of each user. Authorization levels are defined as follows:

	Grant access	Create, modify and deactivate accounts	View Accounts	View Services	Edit Services	Activate/Deactivate Services	Create Services
View Accounts			X	X	X	X	X
Modify Accounts		X	X	X	X	X	X
Administrate	X	X	X	X	X	X	X

I am an AP/PO Reviewer, how do I grant permissions for others?
Once you are logged in and recognized as an AP/PO Reviewer, you should be able to see user management options on the left navigation pane. If account management options do not appear, please contact the Administrator.

Accounts

Why can't I view my accounts?
By default, each user has permission to view active accounts within their department. Department classifications are determined by Calnet. If your department classification is incorrect, please contact CalNet to have your information updated. If you wish to view/modify accounts belonging to other departments, you will need gain level 0 or level 1 access from the department AP/PO Reviewer.

How does RAMS keep unauthorized people from creating accounts?
By default, only the MSO from a department is able to authorize EH&S to recharge chartstings. They are at a RAMS level 3.
MSO's can also designate other people to authorize chartstrings for their department. Those designates would become a RAMS level 2.
By default, any other person in the department except the MSO is at a RAMS level 1.
The following table details the permissions for each level.

	Grant access	Create, modify and deactivate accounts	View Accounts	View Services	Edit Services	Activate/Deactivate Services	Create Services
View Accounts			X	X	X	X	X
Modify Accounts		X	X	X	X	X	X
Administrate	X	X	X	X	X	X	X

How do I de-authorize/deactivate an account/chartsting?
Choose the account and click the deactivate button. When an account/chartsting is deactivated, all associated Service Locations are likewise deactivated. Service Providers are immediately unable to use the Account or Service Location. To continue to receive service from EH&S, new Accounts and Service Locations must be created.

Can accounts be reactivated?
Yes. However, all projects must be individually reactivated.

What is the EH&S billing cycle?
EH&S processes rechargeable services performed from the 16th of the last month to the 15th of the current month. For example, services performed on May 16th to June 15th would be recharged on the June ledger. The two-week lag time allows EH&S to process and double-check the recharges.

Service Providers and Service Locations

What are Service Providers?
Service Providers refer to EH&S personnel performing client-requested rechargeable services. These services may include Fire Marshal deputies performing plans inspections, Hazardous Waste Technicians picking up unwanted chemicals, Radiation Safety Technicians performing surveys, or Health and Safety Technicians performing food facility inspections.

What are Service Locations?
Service Locations are general descriptions of where the specific services will be performed on campus. It is a way for Service Providers to identify which account to recharge without knowing the chartstring.
Service Locations are also a way for the client department to differentiate or sub-categorize recharges under a single chartstring.
Every Account must have at least one Service Location.
For example, one account could have two project numbers associated with it, and although they would appear to be the same on the General Ledger, invoices from EH&S would show them as different line items.

Who can create Service Locations?
Any user in the department can, by default, add, modify and deactivate Service Locations. Only the account manager is restricted to accounting personnel.

How do I fill out a Service Location?
The primary purpose of Service Locations is to provide additional information to Service Providers of which account to pick, without knowledge of the chartstring. The more information provided in the Service Location, the easier it will be for Service Providers to choose the right account, and EH&S to recharge the correct chartstring.
Every Account must have at least one Service Location.
Each Service Location must have, at a minimum, the building name AND project number OR Project name.

	Name	Number	Location	Room
Radiation Safety	PI Name	RUA #	Building Name or Various	if applicable
Chemical Waste	PI Name	if applicable	Building Name	if applicable
Sanitation	Contact Name	if applicable	Building Name	Building Room
Construction	Project Name	Project Number	Building Name	Building Room

General

Why do I keep getting "search for invoices did not return any results".
Either the OrgCode you entered does not exist in the system or no invoices exist for specified date. First, check that the OrgCode entered was correct. By default, invoices are retrieved for the current month. To view invoices from a different date, use the Advanced Search feature.

When using the sort feature repeatedly, my results aren't always sorted.
The initial sort must complete before subsequent sorts are registered. If you have this problem with re-sorts, please wait a short moment (about a second between clicks) for sorting to complete before attempting to re-sort.

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