Wednesday – August 28, 2013 12:00 – 1:00 pm McKeldin Library

KFS Internal Billing Wednesday – August 28, 2013

12:00 – 1:00 pmMcKeldin Library

2

Welcome and Introductions

Please welcome our KFS Internal Billing Team Members-

• Trina Tanner, General Ledger / Accounting Lead, UMCP

• Kathi Ruffin, Accounting Partner, Navigator

Contact us at kfs@umd.edu

3

ObjectivesWe have two main objectives for today:

1. Present an overview of Internal Billing in KFSa. Key Changesb. Process demonstration

2. Account Assignmenta. Information we need for Go Live

Contact us at kfs@umd.edu

Contact us at kfs@umd.edu 4

This process will only impact those departments who currently use an ELF JV to process Billing for Internal Services. Those

that are using nightly batch feeder files should be working with the KFS Integration team and will continue to feed files.

Change Impact

Contact us at kfs@umd.edu 5

What’s New for Internal Billing

• The KFS Internal Billing and Service Billing documents will replace the JV ELF forms that are currently used to record income from internal services. The principal difference in the forms are:– The Internal Billing document routes to the Fiscal Officer of each expense

account before posting;– The Service Billing form bypasses Fiscal Officer on expense accounts.

What’s New

Contact us at kfs@umd.edu 6

Change Impact – Internal Billing

Change Impact Benefit• The Internal Billing document will

replace the ELF JV (Compound or Other than Compound) form that is currently used to record income from internal services rendered.

• Departments must be aware that the Internal Billing document routes to the Fiscal Officer of each expense account for approval and requires a final approval in the Comptroller's Office.

• New Items tab for tracking services rendered

• Additional Approvals - Fiscal Officers will be required to approve.

• Users can see detail on items received.

• Items tab may provide detailed itemization of services rendered

Process: Internal BillingThese are some key changes that will impact you …

Contact us at kfs@umd.edu 7

Change Impact – Service Billing

Change Impact Benefit• The Service Billing document will replace

the JV ELF form that is currently used to record income from internal services rendered.

• Unlike the Internal Billing document, the Service Billing document does not route to the Fiscal Officer of each expense account for approval - it does route to the Comptroller's Office for approval.

• Departments should be aware that to use the Service Billing Document, they must request access through GAO and provide the contact information of the person(s) that will initiate the form, as well as the Account(s) where the Income is recorded.

• New Items tab for tracking services rendered. Must request access to the form.

• Users can see detail on items received.

• Items tab may provide detailed itemization of services rendered

Process: Service BillingThese are some key changes that will impact you …

Contact us at kfs@umd.edu 8

Internal Billing Demo

Contact us at kfs@umd.edu 9

Contact us at kfs@umd.edu 10

Contact us at kfs@umd.edu 11

Contact us at kfs@umd.edu 12

Contact us at kfs@umd.edu 13

KFS Internal Billing Task – Account Assignment

Contact us at kfs@umd.edu 15

• Please ensure that we have the following information regarding your internal billing unit:• Campus Name and number• Name, email address, extension, directory ID of your

department staff responsible for processing these forms• Department name • Brief description of services provided and/or goods sold• Account #s where income is collected

Assignment for use of Service Billing Document

Contact us at kfs@umd.edu 16

• The contact person(s) provided will be contacted by the KFS team to ensure that they:• select the billing form that best suits the needs of the unit,• are set-up with proper permissions, and • are given appropriate training.

What’s Next?

17

QUESTIONS?

Contact us at kfs@umd.edu

• July 17th, 2013 – KFS Reporting

• July 31st, 2013 – KFS Reporting

• August 14th, 2013 – KFS – What about Training? –

• August 28th, 2013 – KFS Internal Billing –

• September 4th, 2013 – What is KFS and why are we doing it now? - https://www1.gotomeeting.com/register/931580880

• September 11th, 2013 - KFS – What about Training? - https://www1.gotomeeting.com/register/530678536

• September 18th, 2013 - KFS Requisitions - https://www1.gotomeeting.com/register/586233192

• October 2nd, 2013 – Labor Distribution and Preparation of Salary Transfers - https://www1.gotomeeting.com/register/842612977

Contact us at kfs@umd.edu

Brown Bag Series DatesThe Kuali Financial System (KFS) will replace FRS in 2014. If you are a current user of FRS and would like to know more about how KFS will change financial processing for the university, join us for the KFS Brown Bag Series.  These informal one-hour sessions will be held every other Wednesday and will feature knowledgeable VPAF representatives talking about key features of KFS.

All meetings are scheduled from 12–1:00 pm and, if not otherwise noted, will be held in 6137 McKeldin Library*

* As dates, locations and topics may change, please check the website for the latest information

19

For additional information regarding this presentation, please contact:

Trina Tanner (301) – 405-2633 tannert@umd.edu

Contact us at kfs@umd.edu

Contact Us

KFS (301) – 405-3020 kfs@umd.edu

THANK YOU FOR ATTENDING TODAY!