2016

KFS Account Create, Delegations, and Workflow Routing A Procedural Guide for Kuali Financial Systems UConn Office of the Controller

2

Table of Contents

eDoc / Process Page Account Options 4

Account Create New 5 Account Copy 6 Account Edit 13

Expiring and Closing Accounts 13-14 Account Global eDoc 15

Delegates 15 Delegate Setup 16

Account Delegate Model 20 Organization / Accounting Reviewer 21

Kuali Approval Matrix 22 Contacts 23

eDoc Short Names 24

3

Types of Documents (eDoc)

• Accounts: • Account (Create New)

• Account Copy

• Account Edit • Account Global

• Delegations: • Account Delegate (Create New)

• Account Delegate Global • Account Delegate Model • Account Delegate Global from Model

• Organization / Organization Accounting Reviewer

4

Accounts ~ Options

Under Lookup and Maintenance, Chart of Accounts, Select Account

• Create a new account- start with a blank eDoc and complete all information with an asterisk (*)

• Copy from an existing account- only change information that will be different on the new account

• Both options contain the same tabs and require the same

information

5

Account ~ Create New

Click on “create new”

Typically, you will not use Create New. A faster approach is to copy a similar existing account.

6

Account ~ Copy

Enter what you know about an account you want to copy and then click “search”

Click “copy”

7

Account ~ Copy (Account Maintenance Tab) Left Side: “original” (existing) or copied account Right Side: “new copy” or new account. Change the data on

the right side as appropriate for your new account.

This description appears in the

action list of the approver, and in eDoc searches.

Enter a Description

Chart Manager Tip: Remember to create a name for your new account, and type it

over the copied account’s name.

8

Chart Code: UC Account Number: enter org # and 001, 002 etc. Ex. 1549001 (7 digits) A central office will fill in final account number later. Account Name: A new title for the account Organization code: 4-digit KFS department number Campus Code – from dropdown Account Effective Date: can be a future date

Expiration Date: if an expiration date is chosen, a continuation account will need to be entered in the Account Responsibility tab

Postal Code, City Name, State Code can be changed Account Street Address: use Unit Number

Closed?: if checked, requesting to close the account and a continuation account needs to be selected (would not close a new account)

For any of these fields, use your best judgment. The fields can be changed or corrected by the Chart Manager.

Choose N/A when appropriate.

9

Account Type Code: further identifies the classification of the account

Sub-Fund Group Code: identifies the type of funding for the account

Higher Ed Function Code: primarily used for classifying accounts for financial statement purposes

Account Restricted: used for identifying restricted, temporarily restricted, and unrestricted accounts

UConn Custom Extended Attributes: Bank Code (memo bank) and Fund SID: Required – (drop-down list)

Department Acct Owner Code / Type Code: Optional – (drop-down list) Department Ref 1 and Ref 2: Optional (free form) FRS Ledger and FRS Account (Required for Payroll feed): Leave Blank; Central Accounting will complete when the KFS account number is assigned

10

Account ~ Copy (Account Responsibility Tab) Fiscal Officer: A Fiscal Officer has an oversight role for the

account. Each transactional document requires Fiscal Officer approval. Fiscal Officers may delegate approval authority.

Account Supervisor: Department Heads; Principal Investigator; these individuals usually have Department or Division level Management of the account.

Account Manager: Has the responsibility for ensuring that funds are spent and managed according to the goals and objectives of the University. The Fiscal Officer and Account Manager may be the same individual.

11

Account ~ Copy (Contracts and Grants/Plant Tab) Plant Tabs, Contracts and Grants Tabs, and the Budget Construction Tab are completed by the appropriate offices (do not edit).

Account ~ Copy (Guidelines and Purposes Tab) Enter information about the accounts that will be used. These descriptions will help the Chart Managers determine certain attributes for financial reporting and for future reference in your department. See the example below:

12

Account ~ Copy (Account Description Tab) The Account Description Tab provides information on campus location: each building is identified by the Building Campus Code and a Building Code. This tab is only required for construction project accounts.

13

Account ~ Edit To edit an account’s attributes, choose edit after searching for the account. Similar to the copy function, the screen will have old on the left, and new on the right. Make changes, then submit.

Expiring Accounts Accounts become expired once they reach their expiration date.

Business rules on transactions may prevent the use of expired

accounts, or provide warnings when an expired account is

being used and require a manual override.

The continuation account will accept transactions which are

processed on the account after the account expiration date if an

override option is not chosen.

To expire an account, use Account Edit to add an expiration

date. A continuation account will be required.

Edit the account

14

Closing Accounts Closing an account is more permanent than expiring – no

transactions can use a closed account, and it can only be re-

opened by the Finance Systems area.

To close a grant account (sub-fund = RSTSP), please contact

SPS. For all other accounts, please follow the directions below:

1. The Account must have no balance sheet amounts remaining, so be sure that all

account activity is complete. Then initiate a Transfer of Funds eDoc (TF) to

move any remaining available cash (1100 object code) out of the account. Be

sure to use the correct transfer object codes 32XX and 33XX on the TF. Once

the TF has been completed, the account can be closed only after year end

processing has occurred. For more information, contact the Accounting Office.

2. There should be no open encumbrances in an account, so make sure that all

purchase orders are either closed or amended to include a different account. On

the Open Encumbrances inquiry, the Outstanding Amounts should all be zero.

For more information, contact Purchasing.

3. Eliminate any BBA (called Variance) in KFS by initiating either a Budget

Adjustment or a Single Sided Budget Adjustment. On the Balances By

Consolidation inquiry, the total Income variance and the total Expense variance

should be zero. For more information, contact your Budget Analyst.

4. After all of these steps are completed, initiate an Account edit eDoc (search for the account, then click edit).

a. Choose an expiration date (today or later than today) b. Click the “closed” box on the Account Maintenance tab c. Enter a Continuation Chart of Accounts Code and a Continuation

Account Number on the Account Responsibility tab

15

Account Global eDoc Chart Managers have the ability to change large amounts of data at one time using the Account Global eDoc. Send an email request to one of the Chart Managers to request a mass change. A list of Chart Managers is on page 22 of this guide.

Delegates The Account Delegate and Account Delegate Global eDocs are used to establish new or copy/edit existing Account Delegates. Delegates are users authorized to take workflow actions on documents. Delegates can be established for Fiscal Officers. Important: Actions taken by delegates are the responsibility of the Fiscal Officer.

Example: if a Fiscal Officer is retiring, a Chart Manager can change all of the accounts where that person is the Fiscal Officer

to the new Fiscal Officer using one Account Global eDoc.

Tip: Fiscal Officers may want to set up a permanent secondary delegate for emergency situations. The Office of the Controller recommends delegating “up” to a supervisor. This secondary delegate can filter their action list to

retrieve items that are waiting to be approved by the Fiscal Officer.

16

Delegates ~ Setup By clicking the Account Delegate link, you can do a lookup for an existing delegation by account number, Document Type, and/or by the delegate’s NetID.

To create a new delegate, click the create new button.

Under Lookup and Maintenance, Chart of Accounts, Select Account Delegate or Account Delegate Global

17

Enter Chart Code (UC)

Enter the Account Number of the account that needs delegation

Enter the Document Type. Use KFS for all documents. See page 24 for a list of the most common eDocs and their short names.

Chart Manager Tip: When you create new accounts, delegations will not automatically copy over from other accounts. You will need to create delegations for the new accounts.

18

Types of Delegation: Primary Delegation: eDoc appears on primary delegate’s

action list and FO must filter action list to see it. Click box for Account Delegate Primary Route.

Secondary Delegation (recommended): eDoc appears in FO’s action list and secondary delegate must filter action list to see it. (See filter information below) Leave Account Delegate Primary Route box unchecked for Secondary Delegation.

Enter the Person’s NetID for the new delegation, or search for it using the magnifying glass.

Optional: Choose an approval from/to amount. Be careful with the thresholds. If the document is one penny over it will NOT delegate.

19

Click on “Account Delegate Active” to activate the Delegation. Enter the account number and modify the active status by unchecking the box.

Delegate start date will default to current date. It can also be a future date.

Note: The action list filter shown above is located at the top right of your action list. It will only appear if there is something that you can approve on behalf of the delegator.

20

Account Delegate Model

• Allows you to define a common delegation structure for your organization (department)

• Once the model is created, you can easily apply this model to accounts by using the Create New Global from Model menu option

• Saves time if you have complex delegations such as different delegates based on eDoc type

• Can be used when you create new accounts that will need delegations.

To create a model:

• Click on Account Delegate Model, then create new • Fill in required fields including the Account Delegate

Model Name To use the model:

• Click on Account Delegate Global From Model • Search for your model • Click Return Value to initiate an Account Delegate Global

eDoc • The Edit Global Delegate tab will be pre-filled on the

eDoc • Add accounts on the Edit List of Accounts tab

21

Organization Reviewer / Organization Accounting Reviewer

• Establishes optional / additional workflow action requests for documents

• Can be based on Organization, Document Type, and/or Dollar Amount

• Must be set up by Financial Systems using a KFS Departmental Workflow Request form

• This role can be delegated • Type of eDocs:

• Organization Accounting Only includes only financial eDocs

• Organization Only includes only non-financial eDocs

• Both includes all eDocs • Action Types:

• Approve • Acknowledge • FYI

• More than one person can be set up and can require all to take action, or just the first to take action

22

Kuali Approval Matrix Sample Transaction Approval Routing

Other approvals may be necessary either based upon the

nature or $ amount of the transaction (example: purchase of hazardous materials)

Approvals beyond the Fiscal Officer can be customized by

having the Financial Systems area set up an Organization or Organization Accounting Review. Use the Organization Review Request form on the Finance Systems website.

Ad hoc routing is also an option on all eDocs

Fiscal Officer (Required)

Accounting Reviewer #1 (optional)

Accounting Reviewer #2 (optional)

23

Questions?

For Frequently Asked Questions about Accounts and Delegations, see KFS FAQs: https://web9.uits.uconn.edu/financesystemsmedia/FAQs.html

Topic Name Role Phone

Account Setup / Edits /

Closures

Haili Li Lin Chart Manager 486-1452

Account Setup (Plant

Fund Accounts only),

Routing/Delegation

Annette Pavone Chart Manager 486-2934

Routing/Delegation Mike Virone System Administrator 486-2412

Use the help menu function from within eDocs by clicking on the question mark

24

KFS eDoc

Short Name

KFS eDoc

Short Name

Accounts Receivable EDocs

Financial Processing

Cash Control CTRL

Advance Deposit AD

Customer Credit Memo CRM

Adjustment / Accrual Voucher AV

Customer Invoice INV

Budget Adjustment BA

Customer Invoice Write-off INVW

Cash Receipt CR

Payment Application APP

Credit Card Receipt CCR

Customer CUS

Disbursement Voucher DV

Distribution of Income and Expense

DI

Capital Asset Management

General Error Correction GEC

Asset (Edit) CASM

Indirect Cost Adjustment ICA

Equipment Loan/Return ELR

Internal Billing IB

Asset Transfer AT Intra-Account Adjustment IAA

Asset Fabrication FR

Pre-Encumbrance PE

Asset Global (Add) AA

Single Sided Budget Adjustment SSBA

Asset Location Global ALOC

Transfer of Funds TF

Asset Payment MPAY

Service Billing SB

Asset Retirement Global ARG

Labor Distribution

Chart of Accounts

Benefit Expense Transfer BT

Account ACCT

Salary Expense Transfer ST

Account Delegate ADEL

Account Delegate Global GDLG

Account Global GACC

Purchasing / Accounts Payable

Sub-Account SACC

Bulk Receiving RCVB

Sub-Object Code SOBJ

Payment Request PREQ

Sub-Object Code Global GSOB

Receiving RVCL

Object Code OBJT

Requisition REQS

Organization Review OR

Vendor Credit Memo CM

Organization ORGN

Procurement Card Reallocation PCDO

Project Code PROJ Vendor

Vendor VEND

Faculty Consulting: UCONN-FacConDocument Last updated 2/9/16