KFS Online Help

Advance Deposit

The Advance Deposit (AD) document is used to record deposits that go directly to the bank, without being verified through the normal cash receipts process. This document enables distribution of the amount received to the appropriate accounts in the financial system.

The AD document is used to record deposits that are not processed through a central processing area (such as a Bursars Office). The AD document is used by university departments that make their own deposits, departments that utilize a lockbox at the bank for cash receipts, and anyone who needs to record bank deposits that are not processed through a central processing area such as the Bursar's Office. The AD is used when checks or cash are received and need to be credited to a KFS account. The user creating the AD is responsible for ensuring that the actual bank deposit occurs. The AD document creates the specified accounting entries in the KFS.

AD Document Layout

Title

Description

Bank

Required. Enter the unique code for the bank in which the funds are deposited or search for bank from the Bank lookup.

Bank Account

Required. Enter the bank account number to which the funds are deposited or search for a bank account from the Bank Account lookup, the bank code is automatically carried over.

Date

Required. Enter the actual date of the deposit or select it from the calendar.

Reference Number

Optional. Enter the transaction number on the deposit slip assigned by the bank.

Description

Optional. Enter a brief description of the transaction. This is for departmental use only, and does not appear on financial reports.

Amt

Required. Enter the total amount of the deposit.

Business Rules

Object Sub Type Code Type Restrictions for AD Documents

Object Sub Type Code

Description

Restrictions

BU

Budget-Only Object Codes

Unallowable

CA

Cash

Unallowable

CE

Cost Recovery Expenses

Unallowable

FB

Fund Balance

Unallowable

FR

Fringe Benefits

Unallowable

HW

Hourly Wages

Unallowable

MT

Mandatory Transfers

Unallowable

PL

Capital Assets

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

VA

Valuations and Adjustments

Unallowable

Object Type Code Restrictions for AD Documents

Object Type Code

Description

Restrictions

ES

Expense Not Expenditure

Unallowable

IC

Income Not Cash

Unallowable

Consolidated Object Code Restrictions for AD Documents

Consolidated Object Code

Description

Restrictions

FDBL

Fund Balance

Unallowable

Process Overview

Once an AD document is submitted, it is automatically approved and it does not route. The document status is FINAL and the transaction is posted to the General Ledger during the next G/L batch process.

Initiating an AD Document

1.��� Select Advance Deposit from the Financial Transactions menu.

2.��� Log in to the KFS as necessary.

A blank AD document with a new Document ID appears.

3.��� Complete the Advance Deposits tab and click add.

Enter an advance deposit line.� Click add.� Continue adding as many advance deposits as necessary.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab.

The pending entries include offset generation lines to cash or fund balance object codes.

6.��� Review the Route Log tab.

No approval is required.

Example

Maintaining Grant Related Funds

The University receives a check from the Beckman Foundation for a grant agreement. At this University, separate bank accounts are maintained for grant related funds and deposits to these accounts are not processed through a central processing unit, such as a Bursar's office.

The Advance Deposit document allows the area receiving the check to directly deposit the check into a designated bank account and properly reflect the credit in the correct account in the KFS. The advance deposit does not route to a central processing unit after it is submitted.

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Auxiliary Voucher

The Auxiliary Voucher (AV) document records accrual, adjustment, and recode entries. It is used to record entries to the proper posting period of the transaction for preparation of accurate and timely financial reports. Postings are allowed for the current accounting period or up to two prior periods before the current period.

The AV document consists of three separate document types:

Accrual Type

The Accrual type (AVAE) is used to post accrual entries to the general ledger that must be reversed in a designated month following the posting period. A reversal date is required for this voucher type, and is normally during the next fiscal period, although it may be later. The offset to these entries will be object code to fund balance if the entry affects more than one account. If the entry affects only one account, then there is no offset. An accrual entry is always used to correct an accrual entry.

Adjustment Type

The Adjustment type (AVAD) is used to post adjusting entries to the general ledger that will not be reversed in the following month. The offset to these entries will be to fund balance if the entry affects more than one account. If the entry affects only one account, then there is no offset. Adjusting entries are made to recognize revenues in the period in which they are earned, and expenses in the period they are incurred. An adjusting entry is always used to correct an adjusting entry. A reversal date is not allowed for this type.

Record Type

The Recode type (AVRC) is used to properly reclassify account numbers posted to a prior period so that the reclassifications occur within the same fiscal period. The offset to these entries to fund balance. The recode entry acts as an �accrual� and is automatically reversed in the current fiscal period. The reversal date defaults to the creation date of the document and cannot be changed.

In addition, a recode generates a Distribution of Income or Expense (DI) entry with Cash as the offset transaction, posting in the current period.

Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the AV.

AV Document Layout

The AV document has its own unique tab called Auxiliary Voucher Details tab in addition to the standard financial transaction tabs

Auxiliary Voucher Detail Tab

The Auxiliary Voucher Detail tab is used to indicate what kind of Auxiliary Voucher document you are creating (Adjustment, Accrual or Recode) and what Accounting Period the transaction should post to.

Title

Description

Accounting Period

Required. Select the period the transaction should be applied to from the Accounting Period list.

Auxiliary Voucher Type

Required. Select the type of AV document you wish to process

Reversal Date

Optional. Select the reversal date from the Calendar. This field appears if the AV Type is Accrual or Recode. It shows the date on which the transaction entries will be reversed. For Accrual Auxiliary Vouchers the date can be entered by the initiator. For Recode Auxiliary Vouchers it defaults to today�s date and cannot be changed.

Business Rules

Process

Initiating an AV Document

1.��� Select Auxiliary Voucher from the Financial Transactions menu.

2.��� Log in to the KFS as necessary.

A blank AV document with a new Document ID appears.

3.��� Select the Type of AV you wish to create on the Auxiliary Voucher Detail tab.

Select the Posting Period and reversal Date if needed.

4.��� Complete the common financial transaction tabs.

5.��� Click Submit.

6.��� Review the General Ledger Pending Entries.

This document generates offsetting entries, depending upon the AV type selected. For accrual and adjustment entries, the offsetting entry is to a defined fund balance object code, if the entry affects more than one account. If the entry affects only one account, then there is no offset.

For a recode entry, the offsetting entry is to a defined fund balance object code. In addition, a recode automatically generates a Distribution of Income or Expense (DI) entry with an offset to cash in the current period.

7.��� Review the Route Log.

8.��� Appropriate Fiscal Officers and Org Reviewers must approve the document.

Examples

Auxiliary Voucher Accrual Example 

Parking inventory purchases were received in August of 2006 but the actual invoice was not recorded in the accounts payable system until October of 2006.

After selecting the �accrual� option a reversal date is entered to indicate when this accrual entry should be automatically reversed. In this example the entries will be reversed on October 15th, 2006. The invoice payment is recorded in the appropriate object code (8303 Inventories-Service Parts is used in this example) and an accounts payable liability is recorded as well.

Because this entry affects only one account there is no offsetting entry created.

Auxiliary Voucher Recode Example

Parking operations received miscellaneous cash receipts in August of 2006, but these funds were mistakenly deposited into the wrong account (6044906). The funds should have been deposited into account 6044900.

After selecting the "recode" option the system automatically fills in the reversal date of� today's date. This field cannot be edited by the initiator. The correct posting period is selected and the Accounting Lines section is completed.

The resulting pending ledger entries show an accrual entry for August of 2006 that will be reversed on the same day. The document also automatically generates a behind-the-scenes Distribution of Income and Expense document (DI) with an offset to the cash object code (8000 in this example).

Auxiliary Voucher Adjustment

Parking Services needs to recognize income previously recorded and reduce the deferred income liability associated with that income. The income was recorded as a liability in object code 9400 (Deferred Income) and will be recognized in object code 1464 (Parking Fees)

The period the income was recorded is used as the posting period, August, 2006 in this example. The adjustment" option is selected and no reversal date field is required so that field does not appear as a valid option. The Accounting Lines section is completed to debit the liability and credit the income object code.

The resulting pending ledger entries show this debit to the liability object code and a credit to the income object code.

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Cash Management

The Cash Management (CMD) document is used to record the actual bank deposit for one or more Cash Receipt documents. This document may record the deposit of an individual cash receipt document or it may accumulate multiple cash receipt documents into one bank deposit.

The Cash Management (CMD) document is used to group approved cash receipts for a given verification unit into separate deposits so that they can be sent to the bank for deposit. Verifying units can choose to make interim deposits if they wish and must make a final deposit when they close out the cash drawer associated with the Cash Management document.

Use of the document is restricted to members of the KUALI_ROLE_CASH_RECEIPT_VERIFICATION_GROUP workgroup. Members of this workgroup might be located in an institution�s Bursar office or other central processing unit.

CMD Document Layout

The CMD document includes the Cash Drawer Activity and the Deposits tabs.

Cash Drawer Tab

This tab contains information about the current status of the cash drawer, the number and amounts of approved cash receipts awaiting deposit, and the number and amounts of any deposits already made on the document.

When a new CMD is initiated you need to open the cash drawer to begin grouping approved cash receipt documents into deposits.

Title

Description

Verification Unit

Display only. This field displays the workgroup name of the verifying unit to which the document initiator belongs.

Cash Drawer Status

Display only. This field indicates the current status of this verification unit�s cash drawer. Possible statuses are:

Closed: The cash drawer is not open for the collection of cash receipts.

Open: The cash drawer is open and cash receipts can be grouped into deposits. The time the cash drawer was opened will also be displayed.

Locked: A member of the verification unit has selected to make a final deposit and a new cash management document and further deposits cannot be made until the current CMD is canceled or submitted.

Open Cash Drawer

Use this button to open the cash drawer.

Cash Drawer Activity

When the cash drawer is opened this section will indicate how many cash receipts are available for deposit and provide a summary of the check, currency and coin totals of those cash receipts.

Deposit Activity

This section shows the Operating Deposit amount, which reflects the total of all approved cash receipts available for deposit, the number and total amounts of any interim deposits, and the amount remaining to be deposited.

Refresh

Verification of Cash Receipts occurs asynchronously with respect to the Cash Management document, thus the activity totals are only valid as of the last time they were calculated, and may have changed in the interim. The user can use the �refresh� action to recalculate up-to-the minute activity totals.

Deposits Tab

The Deposits tab shows bank deposits that the unit has made from the verified Cash Receipts associated with this CMD document. The tab also has a section allowing the unit to prepare and accept a new deposit.

Once the Cash Drawer is open buttons appear for the creation of Interim and Final Deposits.

When you click one of these buttons, you are taken to a corresponding Create a new [Interim or Final] Deposit screen.

You may see an error message when there are no CR documents available for verification.

Create a New Interim or Final Deposit Page

When there are approved CR documents you may add them to the CMD documents using the Interim or Final Deposit page. The Interim or Final Deposit pages are identical except for the value in the Deposit Type in the Deposit Header tab. Also, after you select the Final Deposit option and create the deposit, the Deposits tab no longer displays the add interim deposit and add final deposit buttons.

Deposit Header Tab

This section contains banking information for this deposit.

Title

Description

Bank

Required. Enter the bank code identifying the bank to make a deposit to, or select it from the Bank Code lookup.

Bank Account

Required. Enter the bank account number to make a deposit to or select it from the Bank Account lookup.

Deposit Type

Display only. This field indicates if the type of deposit chosen was interim or final. The displayed values are Interim or Final depending on the deposit type selected.

Deposit#

Optional. Enter the number assigned by the CMD user to identify this deposit.

Cash Receipts Tab

The Cash Receipts tab shows details of the approved CR documents available for deposit. Check boxes are displayed to the left of each Cash Receipt, allowing you to select individual Cash Receipt documents. There is also a check box in the header row of the table that allows you to select all Cash Receipts in the list.

Title

Description

#

Display only. Unique numbers each Cash Receipt available for deposit.

Deposit Number

Display only. The KFS assigned document number for this Cash Receipt.

Description

Display only. The text entered by the Cash Receipt initiator in the document�s description field.

Create Date

Display only. Date the Cash Receipt was initiated in the KFS system.

Check Total

Display only. Total dollar amount for checks associated with this Cash Receipt. If check detail was provided on the Cash Receipt document the individual checks will be listed under the Cash Receipt summary row and will display the check/batch #, Check Date, Description and Amount fields for each check.

Currency Total

Display only. Total dollar amount for currency associated with this Cash Receipt.

Coin Total

Display only. Total dollar amount for coins associated with this Cash Receipt.

After the Deposit Header information is completed and individual Cash Receipts selected for deposit, click the Create button to create this deposit. The deposit appears in the Deposits tab

The Refresh button can be used to update the list of available Cash Receipts.

To cancel the deposit, click Cancel.

Business Rules

Process Overview

The process flow for verifying units is:

Cash Receipt documents are created and route to a defined verifying unit (such as a campus Bursar Office).

This unit verifies and approves the Cash Receipt (CR) documents.

The verifying unit opens a Cash Management document and groups approved Cash Receipts into one or more deposits. Multiple interim deposits can be made on a single CMD document and the document is submitted with a final deposit.

Additional CR documents processed and approved after the opening of the CMD document can be grouped into deposits as well.

There can be only one unapproved CMD document for a verifying unit at a time, and only one user may have that document open. That user may save the document at any time, at which point any other authorized for the verifying unit may open it by selecting the document type from the Main Menu tab.

The Cash Management document does not route for approval. Once a member of the verification group approves the document it goes to FINAL status.

When you select the Cash Management from the Main Menu tab and there is already an existing CMD document, you need to select open existing to open the saved CMD document. Select return to index to return to the Main Menu tab.

Initiating a CMD Document

1.��� Select Cash Management from the Financial Transactions Menu.

2.��� Log in to the KFS as necessary.

A new CMD document appears. If a Cash Management document is already open for this verifying unit you are given the choice of opening the existing document.

3.��� Open the Cash Drawer.

4.��� Select Add Interim Deposit or Add Final Deposit.

5.��� Enter banking information for the deposit.

6.��� Select the approved Cash Receipt documents you wish you include in the deposit and click Create.

7.��� Process additional deposits as necessary.

8.��� If you have only processed interim deposits you need to process one final deposit before the document can be submitted.

9.��� Click Submit.

10.� Review the Route Log.

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Cash Receipt

The Cash Receipt (CR) document is used to record cash and checks received by units, for subsequent deposit into bank accounts by a central processing unit, via the Cash Management (CMD) document. The CR document creates the specified accounting entries in the KFS.

The CR document routes for verification and preparation of bank deposits. Each unit that verifies cash receipts and prepares bank deposits uses a (CMD) document to consolidate those Cash Receipts into bank deposits. The actual verification of the Cash Receipt is done on the Cash Receipt document itself. In essence, the CM document is the means by which a unit manages its cash drawer.

Recording refunds to the university via the CR document allows you to credit the funds to the account and object code from which they were originally paid. The CR document may be used by university Bursar department staff that collects cash and checks and reconciles a cash drawer, but do not make the bank deposit themselves.

The CR is used when checks or cash are received and need to be credited to a KFS account. The user creating the CR utilizes reconciliation within the CR to balance and close out their cash drawer on a periodic basis. The CR document creates the specified accounting entries in the KFS.

CR Document Layout

The CR document has its own unique tabs called Cash Reconciliation and Check Detail tabs in addition to the standard financial transaction tabs.

Check Entry Mode

A user may change the check entry mode by selecting either Individual Checks/Batches or Total Only in the list located near the Total Check Amount field. Selecting Total Only allows a user to manually enter the total check amount without the detailed check information. When Individual Checks/Batches is selected the system calculates the total amount from the detailed check data entered into the Check Detail tab.

When the Individual Checks/Batches check entry mode is selected the Total Check Amount field becomes display only. A user must populate the Check Detail tab so that the system can automatically update the total check amount. The system displays the current entry mode in the upper left corner as you change the selection.

When the Total Only entry mode is selected, the Check Detail tab does not appear in the document and the user is prompted to manually enter the Total Check Amount.

The requirements for the Cash Reconciliation and Check Detail tabs are explained as follows:

Cash Reconciliation Tab

The requirements for the Cash Reconciliation tab are explained as follows:

Title

Description

Total Check Amount

Required. This field works in conjunction with the Individual Checks/Batches or Total Only list below.

When Individual Checks/Batches is selected from the list, it becomes display only. The system updates this total as checks are added to the CR document in the Check Detail tab.

When Total Only is selected from the list, it becomes an input box for a user to manually enter the Total Check Amount.

Individual Checks/Batches or Total Only list

Required. Select from the list: Individual Checks/Batches or Total Only.

Total Currency Amount

Optional. Enter the total amount of currency included in the deposit.

Total Coin Amount

Optional. Enter the total amount of coins included in the deposit.

Cash Reconciliation Total

Display only. The total currency, coin, and check amount for the CR

Check Deposits Tab

The Check Detail tab is unique to the CR and contains several fields. Completion of this tab is required only when Individual Checks/Batches is selected in the Cash Reconciliation tab. If Total Only is selected in the Cash Reconciliation tab, completion of the Check Detail tab is not required.

The requirements for the Check Detail tab are explained as follows:

Title

Description

Check/Batch#

Required. Enter the check number or batch number

Date

Required. Enter the actual date of the receipt or select it from the calendar .

Description

Optional. Enter the name of payer.

Amt

Required. Enter the check amount.

Business Rules

The Check Amount, Total Currency, Amount and Total Coin Amount must be greater than zero.

The Cash Reconciliation Total must be equal to the total of the Accounting Lines.

There must be at least one accounting line in the document.

The CR document is one-sided. The KFS automatically generates the other side of the entry affecting the cash account, as defined by the data entered into the document.

The Object Code restrictions are as follows:

Object Sub Type Code Restrictions for CR Documents

Object Sub Type Code

Description

Restrictions

BU

Budget Only Object Codes

Unallowable

CA

Cash

Unallowable

CE

Cost Recovery Expense

Unallowable

FB

Fund Balance

Unallowable

FR

Fringe Benefits

Unallowable

HW

Hourly Wages

Unallowable

MT

Mandatory Transfers

Unallowable

PL

Capital Assets

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

VA

Valuations and Adjustments

Unallowable

Object Type Code Restrictions for CR Documents

Object Type Code

Description

Restrictions

ES

Equipment Start-Up Costs

Unallowable

IC

Income Not Cash

Unallowable

Consolidated Object Code Restrictions for CR Documents

Consolidated Object Code

Description

Restrictions

FDBL

Fund Balance

Unallowable

Correction

Process Overview

The procedures for processing CR documents are slightly different than for other financial documents. Upon submission, CR documents route directly to a specific workgroup that was set up to verify Cash Receipts and prepare bank deposits (the workgroup members may be part of the campus Bursar�s office). CR�s may be ad hoc routed only by the document's initiator. Once submitted by the initiator, ad hoc routing is not available to anyone else. If a Fiscal Officer wishes to see and approve the document before it is processed by the workgroup, the initiator must ad hoc route the document to the Fiscal Officer. Each unit that verifies cash receipts and prepares bank deposits uses a Cash Management (CMD) document to consolidate the Cash Receipts into bank deposits.

The workgroup is called KUALI_ROLE_CASH_VERIFICATION_GROUP.

Initiating a CR Document

1.��� Select Cash Receipt from the Financial Transactions menu.

2.��� Log in to the KFS as necessary.

A blank CR document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

The requirements unique to the CR document are as follows:

4.��� Complete the Cash Reconciliation Tab.

5.��� Click recalculate to update the Cash Reconciliation Total field (display only)

6.��� Complete the Check Detail Tab, if Individual Checks/Batches entry mode is selected.

7.��� Click add after entering information for every check or batch.

Each time you add a check or batch, the Total Check Amount and the Cash Reconciliation Total fields in the Check Reconciliation tab are updated.

8.��� Ad hoc Route the document to another user (optional).

9.��� If you whish another user (such as the Fiscal Officer) to approve or review the document before the approval by the central processing area, select the requested action from the Action Requested list, and enter the approver's username in the Person box or select it from the Person lookup.

10.� Click Submit.

Unless the ad hoc recipients are specified, the document is directly routed to the KUALI_ROLE_CASH_VERIFICATION_GROUP.� A member of this workgroup must approve this document for it to be completed.

11.� Print the Cash Receipt as necessary.

12.� Review the General Ledger Pending Entries tab.

The pending entries include offset generated lines to cash or fund balance object codes.

13.� Review the Route Log tab.

14.� A Fiscal Officer approves the document, if required through an Ad Hoc routing.

A member of KUALI_ROLE_CASH_VERIFICATION_GROUP approves the document.

Example

Recording Refunds to the University

The university received a check to refund a conference registration fee.

Enter the account number and expense object from which the funds were originally paid. Enter the amount as negative.

Because an expense object is being used with a negative amount, the system credits the expense Object Code, returning the funds to the account they originally came from.

The pending entries include the credit to expense and offset generation to cash object code.

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Credit Card Receipt

The Credit Card Receipt (CCR) document is used to record credit card receipts and distribute the funds received to the appropriate accounts in the financial system.

The CCR document is used to record the receipt of credit card payments to the university. Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the CC. The CCR document is used when income has been received via credit card payments and needs to be credited to a KFS account.

CCR Document Layout

The CCR document has its own unique tab called Credit Card Receipts tab in addition to the standard financial transaction tabs.

Credit Card Receipts Tab

The Credit Card Receipts tab is unique to the CCR document and contains several fields.

Title

Description

Type

Required. Enter the unique code for the credit card type, or search for a type from the Type lookup

Vendor Number

Required. Enter the unique code identifying the area in the university that processed the actual credit card transaction, or search a vendor number from the Vendor Number lookup

Date

Required. Enter the date of the receipt or select it from the calendar .

Ref Nbr

Required. Enter the reference number assigned to this particular credit card transaction

Amount

Required. Enter the amount of the credit card transaction

Business Rules

Object Sub-Type Code Type Restrictions for CCR Documents

Object Sub Type Code

Description

Restrictions

BU

Budget-Only

Unallowable

CA

Cash

Unallowable

CE

Cost Recovery Expenses

Unallowable

FB

Fund Balance

Unallowable

FR

Fringe Benefits

Unallowable

HW

Hourly Wages

Unallowable

MT

Mandatory Transfers

Unallowable

PL

Capital Assets

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

VA

Valuations and Adjustments

Unallowable

Object Type Code Restrictions for CCR Documents

Object Type Code

Description

Restrictions

ES

Expense Not Expenditure

Unallowable

IC

Income Not Cash

Unallowable

Consolidated Object Code Restrictions for CCR Documents

Consolidated Object Code

Description

Restrictions

FDBL

Fund Balance

Unallowable

Correction

Process Overview

Once a CCR document is submitted, it is automatically approved and does not route. The document status is FINAL and the transaction is posted to the General Ledger during the next G/L batch process.

Initiating a CCR Document

1.��� Select Credit Card Receipt from the Financial Transactions menu.

2.��� Log in to the KFS as necessary.

A blank CCR document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

4.��� Complete the Credit Card Receipts tab and click add.

Enter a credit card receipt line.� Click add.� Continue adding as many credit card receipt lines as necessary.

Add as many credit card receipts as necessary.

5.��� Click Submit.

6.��� Review the General Ledger Pending Entries tab.

The pending entries include offset generation lines to cash or fund balance object codes.

7.��� Review the Route Log tab.

No approval is required.

Example

Recording a Credit Card Receipt for a Parking Fine

Parking operations accepted a credit card payment in settlement of the payment of a parking fine. Each area capable of accepting credit card payments in this manner has a vendor number assigned (established using the Credit Card Vendor document on the Administration tab).

This information, along with the reference number and amount of the transaction, goes in the "credit card receipts" section. The KFS account and object code that should receive the credit for this payment goes in the Accounting Lines section.

The Credit Card Receipts document allows an operating unit to properly reflect receipts from credit card transactions that they have accepted, in the correct accounts in the KFS. Unlike Cash Receipts, the Credit Card Receipt does not route to a central processing unit, such as a Bursar's office, for reconciliation and deposit.

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Disbursement Voucher

The Disbursement Voucher (DV) is a document that is used to reimburse employees and nonemployees for expenses incurred while conducting university business, and to pay other vendors for performing a service, or providing material goods for the university. Most often this payment is in the form of a check although direct deposit and wire transfer options may be available.

The Disbursement Voucher can be used in situations in which a payment is not processed through another procurement method, such as purchase order procurement card.

Institutions may have different rules for the processing of payments but the following are some instances in which a Disbursement Voucher might be used:

A Disbursement Voucher requires more information than most financial documents. Each Disbursement Voucher must include the following information:

Some payment reasons, such as travel payments, may even require that additional information be entered. Because the KFS does not have check writing capabilities fully approved Disbursement Vouchers are passed to a check-writing program for payment.

A DV document has its own unique Payee Information, Payment Information, Contact Information, Special Handling, Nonresident Alien Tax, Wire Transfer, Foreign Draft, Nonemployee Travel Expenses, and Pre-Paid Travel Expenses tabs in addition to the standard financial transaction tabs.

DV Document Layout

In addition to the Document Overview tab and the Accounting Lines tab, the first three tabs are always required. The Payee Information tab contains information regarding the Payee. The Payment Information tab contains information regarding the Payment Reason, Payment Method, Documentation Location, and Attachments. The Contact tab contains information relating to the initiator of the DV and also the text to be included on the checkstub. The other tabs may become required based on the selections made in the Payment Information tab.

Payee Information Tab

This tab identifies the person or business the disbursement is paid to. Payees must exist in the system in order to be selected on the Disbursement Voucher. The KFS can load information about employees from an outside system (such as a Human Resource Management System) and make them available as payees. Nonemployee payees must be established individually using the Payee document. If the payee already exists in the system, you can identify it by searching for its Payee Number.

The following describes the field definition for the Payee Information tab:

Title

Description

Payee Number

Required. Display Only. The Payee Number is retrieved from the Payee Lookup� based on the Payee Type selection below. Note that the lookups for employees and Payees differ.

Payee Type

Required. Select the type of payee you wish to search for. Two types of payee are available:

DV Payee: a payee established using the Payee document

Employee: a payee identified as an employee by information fed into the KFS from some other source

Name

Required. Once a payee number is selected, some or all of the payee fields will be filled in from the payee table. This and all of the following fields may be edited.

Address 1

Required. Enter or edit the first line of address to which the check should be mailed.

Address 2

Optional. Enter or edit the second line of the address to which the check should be mailed to

City

Optional. Enter or edit the city to which the check should be mailed.

State

Required for US. Enter or edit the state to which the check should be mailed.

Zip Code

Required for US. Enter or edit the zip code to which the check should be mailed.

Country

Required. Select the payee's country from the Country list.

Payee Lookup

The following describes the field definitions for the Payee lookup.

Payee Lookup Search Criteria

Title

Description

Payee Number

Optional. Enter the unique number assigned to a payee by the KFS.

Tax ID Number

Optional. Enter the Social Security Number or Tax ID number associated with the payee

Name

Optional. Enter the name of the payee as established in the KFS.

City

Optional. Enter the City in the address record for this payee

Active Indicator

Optional. Select the Active, Inactive, or Both options. You may search for payees with any status, but payments cannot be made to inactive payees.

Employee (Universal User) Lookup

The following describes the field definitions for the Employee lookup.

Employee Lookup Search Criteria

Title

Description

User ID

Optional. Enter the employee's KFS User ID

Universal UserID

Optional. Enter the identifying number from an external Human Resource system or search for a universal user id from the Universal User lookup.

Employee ID

Optional. Enter the identifying number from an external Human Resource system.

Chart-Org

Optional. Enter the chart and organization in which an employee works.

Employee Status

Optional. Enter the code indicating the employee's employment status:

A: Active
T: Terminated
R: Retired
D: Deceased

Employee Type

Optional. Enter the code indicating the position type that an employee holds: The definition of Employee Type may vary per institution.

P: Professional. Appointed staff.
N: Other

Special Handling Tab

The Special Handling tab is used only when a check is to be sent to someone other than the payee. For example, a department needs a check for a guest speaker sent to the Department Chair to present the check after the event. If the payee has requested the payment be mailed to them, but at a different address, simply change the address in the Payee tab. To use Special Handling select the Special Handling check box in the Payment Information tab.��

The following describes the field definitions for the Special Handling tab:

Title

Description

Remit Name

Required. Enter the name of the person or entity to which the check should be mailed.

Remit Address 1

Required. Enter the first line of address to which the check should be mailed.

Remit Address 2

Optional. Enter the second line of address to which the check should be mailed.

Remit City

Optional. Enter the city to which the check should be mailed.

Remit State

Optional. Enter the state to which the check should be mailed.

Remit Zip Code

Optional. Enter the zip code to which the check should be mailed.

Remit Country

Optional. Select the payee's country from the list.

Payment Information Tab

The Payment Information tab contains important information such as the payment reason, amount, payment method, attachments, and the documentation location. This section must be completed for every DV document.

The following describes the field definition for the Payment Information tab:

Title

Description

Payment Reason Code

Required. Select the code which identifies the nature of the disbursement and determines what restrictions the payment is subject to from the Payment Reason Code list or lookup .

Check Amount

Required. Enter the total amount of the disbursement required for this document.

Due Date

Required. Enter the date or select it from the calendar. The default date is the earliest date that a payment can be made (assuming the KFS is processing batch transactions nightly, this is typcially the next business day). If you wish the payment to be made as soon as possible, do not change the default date. If you wish to delay a payment until a future date you can set the Due Date forward. Payment information is not extracted from the KFS until the due date.

Payment Type

Display only. The payment types are determined by the payee selected for the DV. These values apply only to DV payees, which are established through the use of the Payee document. Each Payment Type attribute from the payee record is evaluated when the DV is submitted and may have an impact on the ability to process a particular payment on a DV, and how it routes for approval.

Nonresident Alien? If the payee record indicates they are a nonresident alien, this is set to Yes.

Employee Paid Outside of Payroll? �If the payee record is flagged as employee paid outside of payroll, this is set to Yes. This attribute is used to identify Payees who might also be employees (such as a faculty member who also owns her own business and provides services to the university). Your institution may wish to review such transactions to make sure they should not be processed through your regular payroll process.

Revolving Fund Payee? If the nonemployee payee record is flagged as revolving fund, this is set to Yes. Revolving funds are similar to petty cash accounts. Cash can be borrowed from a revolving fund and paid back using the Disbursement Voucher.

Other Consideration

Optional. Select these check boxes as necessary to reflect special circumstances or special requests that are needed for the payment:

Attachment: �Attachments� refers to any documents related to the DV document that must accompany the check when it is mailed to the payee. Examples might include a registration form that must accompany a payment of a conference fee or a subscription form that must be returned with payment for a subscription to an academic journal. Selecting the check box properly indicates that there is a form or other attachment that must accompany the check.

Special Handling: This option indicates that the payment should be mailed to a person other than the payee. for example, a check that needs to be returned to the document initiator so it can be express mailed or picked up by the payee. When selected, a message asking you to add a note explaining the need for special handling is displayed.

W9/W-8BEN Completed: Indicates if the payee has a W-9 (or W-8BEN for nonresident aliens) on file. For nonemployees this is generally completed as part of processing of the Payee document.

Exception Attached: This option indicates that you are requesting an exception to policy on this DV document. For instance, your institution may require that all Disbursement Vouchers have supporting documentation, but in this case you do not have such documentation. When this option is selected, a message prompting you to add a note of explanation is displayed.

Payment Method

Required. Select the method in which the payment should be made from the Payment Method list.

Check/ACH: This selection generates a check or, if ACH information exists in the disbursement processing system for this payee, an Automated Clearing House direct deposit is initiated.

Foreign Draft: This selection indicates that the payment is to be made in a foreign currency. When you select Foreign Draft as the Payment Method you are prompted to complete the Foreign Draft tab. In this section, you will indicate whether the DV is stated in foreign currency or US dollars, and what currency the payment is to be made in. For example, the DV could be stated in Euros and paid in Euros, or the DV could be stated in US Dollars converted to Euros for payment.

Wire Transfer: This selection indicates you wish to have the disbursement wired to the recipient. To do so you are required to provide additional banking information on the Wire Transfer tab. Some institutions may charge a fee to the initiating department for processing a wire transfer. Wire transfers may be made in US Dollars or foreign currency, similar to Foreign Drafts as described above.

Documentation Location Code

Required. Select the unique code for the location where the documentation will be kept from the Documentation Location Code list or lookup

This indicates where supporting documentation should be sent, as well as who is responsible for maintaining the documentation. Supporting documentation refers to documents or backup submitted with the disbursement voucher (receipts, invoices, letters, memos) that detail what was purchased, the cost, the name of the vendor and the date of the transaction. If a disbursement voucher is for services, the documentation might include a memorandum or contract outlining what services are performed and the agreed-upon contract amount.

Initiating Organization: Indicates that your department plans to retain the documentation. When you select this location you may receive a message with additional instructions based on your institution�s procedures and documentation retention policies.

No Documentation: Indicates that you have no supporting documentation for this transaction. If selected, you are required to attach a note in the Notes and Attachments tab of the document explaining why.

Notes regarding Documentation Location

Restrictions may be in place, which require you to send your documentation to a particular location. As a default in the KFS, Travel Payments require the documentation be sent to Travel Management and payments to nonresident aliens must be sent to the Tax Department. Your institution may have other specific requirements based on Payment Reason or other attributes of the transaction. Specific locations can be customized and may vary from institution to institution.

Contact Information Tab

The Contact Information tab contains information that is intended to be printed on the check. When the DV document is first initiated, the Contact Name and the Campus Code default to those of the initiator's.

The following describes the field definition for the Contact Information tab.

Title

Description

Contact Name

Required. This field is pre-filled with the name of the document initiator but this may be edited.

Phone

Required. Enter the contact person's phone number (including area code)

Email Address

Required. Enter the contact person's email address

Campus Code

Display only. The code of the campus associated with the document's initiator, derived from the user's profile.

Check Stub Text

Required. Enter the information regarding the payment itself, intended for the payee. This commonly includes what the payment is for (invoice number, for example) or other information to assist the payee in identifying the source and reason for the payment.

The information in this tab is included on the check stub and is seen by the payee when they receive the check. If you want to include information that only other KFS users can view, attach a note to the document instead.

Nonresident Alien Tax Tab

This tab is completed only if the payee is a nonresident alien and it is only editable by a member of the KUALI_DV_TAXGRP when the document has routed to them. The information on this tab is used for reporting purposes and to add any special tax withholding that might be required as a result of the income classification of the payment. The fields are completed and the generate lines button is clicked. If the transaction is taxable, this function automatically adds the appropriate tax related accounting lines to the Accounting Lines tab of the document, and reduces the total check amount if tax needs to be withheld.

This following describes the field definitions for the Nonresident Alien Tax tab.

Title

Description

Income Class Code

Required. Select the type of activity this disbursement is for, from the list. Values may vary, but some examples are:

Fellowships: Non-service related payments

Independent Contractor: Service related payment

Non-Reportable: Goods or �accountable plan� travel

Royalties: Royalty, rights or permission payments

Federal Tax Percent

Enter the percentage of Federal tax that needs to be withheld from the payment or search for valid values for the federal tax percent (for a given Income Class Code) in the Federal Tax Percent lookup.

State Tax Percent

Enter the percentage of State tax that needs to be withheld from the payment or search for valid values for state tax percent (for a given Income Class Code0 in the State Tax Percent lookup.

Country Code

Required unless Income Class Code is Non-Reportable or if Treaty Exempt or Foreign Source is selected. Select the country of citizenship of the nonresident alien payee from the list. Note: This is not necessarily the country of residence.

Treaty Exempt

Optional. Select this check box if there is a tax treaty with the nonresident alien payee�s country. Selecting this check box indicates that there is no tax withholding on the payment.

Foreign Source

Optional Select this check box if the payment is defined as foreign source based on U.S. income sourcing rules. Selecting this check box indicates that there is no tax withholding on the payment.

Gross up

Optional. Select this check box if the payee is to receive the stated check amount regardless of any required tax withholding. Any taxes required to be withheld are calculated and added to the original amount of the Disbursement Voucher by charging an additional matching amount to the first account listed in the Accounting Lines section.

Wire Transfer Tab

When you select Wire Transfer as the Payment Method you are prompted to complete the Wire Transfer tab.

The following describes the definitions for the fields in the Wire Transfer tab:

Title

Description

Recurring Profile No

Optional. Enter the user established code which quickly identifies the wire transfer profile for a payee to which frequent wire transfer payments are made.

Bank Name

Required. Enter the name of the financial institution to which the funds are to be wired

Bank ABA Routing #

Required for U.S. bank. Enter the nine-digit code that identifies the U.S. bank. Not required if wire is made to a foreign bank.

Bank City

Required. Enter the city location of the bank to which funds are to be wired

Bank State

Required for U.S. Enter the state location of the bank to which funds are to be wired

Bank Country

Required. Country location of the bank to which funds are to be wired. Select from the Bank Country list.

Bank Account#

Required. Enter the specific account number to which the funds are to be wired.

Bank Account in the Name of

Required. Enter the name on the account indicated above in the Bank Account# field

Waive wire transfer fee?

Display only. When institutions charge departments a wire transfer fee it is possible for the fee to be waived in particular situations. Only members of the KUALI_DV_WIRE workgroup have permission to waive the fee for a wire transfer.

Additional Wire Information

Optional. Enter additional information that you would like to send to the financial institution regarding this wire transfer.

Addenda

Optional. Enter any further information about the payment itself, similar to Additional Wire Information.

Wire To

Select from the list: Wire to US Bank or Wire to Foreign Bank

DV Amount Stated In

Select from the list:

The choices are "U.S. Dollars", "DV amount is stated in U.S. dollars; convert to foreign currency," or "DV amount is stated in foreign currency."

Currency Type

Required. The type or unit of currency for the payment.

Foreign Draft Tab

When you select Foreign Draft as the Payment Method you are prompted to complete the Foreign Draft tab.

The following describes the field definitions of the Foreign Draft tab:

Title

Description

DV amount is stated in U.S. dollars; convert to foreign currency

Optional. Select this option if the DV amount stated in U.S. Dollars and needs to be converted to a foreign currency.

DV Amount is stated in foreign currency

Optional. Select this option if the DV amount is stated in a foreign currency.

Currency Type

Required. Enter the type of currency for the payment.

Non-Employee Travel Expense Tab

You need to complete this tab if you select "Nonemployee Travel" as a payment reason. The Non-Employee Travel Expense Tab breaks down entry of the nonemployee travel expense information into five sections. They are Traveler Information, Destination, Per Diem, Personal Vehicle, Traveler Expenses, Travel Expenses Total, and Pre Paid Expenses.

The following describes the definitions of the sections within the Nonemployee Travel Expense tab.

Traveler Information Section

Non-Employee Travel Expense Tab, Traveler Information Section

Title

Description

Name

Required. Enter the name of the traveler (typically the payee).

Service Performed

Required. Enter the service this individual traveled to perform.

Place of Performance

Required. Enter the location where the service was rendered.

Regular Employer

Required. Enter the name of the traveler's employer.

Destination Section

This section contains information regarding the travel origination and destination, as well as capturing the times the departed and returned. The KFS uses the travel dates and times to accurately calculate Per Diem reimbursement.

The following describes the field definitions of the Nonemployee Travel Expense tab, Destination section:

Non-Employee Travel Expense Tab, Destination Section

Title

Description

From [City/State/Country]

Required. Enter the location from which the traveler departed.

From [Start Date/Time]

Required. Enter the date and time the traveler departed on their trip or select it from the calendar. The format for this field is: mm/dd/yyyy hh:mm XM (such as 07/26/2006 03:00 PM).

To [City/State/Country]

Required. Enter the traveler's destination location.

To [Start Date/Time]

Required. Enter the date and time the trip concluded (the traveler returned to their original location) or select it from the calendar. The format for this field is: mm/dd/yyyy hh:mm XM (such as 07/28/2006 08:00 PM).

Per Diem Section

The Per Diem section is used to calculate the amount due the nonemployee traveler for meals and incidental expenses. The calculation is based on dates and times provided in the Destination section above and the Per Diem rate as set forth by the IRS.

The following describes the field definitions of the Nonemployee Travel Expense tab, Per Diem section:

Non-Employee Travel Expense Tab, Per Diem Section

Title

Description

Category

Required. Select the category of destination of the traveler from the Category list defined by your institution but examples might include Foreign, U.S. 48, and U.S. AL & HI.

Rate

Required. Enter the Per Diem rate in dollars. Per Diem rates are based on rates set by the IRS but may vary from institution to institution.� These rates are typically calculated based on the city where the traveler spent the night (per IRS regulations). Additional information about Per Diem rates is available by clicking Per Diem Links next to the rate field in this section.

Calculated Amount

Required. Display only. The amount is updated when the Calculate button is clicked.

Actual Amount

Required. This field is pre-filled with the calculated amount but this may be edited to reduce the actual per diem payment (but never increased).

Justification for Change

Optional. Enter an explanation for the reason for the changes in the Actual Amount in the Per Diem, if it is changed.

Personal Vehicle Section

The Personal Vehicle section is used to calculate a reimbursement based on a KFS defined mileage rate for the personal vehicle used during the trip.

The following describes the field definitions of the Nonemployee Travel Expense tab, Personal Vehicle section:

Non-Employee Travel Expense Tab, Personal Vehicle Section

Title

Description

From (City/State)

Optional. Enter the city and state from which the traveler departed.

To (City/State)

Optional. Enter the destination city and state.

Round Trip?

Optional. Select this check box if the personal vehicle was used round trip.

Mileage Amount

Optional. Enter the number of personal vehicle miles driven. Enter the total number of miles for round trip travel; checking round trip? does not automatically miles entered.

Calculated Amount

Display only. The Personal Vehicle amount is calculated based on a �per mile� rate stored in the KFS when the Calculate button is clicked.

Traveler Expenses Section

This Traveler Expenses section is used to itemize other reimbursable out of pocket expenses the traveler may have incurred that need to be reimbursed. These are typically expenses for which the traveler would provide you a receipt.

The following describes the field definitions of the Nonemployee Traveler Expense tab, Traveler Expenses section:

Nonemployee Travel Expenses tab, Traveler Expenses section

Title

Description

Type

Required. Select the type of expense that needs to be reimbursed from the list. Examples include Airfare, Lodging, Taxi/Limousine Services.

Company

Required. Enter the company name that the traveler paid for the service. Enter the company name or select it from the lookup which lists pre-loaded companies specific to the expense type you have selected*.

Amount

Required The dollar amount the traveler paid for this particular expense.

Actions

The add button adds the current line to the document, the delete button deletes the current line.

Expense Sub Total

The expense sub total tracks all the expenses entered in this section

* The new companies are added by the Travel Company document.

Grand Total Section

The Grand Total combines the totals of the Per Diem, Personal Vehicle and Traveler Expenses sections into one total. This total should match the accounting line total and the Check Amount in the Payment Information tab.

Pre-Paid Expenses Section

This section can be used to show other expenses that were prepaid for this traveler. These entries have no effect on the Disbursement Voucher itself, but may help give a more complete picture of all the expenses incurred for this traveler.

This section functions identically to the Traveler Expenses section except that lines added here are not included in the Grand Total.

Pre-Paid Travel Expenses Tab

If the selected Payment Reason on a Disbursement Voucher is Travel Payment for Prepaid Travel the document initiator is prompted to complete the Pre-Paid Travel Expenses tab.

The following describes the field definitions for the two sections within the Pre-Paid Traveler Expenses section:

Overview Section

This section contains general information about the nature of the prepayment, the traveler's destination, and dates.

Pre-Paid Travel Expenses tab, Overview section

Title

Description

Location

Required. Enter the traveler's destination. This is typically the city and state for US travel or city and country for foreign travel.

Type

Required. Select the type of expense to be prepaid from the list. Selections may include: Prepaid Airfare, Prepaid Auto Rental, Prepaid Conference Registration, Prepaid Lodging, Prepaid Moving Rental, Prepaid Other, and Prepaid Taxi/Limo Service

Start Date

Required. Enter the date the travel begins in or select it from the calendar

End Date

Required. Enter the date the travel ends in or select it from the calendar

Expenses Section

The Expenses section includes details about the traveler(s) for whom the prepayment is being made.

Pre-Paid Travel Expense Tab, Expenses Section

Title

Description

Name

Required. Enter the name of the individual for whom the disbursement is being requested. Click Add. Continue entering as many names as needed. Multiple travelers may be added to the same DV document as long as the payee is the same for all of them. For example, registering several employees for the same conference and paying with a single check (payable to the conference itself).

Department Code

Required. Enter the department code for traveler belongs or (for nonemployees) the department sponsoring the travel.

Req/Instate

Required. Enter the request or instate travel code that specifically identifies the travel for which this disbursement is being made. The nature of this code may vary, but the field can be used for any identifying code�possibly referencing a travel system external to the KFS.

Amount

Required. Enter the dollar amount of the prepaid expense, for this individual.

Printing a Cover Sheet

If you have attachments or supporting documentation that needs to go to another university location you can print a cover sheet to accompany your documents. This cover sheet contains identifying information about the DV as well as an address field indicating where these materials should be sent.

To print a cover sheet, click the Print Disbursement Voucher Cover Sheet link which becomes available in the upper middle area of the document after you successfully submit the document. The cover sheet opens as a PDF document. Print the document, send it along with any attachments or supporting documentation and send it to the address shown on the cover sheet.

Business Rules

Object Type Restrictions for DV Documents

Object Type

Description

Restrictions

CH

Cash Not Income

Unallowable

ES

Expense Not Expenditure

Unallowable

FB

Fund Balance

Unallowable

IC

Income Not Cash

Unallowable

Object Level Restrictions for DV Documents

Object Level

Description

Restrictions

BASE

Assessments Expenditures

Unallowable

BASR

Assessments Revenue

Unallowable

BASS

Budget Assets

Unallowable

BCAS

Beginning Cash

Unallowable

BCOM

Budget Compensation

Unallowable

BFRE

Budget-Fee Remission

Unallowable

BGEX

Budget-General Expense

Unallowable

BLIA

Budget-Liability

Unallowable

BORE

Budget-Other Revenue

Unallowable

CRIN

Cost Recoveries-Income

Unallowable

FUBL

Fund Balance

Unallowable

HRCO

Hourly Compensation

Unallowable

ICOR

Indirect Cost Recovery Income

Unallowable

Object Sub Type Restrictions for DV Documents

Object Sub Type

Description

Unallowable

BU

Budget Only Object Codes

Unallowable

Payment Reasons

When processing a DV document, users must indicate a payment reason by selecting a Payment Reason Code from the Payment Reason list in the Payment Information tab. The payment reason identifies the nature of the disbursement and determines what restrictions the disbursement is subject to.

Choosing a payment reason may restrict the other choices you can make on the document. For example, most payment reasons only allow certain object codes and some restrict whether the person being paid can be an employee or nonemployee.

The current payment reasons for using a disbursement voucher are explained below as typical examples:

Payment Reason Code

Code

Title

Description

Z

Claims, Settlements, or Tax Payments

Claims might include payments for external insurance claims and some payments for worker's compensation.

E

Compensation for Services

These include services such as artist fees and honoraria payments.

D

Compensation in Respect to Decedent

This payment reason can be used to make death benefit payments.

H

Medical, Health Care, or Insurance Payment

Medical, Health Care, and Insurance Payments include payments for chiropractic care, counseling/therapy/psychiatric, dental care, home health care, hospital/ambulance, lab work, pathology, nursing, patient care, ophthalmology, optometry care, physician fees, surgeon fees, vaccines, and check-ups.

M

Moving Reimbursement

Moving Reimbursements are payments to new employees for relocation/moving expense.

C

Payment to Research Participant

This reason should be used when subject payments or participant expenses are paid to an individual participating in a research study.

L

Payments for Contractual Agreements

This payment reason should be used only for those payments required under a contractual agreement.

A

Prize or Award

These payments are generally for punitive damages or settlements.

F

Refund/Repayment to Individual or Agency

Payments made for returned goods sold, or refunds for services rendered. This reason can also include repayment to agencies for contract and grant funding. It is possible to debit an income object code with this payment reason.

B

Reimbursement for Out of Pocket Expense

These reimbursements are paid to an individual who incurs out-of-pocket expenses on behalf of their departmental business operations due to an emergency or a situation where the regular procurement procedures cannot be followed.

T

Rental Payment

Rents include rental payments for some equipment and space.

K

Revolving Fund Reimbursement

Revolving funds are a kind of cash account from which funds can be borrowed when cash is needed on hand for disbursements. Revolving funds are established as special types of payees that can be repaid using a DV document.

R

Royalties

Any payments associated with royalties, rights, and permissions should use this payment reason.

W

Subscriptions, Books, Fees, and Resale

Subscriptions, Books and Membership Fees may be used for any payment covering a renewal or subscription to a newspaper, magazine or to cover membership fees to a professional organization. This reason is also used by some departments, such as bookstores, to purchase books intended to be resold.

N

Travel Payment for a Nonemployee

This payment reason is used to reimburse a nonemployee for travel expenses incurred for the purposes of university business.

P

Travel Payment for Prepaid Travel

Travel Payment for Prepaid Travel should be used for any prepaid travel to include conference registration, lodging, limousine and air fares.� It can be used to prepay expenses for employees or nonemployees.

X

Travel Payment for Nonemployee with Honorarium

This allows the processing of a payment to a nonemployee for both travel reimbursement and an honorarium payment.

G

Utilities, Freight, or Postage

This reason can be used to pay utility bills, postage, or shipping and freight costs.

Process Overview

Not all KFS users are authorized to create Disbursement Vouchers. Permission is maintained through the DV_USERS Workgroup. Members of this workgroup can initiate DV documents. The DV document must route through a series of approvals before the disbursement is actually made, based on the rules set up by the institution. Due to its unique nature, the DV document has some special routing issues which are explained below.

DV Special Condition Routing

 

Condition

Special Routing

1

Payee is an employee paid outside of payroll

Tax Workgroup
(KUALI_DV_TAXGRP)

2

Payee requires backup withholding (determined by the control set attribute on the payee document)

Tax Workgroup
(KUALI_DV_TAXGRP)

3

Payee identified as requiring payments be held (determined by the control set attribute on the payee document)

Tax Workgroup
(KUALI_DV_TAXGRP)

4

Payee identified as being a nonresident alien (determined by the Nonresident Alien? Check box on the Payee section)

Tax Workgroup
(KUALI_DV_TAXGRP)

5

Payment reason is "Travel Payment for a Nonemployee" or "Travel Payment for Prepaid Travel"

Travel Workgroup
(KUALI_DV_TRAV)

6

Payment reason (Payment Information tab) is "Moving Reimbursement"

Tax Workgroup
(KUALI_DV_TAXGRP)

7

Documentation Location (Payment Information tab) is "Initiating Organization"

Final approval workgroup based on the initiator's campus rule

8

Documentation Location (Payment Information tab) is a campus location

Final approval workgroup associated with the selected campus

9

Documentation Location (Payment Information tab) is Travel Management

Travel Workgroup
(KUALI_DV_TRAV)

10

Documentation Location (Payment Information tab) is Tax Area

Tax Workgroup
(KUALI_DV_TAXGRP)

11

Payment Method is Wire Transfer

Wire Transfer Workgroup (KUALI_DV_WIRE)

12

Payment Method is Foreign Draft

Foreign Draft Workgroup (KUALI_DV_FRN)

Initiating a DV Document

1.��� Select Disbursement Voucher from the Financial Transactions menu.

2.��� Log in to the KFS as necessary.

A blank DV document with a new Document ID appears.

3.��� Complete the Payee Information tab.

If you wish to permanently change a nonemployee's address information you can process a Payee document to change the default address stored in the KFS.

The Payee document is available under the Disbursement Voucher in the Inquiry and Maintenance - General User area in the Main Menu.

4.��� Complete the Payment Information tab.

5.��� Complete the Accounting Lines tab.

Indicate what accounts and object codes are to be debited when making this disbursement.

6.��� Complete the Contact Information tab.

7.��� Click Submit.

8.��� Print a Cover Sheet, if necessary.

9.��� Appropriate Fiscal Officers and Org Reviewers approve the document.

Example

Travel reimbursement for a nonresident alien guest speaker (nonemployee)

A nonresident alien needs to be reimbursed for their travel expenses to speak at an event at the university.

In this scenario, the Payment Reason Code would be "Travel Payment for Nonemployee Travel." At a minimum, the initiator would need to complete the Payee, Payment Information, Nonemployee Travel, Accounting Lines, and Contact tabs.

Result: In addition to normal workflow routing, this document is routed to a special tax group who completes the Nonresident Alien Tax tab.

Top

Distribution of Income and Expense

The Distribution of Income and Expense (DI) document is used to distribute the income or expense, or assets and liabilities, from a holding account to one or more appropriate account(s) when one account has incurred expenses or received income on behalf of one ore more other accounts. It can also be used to move income, expenses, assets and liabilities to other sub- accounts, object codes or sub-object codes. Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the DI.

DI Document Layout

The DI document only has the standard financial transaction document tabs and does not have any unique tabs of its own.��

The Year End Distribution of Income (YEDI) document is available only during the fiscal year end close.

Do not use the DI to distribute salary, wages, or benefits. The DI does not accept compensation object codes. Use the Salary Expense Transfer or Benefit Expense Transfer documents instead.

Business Rules

Restrictions

The following Object Sub-Types are prohibited on this document:

Restricted Object Sub-Type in the DI Document

Sub-Type

Description

Restrictions

FR

Fringe Benefits

Use Benefits Expense Transfer document

SA/HW

Salaries and Wages

Use Salary Expense Transfer document

LD

Loss on Disposal of Assets

Use CAMS Documents

OP

Other Provisions

Use Auxiliary Voucher (AV) document.

MT

Mandatory Transfers

Use Transfer of Funds (TF) document.

TF

Transfer of Funds

Use Transfer of Funds (TF) document.

TN

Transfer - Generic

Use Transfer of Funds (TF) document.

BU

Budget Only Object Codes

Use Budget Adjustments (BA) document.

CA

Cash

Use Journal Voucher (JV) document.

FB

Fund Balance

Use Journal Voucher (JV) document.

Process Overview

Fiscal Officers or delegates for all From and To accounts must approve the DI document. Additional approvals may be established within the institution's review hierarchy or setup through ad hoc routing.

Initiating a DI Document

1.��� Select Distribution of Income and Expense from the Financial Transactions menu.

2.��� Log in to KFS as necessary.

A blank DI document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

The requirements unique to the DI document are as follows:

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab.

The pending entries include the offset generated lines to cash or fund balance object codes.

6.��� Review the Route Log tab.

The document is routed to the Fiscal Officers for each account used in the Accounting Lines.� The Route Status shows ENROUTE.

7.��� Appropriate Fiscal Officers and Org Reviewers approve the document.

Example

Distribution of Income and Expense

The travel department purchases all airline tickets via a central credit card and pays the card bill via a clearing account. Then they distribute the expenses to the proper account after the fact.

Enter account number, object code, and total amount to be transferred from clearing account in the From section. Enter account numbers, object codes, and amounts to be which the expense is transferred in the To section.

Result: Departmental accounts are charged for the airfare expenses and the credit card clearing account is reconciled. Fiscal Officers approve charges on their accounts.

The pending entries include the offset generation to the cash object code for each account.

Distribution of Mail Meter Charges

The Psychology has a mailroom that meters mail for the entire department. The mail charges are initially paid from a general Psychology account and then distributed to the correct account when the postage meter is replenished.

Departmental accounts are charged for the airfare expenses and the credit card clearing account is reconciled. Fiscal Officers approve charges on their accounts.

The pending entries include the offset generation to the cash object code for each account.

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General Error Correction

The General Error Correction (GEC) document is used to correct inappropriate or incorrect accounting string data for general ledger entries generated from other financial transactions.

By consistently referring to the details of each transaction being corrected, the GEC preserves and maintains the audit trail. Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the GEC.

GEC Document Layout

The GEC document only has the standard financial transaction document tabs and does not have any unique tabs of its own.

The Year End General Correction (YEGE) document is available only during the fiscal year end close.

Do not use the GEC to transfer or correct salary, wages, or benefits. The GEC does not accept compensation object codes. Use the Salary Expense Transfer and Benefit Expense Transfer documents instead.

Business Rules

Restrictions

The following object sub-types are prohibited on this document.

Restricted Object Sub-Type in the GEC Document

Sub-Type

Description

Restrictions

BU

Budget Only Object Codes

Use Budget Adjustments (BA) document.

CA

Cash

Use Journal Voucher (JV) document.

FB

Fund Balance

Use Journal Voucher (JV) document.

FR

Fringe Benefits

Use Benefits Expense Transfer document.

HW

Hourly Wages

Use Salary Expense Transfer document.

LD

Loss on Disposal of Assets

Use CAMS Documents.

MT

Mandatory Transfers

Use Transfer of Funds (TF) document.

OP

Other Provisions

Use Auxiliary Voucher (AV) document.

SA

Salaries and Wages

Use Salary Expense Transfer document.

TF

Transfer of Funds

Use Transfer of Funds (TF) document.

TN

Transfer - Generic

Use Transfer of Funds (TF) document.

WO

Write-Off Expense

Use Distribution of Income/Expense (DI) document.

Process Overview

Fiscal Officers or delegates for all accounts must approve the GEC document. Additional approvals may be established within the institution�s review hierarchy or set up through ad hoc routing.

Initiating a GEC Document

1.��� Select General Error Correction from the Financial Transactions menu.

2.��� Log in to KFS as necessary.

A blank GEC document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

The Accounting Lines tab of the GEC document varies slightly from other types of financial transaction eDocs:

4.��� Click Submit.

5.��� Review the General Ledger Pending Transaction tab.

This document automatically generates cash offset entries to cash or fund balance object codes.

6.��� Review the Route Log tab.

The document is routed to the Fiscal Officer for each account used in the Accounting Lines.� The Route Status shows ENROUTE.

7.��� Appropriate Fiscal Officers and Org Reviewers approve the document.

Example

Account Correction on Expense

An expense was charged to an incorrect account.

Use the From section to move the expense (credit expense) from the incorrect account and the To section to charge expense to the correct account (debit expense).

The correct expense is debited and the incorrect expense is credited. The GEC document allows users to easily make corrections to documents previously submitted and approved.

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General Ledger Correction Process

The General Ledger Correction Process (GLCP) document is used by central administration to correct errors that occur during General Ledger processing. The GLCP document allows users to correct errors in several different ways.

GLCP Document Layout

The GPCL document includes the Correction Result; Documents in System; Correction File Upload, Search Results; Edit Options and Action; Edit Criteria; and Search Criteria for Manual Edit tabs. The method chosen for correction determines which tabs on the document are active and which are inactive.

Here are a few possible combination of correction methods:

The following chart summarizes which tabs are active for the selected correction process.

Correction process and active tabs

Process

Doc in System

Correction File Upload

Search Results

Edit Options and Action

Edit Criteria

Search Criteria for Manual Edit

Correction Result

Database/Using Criteria

a

 

a

a

a

 

a

Database/Manual Edit

a

 

a

a

 

a

a

File Upload/Using Criteria

 

a

a

a

a

 

a

File Upload/Manual Edit

 

a

a

a

 

a

a

Correction Process Tab

The Correction Process tab is used to select the system (Database or File Upload) and the edit method (Using Criteria or Manual Edit) that should be used for corrections. Once a selection is made, click the Select button. This opens up available options on the other tabs of the document. The possible combinations and document tabs available to those combinations are discussed in Initiating a GPCL document discussion.

Documents in System Tab

The Documents in the System tab displays the files available for editing. The Documents in System list is populated when you click the select button in the Correction Process tab.

This list contains files that are created by the accounting cycle at the various steps of General Ledger Processing, such as the running of the Scrubber, the generation of Indirect Cost Recovery entries, or the generation and posting of Reversals.

Entries in this table contain an abbreviation indicating the type of file, followed by a descriptive name of that file. The prefix of each line indicates where in the General Ledger process the file originated.

Prefix and File Origination

Prefix

Description

BACK

Backup transactions from previous General Ledger Processing Cycles.

EDOC

Transactions generated by KFS e-Docs.

GLCP

Transactions created through use of the General Ledger Correction Process document.

ICR

Valid transactions generated by the Indirect Cost Recovery generation process.

ICRE

Error transactions created by the Indirect Cost Recovery generation process.

ICRV

Transactions from the Indirect Cost Recovery posting process.

MPE

Error transactions from the Main General Ledger posting process.

MPV

Valid transactions from the Main General Ledger posting process.

RPE

Error transactions from the Reversal posting process.

RPV

Valid transactions from the Reversal posting process.

SCE

Error transactions dropped from the Scrubber.

SCV

Valid transactions processed through the Scrubber.

SCX

Transactions with expired accounts identified by the Scrubber.

Each entry in the table is also assigned a unique document number followed by a date the file was generated. The final three entries on each line include important information about the current state of processing for this file:

Click the file you wish to correct to select it and use the action buttons at the bottom of the tab to take an action on that file. The options available are loading a group, copying a group to desktop, and deleting the group.

Loading a Group

Clicking the load group button displays the selected file on the Search Results tab and make it available for editing using the fields on the Edit Criteria tab.

Edit Option

When you select File Upload/Manual Edit Correction method, the system displays the edit button below the loaded data.

Clicking the edit button changes the tab into a manual edit. Click the edit button corresponding to the row that you wish to edit and make changes in the manual edit section with editable boxes below the loaded rows.

Click the save edits button when you are done editing the row. The changes you are making are immediately reflected in the loaded row.

Copying the Group to Desktop

This option allows you to open or save a copy of this file locally. When you click the copy group to desktop button, the File Download dialog window opens, prompting you to either open, save or cancel.

Deleting a Group

This option pulls the file from the accounting cycle, excluding it from future processing.

To make corrections to the file, choose Load Document to display the content in the Search Results tab.

Correction File Upload Tab

The Correction File Upload tab allows you to locate and load your file you wish to use. This tab is activated when Upload/Manual Edit method is selected in the Correction Process tab.

Click the Browse button.

Navigate to the file through the choose file dialog select the file and click Open.

Click the load document button and the content of the correction file you have selected appears in the Search Result tab.

Edit Options and Actions Tab

The Edit Options and Actions tab give you options for the type of correction file you wish to generate.

Title

Description

Process In Batch

Optional. Select this option if you want the system to generate your correction entries as a file defined as �Valid Processing Scrubbed,� meaning it needs to be passed through the regular General Ledger processing cycle. Clear the check box if you want the system to generate a file defined as �Valid Processed Scrubbed,� meaning the file does not get passed through the regular General Ledger processing cycle.

Output only records which match criteria?

Optional. Select this check box if you want the system to generate only the records that are changed by your correction edits on this GLCP. Clear the check box if you want the system to recreate the entire file including records that have not been corrected.

Show Output Group

Clicking the show button applies the Search and Modification criteria in the Edit Criteria tab and displays the transactions to be contained in the output file.

Edit Criteria Tab

The Edit Criteria tab is where you identify the rows of data you wish to make changes to and specify what those changes should be. To make corrections you can create one or more groups of Search Criteria and corresponding Modification Criteria. Each group can have multiple Search and Modification Criteria. The Edit Criteria tab has the Search Criteria section and the Modification section.

Search Criteria Section

To add Search Criteria, begin by selecting a Field you wish the KFS to search on. Then choose an Operator (such as Equals or Greater Than) and a Value indicating how the KFS should identify rows in relation to the Field you have selected. Click� the add button to enter your Search Criteria into a group.

For example, you might wish to find and make corrections to all rows in the selected file that contain Account Number 1031400 and have a Transaction Date greater than 09/01/2006. You would make the following entries in the Search Criteria fields:

Field

Operator

Value

Account Number

Equals

1031400

Transaction Date

Greater than

09/01/2006

This would effectively find all transactions in that file that involve account 1031400 and have a transaction date greater than 09/01/2006 and change the account number on those transactions to 1031420.

Adding a Group

You can make multiple changes to a file based on different Search Criteria by adding additional groups. To add another group, click the add button by "Add Groups." This creates another entry in this tab where you can enter different Search and Modification Criteria.

For example, if you wish to add another criterion which selects the transactions with the Project Code of "ABC", you may specify it in the second group by selecting the Project Code field and setting the value to "ABC." To specify the correction to change the value "ABC" to "XXX", select "Project Code" from the Field list in the Modification Criteria section and enter the value of "XXX."

Modification Criteria Section

The Modification Criteria section is where you specify how you want the corrections to be made.

Title

Description

Field

Optional. Select the field that you wish to make the correction from the Field list.

Replacement Value

Optional. Enter the value to be replaced.

You must click the add button to add the modification criteria.

Search Criteria for Manual Edit Tab

When manually editing a file you can use the Search Criteria for Manual Edit tab to apply a filter to the rows of data and only display the rows that match your search criteria. This can be helpful when working with a large file that only needs corrections to a limited number of rows. To filter the rows displayed in the Search Results tab, complete the criteria as described for the Search Criteria tab when using the Database/Using Criteria correction method.

Click search when you are done adding the search criteria.

Submitting a Document

When you complete the required tabs, click the Submit button. The message is displayed in the upper left corner.

Correction Result Tab

The Correction Result tab is automatically completed after the GLCP document is submitted. It contains summary information about the debits and credits impacted and the number of rows of data that the GLCP document output.

Business Rules

The GLCP e-doc is only available to members of the KUALI_ROLE_GENERAL_LEDGER_CORRECTION_PROCESS_DOCUMENT_USER workgroup.

Process Overview

The document routes to the KUALI_FMSOPS workgroup for approval.

Initiating a GLCP Document

The following covers three different methods to make corrections to General Ledger.

Database/Using Criteria Correction Method

1.��� Select Database and Using Criteria and click the select button in the Correction Process tab.

The available files for editing appear in the Origin Entry Group list in the Documents in System tab.

2.��� Select the file in the Documents in System list and click the load group button.

3.��� Enter your Search and Modification criteria in the Edit Criteria tab.

Click the add button to add the search or modification criteria.

4.��� Select the type of correction file to be created in the Edit Options and Action tab.

5.��� Click the Submit button to process your GLCP document.

A new file to be added to the General Ledger processing cycle is created.

6.��� Observe the message "Document was successfully submitted."

7.��� Review the Correction Result tab.

8.��� Review the Route Log tab.

The document is routed to the KUALI_FMPOS workgroup.

9.��� Appropriate Org Reviewers (KUALI_FMOPS Workgroup) approve the document.

Database/Manual Edit Corrections Method

1.��� Select Database and Using Criteria and click the select button in the Correction Process tab.

The available files for editing appear in the Origin Entry Group list in the Documents in System tab.

2.��� Select the file in the Documents in System list and click the load group button.

3.��� Click the edit button.

4.��� Enter search criteria in the Search Criteria for Manual Edit tab to filter the data (optional). Click Search.

5.��� Make manual changes to the loaded row.

Click the save edits button when you are done with each row.

6.��� Select the type of correction file to be created in the Edit Options and Action tab.

7.��� Click submit.

A new file to be added to the General Ledger processing cycle is created.

8.��� Observe the message "Document was successfully submitted."

9.��� Review the Correction Result tab.

10.� Review the Route Log tab.

The document is routed to the KUALI_FMPOS Workgroup.

11.� Appropriate Org Reviewers (KUALI_FMOPS Workgroup) approve the document.

File Upload/Manual Edit Corrections

1.��� Select Database and Using Criteria and click the select button in the Correction Process tab.

2.��� Browse and load the file in the Correction File Upload tab.

3.��� Enter search criteria in the Search Criteria for Manual Edit tab to filter the data (optional). Click Search.

4.��� Make manual changes to the loaded row.

Click the save edits button when you are done with each row.

5.��� Select the type of correction file to be created in the Edit Options and Action tab.

6.��� Click submit.

A new file to be added to the General Ledger processing cycle is created.

7.��� Observe the message "Document was successfully submitted."

8.��� Review the Correction Result tab.

9.��� Review the Route Log tab.

10.� The document is routed to the KUALI_FMPOS Workgroup.

11.� Appropriate Org Reviewers (KUALI_FMPOS Workgroup) approve the document.

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Indirect Cost Adjustment

The Indirect Cost Adjustment (ICA) document is used to adjust the amount of indirect cost expense charged to a contract and grant account and automatically adjust the associated amount of indirect cost revenue.

Every contract and grant account in the KFS has an associated Indirect Cost Recovery Account. When indirect cost is charged as an expense to a contract and grant account, an equal amount of indirect cost revenue is generated in the corresponding Indirect Cost Recovery Account.

The ICA document is normally used to make small adjustments to align indirect costs with direct expenditures. This document might also be used to correct previous errors with the collection of indirect cost or to manually add indirect cost to an account when the KFS method of calculating indirect cost recovery as a percentage of direct costs is not sufficient. There are no special permission restrictions for the ICA document.

ICA Document Layout

The ICA document only has the standard financial transaction document tabs and does not have any unique tabs of its own.��

Business Rules

Process Overview

The ICA document routes based on the accounts used on the document as follows:

Initiating an ICA Document

1.��� Select Indirect Cost Adjustment from the Financial Transactions menu.

2.��� Log in to KFS as necessary.

A blank ICA document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

Notice that the object codes in the Grant and Receipt section of the Accounting Lines tab are pre-populated and are not editable.

4.��� Click Submit.

5.��� Review the General Ledger Pending Transaction tab.

Accounts on the �Grant� side are debited when the amount is positive, and credited when the amount is negative. Accounts on the �Income� side are credited when the amount is positive and debited when the amount is negative. This document automatically generates cash offset entries to cash or fund balance object codes.

6.��� Review the Route Log tab.

The document is routed to the Fiscal Officer for each account used in the Accounting Lines. The Route Status shows ENROUTE.

7.��� Appropriate Fiscal Officers and Org Reviewers approve the document.

Example

Adding Indirect Cost Expense to a Contract and Grant account

While preparing a financial report it was discovered that indirect cost on this account is $1.24 below what it should be. $1.24 is debited to the indirect cost expense object code 5500 on account 4431421, while an equal amount of indirect cost income is credited to the indirect cost recovery object code 1803 on account 1031400.

The initiator of this document only needed to add the line on the "Grant" side of the document. The line on the "Receipt" side of the document is generated automatically.

Both sides of the document automatically populate the correct indirect cost object codes. Notice that the system has automatically generated the appropriate offset entries -- in this case to object code 8000.

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Internal Billing

The Internal Billing (IB) document is used to bill for goods or services provided by one university department to another university department, reflecting income to the provider and expense to the customer.

This document is not used to record the transfer of capital equipment between university accounts. Normally this type of transaction is recorded via a Transfer of Funds (TF) document.

IB Document Layout

An IB document has its own unique tab called Items tab in addition to the standard financial transaction tabs.

Items Tab

The Items tab is optional. If you do choose to use this tab, quantity and item cost are required fields.� This tab does not have any impact on the Accounting Lines tab, nor does it need to balance to the Accounting lines. Therefore, filling out the Items tab does not automatically update the total of the accounting lines.

Title

Description

Date

Optional. Enter the date of service or select it from the calendar.

Stock #

Optional. Enter the stock number for the goods or services provided.

Description

Optional. Enter the description of goods or services.

Quantity

Required. Enter the quantity of goods or services provided.

UOM

Optional. Enter the unit of measure.

Item Cost

Required. Enter the cost per item for goods or services.

Total

Display only. The extended cost is calculated when you add the line by clicking add.

Business Rules

Fund Group Code Restrictions for IB Documents

Sub Fund Group Code

Description

Restriction

LF

Loan Fund

Unallowable

Sub-fund Group Code Restrictions for IB Documents

Sub Fund Group Code

Description

Restriction

PFRI

Retirement of Indebtedness

Unallowable

PFIP���

Investment in Plant

Unallowable

The Object Code field has the following restrictions:

Object Type Code Restrictions for IB Documents

Object Type Code

Description

Restrictions

ES

Expense Not Expenditure

Unallowable

IC

Income Not Cash

Unallowable

Object Code Sub-Type Restrictions for IB Documents

Object Type Code

Description

Restrictions

BU

Budget-Only Object Code

Unallowable

CP

Construction Process

Unallowable

FR

Fringe Benefits

Unallowable

GI

Gifts

Unallowable

HW

Hourly Wages

Unallowable

IV

Investments

Unallowable

MT

Mandatory Transfers

Unallowable

PL

Capital Assets

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

ST

State Appropriations

Unallowable

TF

Transfer of Funds

Unallowable

WO

Write-Off Expenses

Unallowable

Process Overview

The IB document routes based on the account numbers used on the document as follows:

* The IB document does not route to the Fiscal Officer for Income accounts on the Income side of the document.

Initiating an IB Document

1.��� Select Indirect Internal Billing from the Financial Transactions menu.

2.��� Log into KFS as necessary.

A blank Internal Billing document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

4.��� Complete the Items tab.

5.��� Click Submit.

6.��� Review the General Ledger Pending Transaction tab.

Accounts in the Income section are credited when the amount is positive, and debited when the amount is negative. Accounts in the Expense section are debited when the amount is positive, and credited when the amount is negative. This document automatically generates cash offset entries to cash or fund balance object codes.

7.��� Review the Route Log tab.

The document is routed to the Fiscal Officer for each expense account used in the Accounting Lines. The Route Status shows ENROUTE.

8.��� Appropriate Fiscal Officers and Org Reviewers approve the document.

Example

Education Department Billing for Evaluation Services

The Education department provided evaluation services for two days to the Psychology department and needs to bill for these services.

The Education department's income of $300.00 is recorded to the Evaluation and Services object code 5023 on the EDUC account 1040233, and the expense of $300.00 is charged to the Evaluation object code 5024 on the PSY account 1031400.

The IB document provides a simple mechanism for departments to charge one another for serviced rendered.

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Journal Voucher

The Journal Voucher (JV) document is used to perform accounting tasks that cannot be done by any of the other financial transaction documents. This document creates very open ended financial transactions, with few business rule checks. The JV document can also be used to correct errors that may occur in the system which inadvertently put the GL out of balance.

The JV document is not required to balance and does not create any offsetting entries.

JV Document Overview

A JV document has its own unique tab called Journal Voucher Detail tab in addition to the standard financial transaction tabs.��

Journal Voucher Detail Tab

The Journal Voucher Detail tab is unique to the JV document and contains several fields.

Title

Description

Accounting Period

Required. Select an accounting period or select it from the Accounting Period list or from the lookup. The Accounting Period list contains open accounting periods only. If for some reason a closed period needed to be selected, use the lookup which shows both open and closed periods.

Balance Type Code

Required. Select a balance type or select it from the Balance Type Code list or from the lookup. Both methods display the same selections.

Reversal Date

Optional. Enter the date that the automated reversal process should post reversing entries to the GL for this transaction, or select a date or select it from the calendar.

The Accounting Lines tab of the JV varies slightly from other types of financial transaction eDocs. This section of the JV also varies depending on which Balance Type is selected.� The Object Type is a required field for all JV�s.

External Encumbrance Balance Type:� When you select EX as the Balance Type in the Journal Voucher Detail tab, you must enter the Reference Origination Code, Reference Number and Reference Type Code in addition to the credit and debit amount.

Additional Information for EX Balancing Type in the Accounting Lines

Title

Description

Reference Origination Code

Required. Enter the system code that generated the entry being corrected or search for it in the Ref Origin Code lookup

Reference Number

Required. Enter the Ref Number for the specific transaction line being corrected.

Reference Type Code

Required. Enter the Ref Type Code of document for the transactions being processed, or search for it in the Ref Type Code lookup

The Balance Type Code controls whether or not you are required to enter an offsetting transaction in the Accounting Line. In order to find out if the offsetting transactions are required, click the round magnifying glass icon by the Balance Type Code and review Offset Generation column. Offset generation is not required for budget related Balance Type Codes, but is required for encumbrance related Balance Type Codes.

Business Rules

Process Overview

Once a JV is submitted, it is automatically approved and does not route. The document status is Final and the transaction is posted to the General Ledger during the next G/L batch process.

Initiating a JV Document

1.��� Select Journal Voucher from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank JV document with a new Document ID appears.

3.��� Complete the Journal Voucher tab.

4.��� Complete the common financial transaction tabs.

Fill in both the From and To sections in the Accounting Lines tab.� The Accounting Lines tab for the JV differs from the standard Accounting Lines tab.

5.��� Click Submit.

6.��� Review the General Ledger Pending Transaction tab.

7.��� Review the Route Log tab.

No approval is required.

Example

Object Code Correction

An object code correction needs to be made to a capital asset in a previous fiscal year.

The JV allows the initiator to choose the posting period for the transaction, even if it is a prior year, and the type of balances to be affected, which is Actuals, in this case. Because the JV does not generate any offset entries users must enter all components of the transaction. The JV is typically restricted to a select group of users as it can be used to affect virtually anything in the KFS, does not have to balance, does not route for approval, and does not generate offset entries.

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Non-Check Disbursement

The Non-Check Disbursement (ND) document is used to record charges or debits directly assessed to university bank accounts. It is used primarily by the Tax and Treasury Accounting areas to record wire transfers, foreign drafts, etc. The ND document is used to record banking transactions that do not automatically update the accounts in the system, such as bank charges, wire transfer fees, etc.

ND Document Layout

The ND document only has the standard financial transaction document tabs and does not have any unique tabs of its own.

Business Rules

Object Code Sub Type Restrictions for ND Documents

Object Code Sub Type

Description

Restrictions

BU

Budget-Only Object Codes

Unallowable

CA

Cash

Unallowable

CE

Cost Recovery Expense

Unallowable

FB

Fund Balance

Unallowable

FR

Fringe Benefits

Unallowable

HW

Hourly Wages

Unallowable

MT

Mandatory Transfers

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

VA

Valuations and Adjustments

Unallowable

Object Code Type Restrictions for ND Documents

Object Code Type

Description

Restrictions

IC

Income Not Cash

Unallowable

ES

Expense Not Expenditure

Unallowable

Individual institutions may modify the above restrictions or make additional restrictions by object code type, object code sub type, sub fund group and consolidation object code.

Process Overview

The ND document routes based on the account numbers used on the document as follows:

Initiating a ND Document

1.��� Select Non-Check Disbursement from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank ND document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

4.��� Click Submit.

5.��� Review the General Ledger Pending Transaction tab.

The document is routed to the Fiscal Officer for each account used in the Accounting Lines tab.� The Route Status shows ENROUTE.

6.��� Review the Route Log tab.

7.��� Appropriate Fiscal Officers and Org Reviewers approve the document.

Example

Paying a Dental Plan from a University Account

An entry is needed to record funds directly withdrawn from a University bank account to pay for a dental plan, charging the expense to account 6812735.

The dental plan expense account is debited and offset entries are automatically generated. The ND first routes to the Fiscal Officer of account 6812735 and then routes to a member of the KUALI_MONEYMOVER workgroup for final approval.

The General Ledger Pending Entries tab shows that account 6812735 has been debited for object code 5680 and the system has automatically generated the appropriate cash offset to object 8000.

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Pre-Encumbrance

The Pre-Encumbrance (PE) document allows you to add encumbrances using an eDoc instead of relying on information from some system outside the KFS. These transactions are for the use of the Fiscal Officers to earmark funds for which unofficial commitments have already been made.

The PE document provides the ability to record encumbrances to an account manually, independent of these external or internal systems. With this document, users can set aside an amount of money for future anticipated expenses that might not otherwise be encumbered. The document can also be used to disencumber open encumbrances.

The KFS can accept encumbrances from many sources, including external systems (such as a payroll system that might feed information into the General Ledger) and internal systems that represent other modules of the KFS such as its purchasing module.

PE Document Layout

A PE document has its own unique tab called Pre-Encumbrance Details tab in addition to the standard financial transaction tabs.

Pre-Encumbrance Details Tab

The Pre-Encumbrance Details tab contains an optional Reversal Date field date. When entering an encumbrance, a reversal date may be entered to indicate when the system should automatically reverse the encumbrance. This date must not be earlier than the current date.

Encumbrances entered on a PE document without a reversal date must be reversed manually by processing another PE document and entering one or more accounting lines in the Disencumbrance section of the document..

Business Rules

Note: If you�re using the Sufficient Funds checking feature of the KFS, remember that encumbrances are taken into account in the sufficient funds calculation.

Process Overview

The Pre-Encumbrance document routes based on the account numbers used on the document as follows:

Initiating a PE Document

1.��� Select Pre-Encumbrance from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank PE document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

Complete the Accounting Lines tab as follows:

4.��� Complete the Pre-Encumbrance Details tab.

5.��� Click Submit.

6.��� Review the General Ledger Pending Entries tab.

The pending entries include offset generation lines to the xxxxx object code.

7.��� Review the Route Log tab.

The document is routed to the Fiscal Officer for each account used in the Accounting Lines tab. The Route Status shows ENROUTE.

8.��� Appropriate Fiscal Officers, Org Reviewers, and Sub-Fund Reviewers approve the document.

Example

Adding an Encumbrance to an Account without a Reversal Date

We need to encumber $1,000 that we plan to pay to an artist who is creating a mural. This allows us to set aside the money in our account to keep track of this $1,000 expense that is to be charged to account 1031400 in the future.

In this example a Reversal Date has not been included. This means that rather than having the KFS automatically remove this encumbrance on a future date has to disencumber the account by processing another Pre-Encumbrance document.

The General Ledger Pending Ledger Entries tab shows that these entries are made in balance type �PE� (Pre-Encumbrance). This marks the entries as being distinct from other balance types such as Actuals (AC) or Current Budget (CB).

Disencumbering the Funds

To disencumber the funds that were encumbered in the first example, enter the same information used before, but this time make entries on the �Disencumbrance� side of the document. One difference is that you were required to enter two other fields: Ref Origin Code and Ref Number. Use the Ref Origin Code to indicate the system the original encumbering transaction came from (�01� means the KFS in this example) and the Ref Number indicates the identifying document number in that system (the document ID number of the KFS Pre-Encumbrance document used to initially encumber the funds).

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Service Billing

The Service Billing (SB) document is a restricted use document. Like the Internal Billing document, it is used for the billing of goods and services provided by a university department to another internal department, reflecting income to the provider and expense to the customer. These transactions are generated by the servicing department.

The difference between the SB document and the Internal Billing document is that the SB does not route for fiscal officer approval. A formal pre-agreement exists between the service provider and the department being billed; based on a service provider's ability to provide documentation for all transactions. This pre-agreement serves as an ongoing approval for these transactions and ensures that only authorized organizations can create a billing without approval routing.

The SB document is used by the members of a workgroup in the Service Billing Control Table. These users belong to university departments that have pre-agreements for the billing for goods or services provided to other departments.

SB Document Layout

A SB document has its own unique Items tab in addition to the standard financial transaction tabs.����

Items Tab

The Items tab is optional. If you do choose to use this tab, quantity and item cost are required fields. This tab does not have any impact on the Accounting Lines tab, nor does it need to balance to the Accounting lines. Therefore, filling out the Items tab does not automatically update the total of the accounting lines.

Title

Description

Date

Optional. Enter the of service or select it from the calendar .

Stock #

Optional. Enter the stock number for the goods or services provided.

Description

Optional. Enter the description of goods or services.

Quantity

Required. Enter the quantity of goods or services provided.

UOM

Optional. Enter the unit of measure.

Item Cost

Required. Enter the cost per item for goods or services.

Total

Display only. The extended cost is calculated when you add the line by clicking add.

Business Rules

Fund Group Restrictions for SB Documents

Fund Group Code

Description

Restrictions

LF

Loan Fund

Unallowable

The Sub-fund Group has restrictions are as follows:

Sub-fund Group Restrictions for SB Documents

Sub Fund Group

Description

Restrictions

PFRI

Retirement of Indebtedness

Unallowable

PFIP

Investment in Plant

Unallowable

The Object Code restrictions are as follows:

Object Type Code Restrictions for SB Documents

Object Type Codes

Description

Restrictions

AS

Asset

Unallowable

CH

Cash Not Income

Unallowable

ES

Expense Not Expenditure

Unallowable

IC

Income Not Cash

Unallowable

LI

Liability

Unallowable

Unallowable object level codes: Contracts and Grants Sponsored Programs (C&G)

Object Code Sub-Type restrictions are as follows:

Object Code Sub-Type Restrictions for SB Documents

Object Code Sub-Type

Description

Restrictions

BU

Budget-Only Object Codes

Unallowable

CP

Construction Process

Unallowable

FR

Fringe Benefit

Unallowable

GI

Gifts

Unallowable

HW

Hourly Wages

Unallowable

IV

Investments

Unallowable

MT

Mandatory Transfers

Unallowable

PL

Plant-Capital Assets

Unallowable

RE

Reserves

Unallowable

SA

Salary and Wages

Unallowable

ST

State Appropriations

Unallowable

TF

Transfer of Funds

Unallowable

WO

Write-off Expenses

Unallowable

On an Income line, capital object codes may not be used

Process Overview

Once the SB is submitted, it is automatically approved and does not route. The document status is FINAL, and the transaction is posted to the General Ledger during the next G/L batch process.

Initiating a SB Document

1.��� Select Service Billing from the Financial Transactions menu.

2.��� Log in to the KFS as necessary.

A blank SB document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

Complete both the Income section and Expense section in the Accounting Lines tab.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab.

Accounts in the Income section are credited when the amount is positive, and debited when the amount is negative. Accounts in the Expense section are debited when the amount is positive, and credited when the amount is negative. This document automatically generates cash offset entries to cash or fund balance object codes.

6.��� Review the Route Log tab.

No approval is required.

Example

Motor Pool Billing

The Motor Pool needs to bill several departments for fuel expenses totaling $288.25. The Motor Pool account is 6628010 with this income recorded to Vehicle Service object code 1492. The expenses of $172.48 and $115.77 are charged, respectively, to the Motor Vehicle Charge � Non Travel object code 4040 on Psychology account 1022600 and Instructional Support and Development account 2331426.

The SB document provides a simple mechanism for departments to charge one another for services rendered, without the need for the document to route for approval.

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Transfer of Funds

The Transfer of Funds (TF) document is used to transfer funds (cash) between accounts. The TF could be used to cover an overdraft, reimburse an account for an expense, or to fulfill a funding commitment.

There are two kinds of transfer transactions, mandatory and non-mandatory.� Mandatory transfers are required to meet contractual agreements. Specific object codes are used to identify these transactions. An example of this type of transfer is moving dedicated student fees to the retirement of indebtedness fund group for principal and interest payments on bonds.

Non-mandatory transfers are allocations of unrestricted cash between fund groups, which are not required by any external agreements. These transfers are the most commonly used throughout the university.

TF Document Layout

The TF document has only the standard financial transaction document tabs and does not have any unique tabs of its own.

Business Rules

The Object Code restrictions are as follows:

Restricted Object Type Code in the TF Document

Object Type Codes

Description

Restrictions

ES

Expense Not Expenditure

Unallowable

IC

Income Not Cash

Unallowable

Individual institutions may modify the above restrictions or make additional restrictions by fund group.

Process Overview

The document routes based on the account numbers used on the document as follows:

Initiating a TF Document

1.��� Select Transfer of Funds from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank TF document with a new Document ID appears.

3.��� Complete the common financial transaction tabs.

All Accounting Lines in the To section generate credits.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab.

The pending entries include the offset generation to cash or fund balance object codes.

6.��� Review the Route Log tab.

The document is routed to the Fiscal Officer for each account used in the Accounting Lines. The Route Status shows ENROUTE.

7.��� Appropriate Fiscal Officers and Org Reviewers must approve the document.

Example

Transfer of Funds

The Psychology department is transferring funds from the General Fund to cover expenses for a faculty research project. Funds need to be transferred from account 1031400 to account 2231402 to fund research expenses.

The Pending Ledger Entries show a debit entry of $2000 to Object Code 9900 (Transfer Out) on Account 1031400 and a credit entry of $2000 to Object Code 9915 (Transfer of Funds - Revenue) on Account 2231402, with system generated offset lines to the appropriate cash object code for each account.

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Year End Budget Adjustment

Year end documents are special versions of standard KFS financial documents and are used to make changes to a fiscal year that has ended. The year end versions of these documents operate almost identically to the regular KFS versions, with just a few exceptions (described below). Year End versions of the following financial documents exist in KFS:

The Year End documents are used to record transactions that occurred during a fiscal year, but were not recorded prior to the closing of the final accounting period for that fiscal year. The standard versions of the KFS financial documents post the transaction to the current fiscal year and period during which the document is approved. The Year End documents are posted to whatever fiscal period of the previous fiscal year is currently open to receive transactions (period 12 or 13 depending on the institution�s posting schedule). Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the Year-End documents.

The Year End documents are used primarily in the period between the end of a fiscal year and the end of the closing period for that fiscal year. A Kuali Super User (likely a central administrator at the institution) determines when these documents become available and for how long they are active. In most cases they are available for only a brief window of time following the end of an institution�s fiscal year, prior to final closing of that fiscal year.

Business Rules

Year End documents inherit all the business rules of their regular document. For example, a Year End Distribution of Income and Expense document uses the same business rules that are associated with the regular Distribution of Income and Expense document.

Process Overview

Year end documents route differently than their regular counterpart documents. Most notably they skip the Fiscal Officer level of routing and go directly to Org Review and then to an institutionally specified year end processing workgroup. The documents route as follows:

* Note that Year End documents do not inherit the same Org Review rules as their regular documents. Thus it is possible for the Year End General Error Correction document to have different Org Review rules than the regular General Error Correction document.

Initiating a Year End Document

1.��� Select the desired Year End Document from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank Year End document with a new Document ID appears.

3.��� Complete the common financial transaction tabs and the other tabs specific to the document type.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab

Year End documents generate General Ledger entries (including offsets) in the same way their regular counterpart documents do, but all these entries are posted to the open accounting period of the prior fiscal year, most often accounting period 13.

6.��� Review the Route Log tab.

The document is routed to Org review for each expense account used in the Accounting Lines. The Route Status shows ENROUTE.

7.��� Appropriate Org Reviewers must approve the document.

Example

Correcting Object Code at Year End via Year End DI Document

The Psychology Department has determined that prior to June 30th (the end of the fiscal year), a supply order was charged to account 1031420 with object code, 4100 (Office Supplies). It is now July 6th and the department would like to distribute the portion of the order that represents lab supplies to the correct object code, 4035 (Lab Supplies) for the prior fiscal year.

Because it is now July, the Department must process a Year End version of the Distribution of Income and Expense document to ensure that the General Ledger entries are posted to the correct fiscal year. Aside from the name of the document in the upper-left corner, the Year End DI is virtually from the same as the regular DI document.� But instead of being posted to the current fiscal year, these entries are made to the open period of the prior fiscal year.

The document also routes differently in that it does not require the approval of the fiscal officer for account 1031420.

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Year End Distribution of Income and Expense

Year end documents are special versions of standard KFS financial documents and are used to make changes to a fiscal year that has ended. The year end versions of these documents operate almost identically to the regular KFS versions, with just a few exceptions (described below). Year End versions of the following financial documents exist in KFS:

The Year End documents are used to record transactions that occurred during a fiscal year, but were not recorded prior to the closing of the final accounting period for that fiscal year. The standard versions of the KFS financial documents post the transaction to the current fiscal year and period during which the document is approved. The Year End documents are posted to whatever fiscal period of the previous fiscal year is currently open to receive transactions (period 12 or 13 depending on the institution�s posting schedule). Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the Year-End documents.

The Year End documents are used primarily in the period between the end of a fiscal year and the end of the closing period for that fiscal year. A Kuali Super User (likely a central administrator at the institution) determines when these documents become available and for how long they are active. In most cases they are available for only a brief window of time following the end of an institution�s fiscal year, prior to final closing of that fiscal year.

Business Rules

Year End documents inherit all the business rules of their regular document. For example, a Year End Distribution of Income and Expense document uses the same business rules that are associated with the regular Distribution of Income and Expense document.

Process Overview

Year end documents route differently than their regular counterpart documents. Most notably they skip the Fiscal Officer level of routing and go directly to Org Review and then to an institutionally specified year end processing workgroup. The documents route as follows:

* Note that Year End documents do not inherit the same Org Review rules as their regular documents. Thus it is possible for the Year End General Error Correction document to have different Org Review rules than the regular General Error Correction document.

Initiating a Year End Document

1.��� Select the desired Year End Document from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank Year End document with a new Document ID appears.

3.��� Complete the common financial transaction tabs and the other tabs specific to the document type.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab

Year End documents generate General Ledger entries (including offsets) in the same way their regular counterpart documents do, but all these entries are posted to the open accounting period of the prior fiscal year, most often accounting period 13.

6.��� Review the Route Log tab.

The document is routed to Org review for each expense account used in the Accounting Lines. The Route Status shows ENROUTE.

7.��� Appropriate Org Reviewers must approve the document.

Example

Correcting Object Code at Year End via Year End DI Document

The Psychology Department has determined that prior to June 30th (the end of the fiscal year), a supply order was charged to account 1031420 with object code, 4100 (Office Supplies). It is now July 6th and the department would like to distribute the portion of the order that represents lab supplies to the correct object code, 4035 (Lab Supplies) for the prior fiscal year.

Because it is now July, the Department must process a Year End version of the Distribution of Income and Expense document to ensure that the General Ledger entries are posted to the correct fiscal year. Aside from the name of the document in the upper-left corner, the Year End DI is virtually from the same as the regular DI document.� But instead of being posted to the current fiscal year, these entries are made to the open period of the prior fiscal year.

The document also routes differently in that it does not require the approval of the fiscal officer for account 1031420.

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Year End General Error Correction

Year end documents are special versions of standard KFS financial documents and are used to make changes to a fiscal year that has ended. The year-end versions of these documents operate almost identically to the regular KFS versions, with just a few exceptions (described below). Year End versions of the following financial documents exist in KFS:

The Year End documents are used to record transactions that occurred during a fiscal year, but were not recorded prior to the closing of the final accounting period for that fiscal year. The standard versions of the KFS financial documents post the transaction to the current fiscal year and period during which the document is approved. The Year End documents are posted to whatever fiscal period of the previous fiscal year is currently open to receive transactions (period 12 or 13 depending on the institution�s posting schedule). Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the Year-End documents.

The Year End documents are used primarily in the period between the end of a fiscal year and the end of the closing period for that fiscal year. A Kuali Super User (likely a central administrator at the institution) determines when these documents become available and for how long they are active. In most cases they are available for only a brief window of time following the end of an institution�s fiscal year, prior to final closing of that fiscal year.

Business Rules

Year End documents inherit all the business rules of their regular document. For example, a Year End Distribution of Income and Expense document uses the same business rules that are associated with the regular Distribution of Income and Expense document.

Process Overview

Year end documents route differently than their regular counterpart documents. Most notably they skip the Fiscal Officer level of routing and go directly to Org Review and then to an institutionally specified year end processing workgroup. The documents route as follows:

* Note that Year End documents do not inherit the same Org Review rules as their regular documents. Thus it is possible for the Year End General Error Correction document to have different Org Review rules than the regular General Error Correction document.

Initiating a Year End Document

1.��� Select the desired Year End Document from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank Year End document with a new Document ID appears.

3.��� Complete the common financial transaction tabs and the other tabs specific to the document type.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab

Year End documents generate General Ledger entries (including offsets) in the same way their regular counterpart documents do, but all these entries are posted to the open accounting period of the prior fiscal year, most often accounting period 13.

6.��� Review the Route Log tab.

The document is routed to Org review for each expense account used in the Accounting Lines. The Route Status shows ENROUTE.

7.��� Appropriate Org Reviewers must approve the document.

Example

Correcting Object Code at Year End via Year End DI Document

The Psychology Department has determined that prior to June 30th (the end of the fiscal year), a supply order was charged to account 1031420 with object code, 4100 (Office Supplies). It is now July 6th and the department would like to distribute the portion of the order that represents lab supplies to the correct object code, 4035 (Lab Supplies) for the prior fiscal year.

Because it is now July, the Department must process a Year End version of the Distribution of Income and Expense document to ensure that the General Ledger entries are posted to the correct fiscal year. Aside from the name of the document in the upper-left corner, the Year End DI is virtually from the same as the regular DI document.� But instead of being posted to the current fiscal year, these entries are made to the open period of the prior fiscal year.

The document also routes differently in that it does not require the approval of the fiscal officer for account 1031420.

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Year End Transfer of Funds

Year-end documents are special versions of standard KFS financial documents and are used to make changes to a fiscal year that has ended. The year end versions of these documents operate almost identically to the regular KFS versions, with just a few exceptions (described below). Year End versions of the following financial documents exist in KFS:

The Year End documents are used to record transactions that occurred during a fiscal year, but were not recorded prior to the closing of the final accounting period for that fiscal year. The standard versions of the KFS financial documents post the transaction to the current fiscal year and period during which the document is approved. The Year End documents are posted to whatever fiscal period of the previous fiscal year is currently open to receive transactions (period 12 or 13 depending on the institution�s posting schedule). Fiscal Officers and support staff, department, responsibility center, and campus administration staff are typical users of the Year-End documents.

The Year End documents are used primarily in the period between the end of a fiscal year and the end of the closing period for that fiscal year. A Kuali Super User (likely a central administrator at the institution) determines when these documents become available and for how long they are active. In most cases they are available for only a brief window of time following the end of an institution�s fiscal year, prior to final closing of that fiscal year.

Business Rules

Year End documents inherit all the business rules of their regular document. For example, a Year End Distribution of Income and Expense document uses the same business rules that are associated with the regular Distribution of Income and Expense document.

Process Overview

Year end documents route differently than their regular counterpart documents. Most notably they skip the Fiscal Officer level of routing and go directly to Org Review and then to an institutionally specified year-end processing workgroup. The documents route as follows:

* Note that Year End documents do not inherit the same Org Review rules as their regular documents. Thus it is possible for the Year End General Error Correction document to have different Org Review rules than the regular General Error Correction document.

Initiating a Year End Document

1.��� Select the desired Year End Document from the Financial Transactions menu.

2.��� Log into the KFS as necessary.

A blank Year End document with a new Document ID appears.

3.��� Complete the common financial transaction tabs and the other tabs specific to the document type.

4.��� Click Submit.

5.��� Review the General Ledger Pending Entries tab

Year End documents generate General Ledger entries (including offsets) in the same way their regular counterpart documents do, but all these entries are posted to the open accounting period of the prior fiscal year, most often accounting period 13.

6.��� Review the Route Log tab.

The document is routed to Org review for each expense account used in the Accounting Lines. The Route Status shows ENROUTE.

7.��� Appropriate Org Reviewers must approve the document.

Example

Correcting Object Code at Year End via Year End DI Document

The Psychology Department has determined that prior to June 30th (the end of the fiscal year), a supply order was charged to account 1031420 with object code, 4100 (Office Supplies). It is now July 6th and the department would like to distribute the portion of the order that represents lab supplies to the correct object code, 4035 (Lab Supplies) for the prior fiscal year.

Because it is now July, the Department must process a Year End version of the Distribution of Income and Expense document to ensure that the General Ledger entries are posted to the correct fiscal year. Aside from the name of the document in the upper-left corner, the Year End DI is virtually from the same as the regular DI document.� But instead of being posted to the current fiscal year, these entries are made to the open period of the prior fiscal year.

The document also routes differently in that it does not require the approval of the fiscal officer for account 1031420.

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Account

The Account Maintenance Document is used to create new accounts or to edit or copy existing accounts. An account is used to identify a pool of funds assigned to a specific university organizational entity, for a specific purpose. Accounts are the fundamental building blocks of Kuali Financial Transactions. Transactions are always associated with one or more accounts.

An Account has many different attributes associated with it that often determine how the KFS will allow you to use that account on transactions. It also has attributes associated with it that aid in reporting or drive special processes, such as indirect cost calculation.

Account Maintenance Tab

The Account Maintenance Document has five tabs, grouping related attributes together: Account Maintenance tab, Account Responsibility tab, Contracts and Grants tab, Guidelines and Purpose tab, and Account Description tab.

Title

Description

Chart Code

Required. Enter an identifier for the Chart of Accounts for an account or search for it from the Chart lookup . It is part of the primary key.

Account Number

Required. Enter an identifier for a pool of funds assigned to a specific university entity, for a specific function.

Account Name

Required. Enter the familiar title of a specific account

Organization Code

Required. Enter the Organization that owns this account, or search of it from the Organization lookup .

Account Campus Code

Required. Select the physical campus on which this account is located from the Campus list, or search for it from the lookup .

Account Effective Date

Required. Enter the date on which this account became effective.

Account Expiration Date

Optional. Enter the date on which the account expires. Business rules on transactions may prevent the use of expired accounts, or provide warnings that an expired account is being used.

Account Postal Code

Required. Enter the postal code assigned by the US Postal Service for the city in which the account is managed, or search for it from the Postal Code lookup .

Account City Name

Required. Enter the city in which the account is managed

Account State Name

Required. Enter the state code where the account is managed, or search for it from the State lookup .

Account Street Address

Required. Enter the street address where the account is managed

Account Off Campus Indicator

Optional. Select the check box if the account activities occur off-campus; clear the check box, it if they do not.

Account Closed Indicator

Optional. Select the check box if an account is closed, clear the check box if it is open. Closing an account is more permanent than expiring -- no transactions can hit a closed account and a closed account can only be re-opened by a system supervisor.

Account Type Code

Required. Select the code to categorize accounts for reporting purposes from the Account Type list, or search for it from the lookup� Examples of Account Types might include "Fee Remissions Accounts" or "Equipment Accounts."

Sub-Fund Group Code

Required. Select the attribute which identifies accounts to a fund from the Sub-fund Group list, or search for it from the lookup� Examples of Sub-fund Groups are continuing education accounts; scholarships and fellowships; and general funds.

Program Code

Select the financial reporting classification required by some community colleges from the Program list, or search for it from the lookup .

Account Fringe Benefit

Optional Select the check box if this account accepts fringe benefits or clear the check box if it does not. If the check box is not selected, a Fringe Benefits Chart and Fringe Benefits Account must be supplied to indicate where these charges should be posted.

Fringe Benefits Chart of Accounts Code

Optional. Select the Chart of Accounts for the fringe benefit account from the Chart list or search for it from the lookup .

Fringe Benefit Account Number

Optional. Select the Account Number which identifies the account that accepts fringe benefit charges from the Account list, or search for it from the lookup.

Financial Higher Education Function Code

Required. Enter the Higher Education Function Code which classifies the purpose of the account, or search for it from the Higher Education Function Code lookup. The code indicates if the activities associated with an account are for purposes such as instruction or research.

Account Restricted Status Code

Required. Select the status code from the Account Restricted Status list. Indicates if funds in the account are temporarily restricted (T), restricted (R), or unrestricted (U)

Account Restricted Status Date

Optional. Enter the date if the Accounts Restricted Status Code above is T. this date signifies when the funds are targeted to become unrestricted.

Endowment Chart of Account Code

Optional. Select the Chart of Account Code which for the account designated to receive income generated from an endowment account or the guarantee account for an underwrite for Contract & Grant accounts from the Chart list.

Endowment Account Number

Optional. Enter the account designated to receive income generated from an endowment account or the guarantee account for an underwrite for Contract & Grant accounts, or search for it from the Account lookup.

Account Responsibility Tab

The fields on this tab define the individuals responsible for the account as well as continuation account information and sufficient funds parameters.

Account Responsibility tab definition

Title

Description

Fiscal Officer User ID

Required. Enter the user ID of the fiscal officer, or search for it from the UserID lookup . This individual is responsible for the fiscal management of the account. Only exempt employees may be designated a fiscal officer

Account Supervisor User ID

Required. Enter the user ID of the account supervisor, or search for it from the UserID lookup . The supervisor oversees the management of the account at a higher-level than the fiscal officer, but rarely receives any direct requests for action from the KFS. Only exempt employees may be designated an account supervisor.

Account Manager User ID

Required. Enter the user ID of the account manager, or search for it from the UserID lookup . The account manager represents the person who understands the purpose of the funds in the account and what aim they are meant to achieve. Only exempt employees may be designated an account manager.

Continuation Chart of Accounts Code

Optional. Enter the Chart of Accounts for the continuation account, or search for it from the Chart lookup . This field is required if the account as an expiration date.

Continuation Account Number

Optional. Enter the account that accepts transactions which are being processed on this account after the account expiration date, or search for it from the Account lookup . This field is required if the account has an expiration date.

Income Stream Chart of Account Code

Optional. Select the Chart of Account of the account which has been designated by this account to receive any offsetting entries in order to balance responsibility center activity from the Chart list, or search for it from the Chart lookup .

Budget Recording Level Code

Required. Select the indicator to show if this account is recording its budget by account (A), consolidation (C), Object Code (O), level (L), sub-account (S), mixed (M), or no budget (N) from the Budget Record Level list.

Account Sufficient Funds Code

Required. Select the indicator to show at what level this account is going to be checked for sufficient funds in the transaction processing environment from the Account Sufficient Funds list. The choices are account (A), consolidation (C), Object Code (O); cash, (H), level (L) or no checking (N)

TP Sufficient Funds Check

Optional. Select the check box if sufficient funds checking should be performed on this account. Clear the check box if not.

External Encumbrance Sufficient Funds Indicator

Optional. Select the check box if this account includes external encumbrances in its calculation of sufficient funds. Clear the check box if it does not.

Internal Encumbrance Sufficient Funds Indicator

Optional. Select the check box if this account includes internal encumbrances in its calculation of sufficient funds. Clear the check box if it does not.

Pre-Encumbrance Sufficient Funds Indicator

Optional. Select the check box if this account includes pre-encumbrances in its calculation of sufficient funds. Clear the check box, if it does not.

Object Presence Control Indicator

Optional. Select the check box to indicate that this account uses presence control. Clear the check box, if it does not. Object presence control requires that an Object Code be budgeted for the account before it can be used on an actual or encumbrance transaction.

Contracts and Grants Tab

The fields on this tab define attributes that are pertinent to contract and grant accounts. If establishing a contract or grant account these fields allow you to establish how that account automatically generates and distributes indirect cost. The tab also collects information about any control account that might be related to this account and the CFDA number field categorizes grants for audit purposes.

Title

Description

Contract Control Chart or Accounts Code

Optional. Select the Chart of Accounts that the contract control account number belongs to from the Chart list, or search for it from the lookup

Contract Control Account Number

Optional. Enter the primary spending authority account for a contract that has been assigned multiple accounts in the system, or search for it from the Account lookup . This is the one account that most of the reporting is done out of and it represents more fully than any of the others the full functionality of the project and its corresponding expenditures and revenues.

Account Indirect Cost Recovery Type Code

Optional. Enter the code to identify a particular indirect cost recovery type. A type identifies a certain set of Object Codes that are excluded from indirect cost charges.

Financial Series ID

Optional. Enter the unique identifier that indicates which record of the Automated Indirect Cost Recovery table is used to determine indirect cost percentage and the income and expense account.

Indirect Cost Recovery Chart of Account Code

Optional. Enter the Chart of Accounts (used with the indirect cost recovery account number) that is receiving the indirect cost charged, or search for it from the Chart lookup .

Indirect Cost Recovery Account Number

Optional. Enter the Account Number that is receiving the indirect cost recovery income generated by this account, or search for it from the Account lookup .

Code of Federal Domestic Assistance Number

Optional. Enter the Number used to identify contract and grant accounts for a Federal A-123 audit.

Guidelines and Purpose Tab

The Guidelines and Purpose tab collects text description describing where an account's income comes from, what type of expense should be charged to it and its overall purpose.

Title

Description

Account Expense Guideline Text

Required. Enter the text describing the type of expenditures that take place in this account. It should also explicitly state those expenditures that are unallowable in the account.

Account Income Guidelines Text

Required. Enter the text describing the types of income (source of funds) that take place in the account. It should also explicitly state those revenues that are unallowable in this account.

Account Purpose Text

Required. Enter the text describing the overall purpose of the account and the function it supports.

Account Description Tab

Title

Description

Campus Description

Optional. Enter additional campus description, should this information be desired on this account.

Organization Description

Optional. Enter additional organization description, should this information be desired on this account.

Responsibility Center Description

Optional. Enter responsibility center description, should this information be desired on this account.

Building Campus Code

Optional. Select the Facilities Campus Code uniquely identifies the campus for the building construction or improvement project represented by this account.

Building Code

Optional. Enter the Facilities Building Code, along with the facilities campus code identifies the campus and building for the construction or improvement project represented by this account.

Business Rules

Process Overview

* The Contract and Grant routing is available only where the Contracts and Grants module is implemented.

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Account Delegate

Account Delegate Maintenance Document

The Account Delegate Maintenance Document is used to establish new account delegates or copy or edit existing account delegates. Account delegates are KFS users that are authorized under certain circumstances to take workflow actions on a document in the place of an account�s Fiscal Officer. An authorized delegate can take any action that is available to Fiscal Officer, including the power to approve and disapprove transactions.

Account delegation is specific to an account and a document type and can be limited based on the dollar amount of the document. Delegation only allows a user to approve in the Fiscal Officer�s place when a document is at the Account level of routing. If, for example, a document routed to an account�s Fiscal Officer as part of Org Review routing, the delegate would not be authorized to approve that action request.

There are two types of delegates that can be established: primary and secondary.

Account Delegate Tab

The Account Delegate Maintenance document includes Edit Account Delegate tab.

Title

Description

Chart Code

Required. Enter the Chart Code associated with the account number for which authority is being delegated ,or search for it from the Chart lookup .

Account Number

Required. Enter he account number for which authority is being delegated or, search for it from the Account lookup .

Document Type Code

Required. Enter the code identifying a particular KFS transaction for which authority is being delegated, or search for it from the Document Type lookup . You can also enter ALL which will establish this delegation for all Document Types that route to the Account level.

Account Delegate UserID

Required. Enter the user ID of the person to which authority is being delegated, or search for it from the UserID lookup .

From Amount

Optional Enter the minimum dollar amount of a transaction that is authorized for this delegate�s action. For example, if this delegate is established with a �From Amount� of $1,000 then a document with a total amount of only $500 is not eligible for this delegate�s action. Note that not all KFS documents have a dollar amount associated with them*.

To Amount

Optional. Enter the maximum dollar amount of a transaction that is authorized for this delegate�s action. For example, if a delegate is established with a �From Amount� of $1,000 the document with a total amount of $1,500 is not eligible for this delegate�s action*.

Account Primary Delegate Route

Select the check box if delegate is a primary delegate to receive documents directly in their workflow action list. If this check box is not selected, it indicates the delegate is secondary and has to use a filter in their workflow action list to see documents they are authorized to approve.

Account Delegate Active

Select the check box if the Delegate is active and can take action on authorized documents. Clear the check box to inactivate an existing Delegate.

Account Delegate Start Date

Required. Enter the date on which this delegation is to become effective.

* If both From Amount and To Amount are set to 0.00 then the delegate is authorized to take action on documents regardless of their document amount.

Business Rules

Process Overview

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Kuali User

This document is used to establish new users of the KFS system or to edit existing users. Kuali users are selected from a Universal ID table by using the Search button and performing a search by last name and other attributes. Once selected the document allows you to associate various values with that user and indicate their basic access privileges.

Edit Kuali User Tab

This tab contains all the required fields for a KFS User.

Title

Description

User ID

Required. The username of the Kuali User you wish to establish. This value must be selected using the lookup.

Universal User ID

Display only. The unique ID assigned to this user in the Universal User ID table. This defaults in after the User ID is selected.

Empl ID

The unique ID assigned to this user in the Employee table. This value defaults in after the User ID is selected.

Name

The full name of this user. This value defaults in after the User ID is selected.

Fiscal Chart of Accounts Code

Required. Chart that should be associated with this user.

Fiscal Organization Code

Required. The Organization code that should be associated with this user. A user�s Chart and Organization may be used by the KFS to determine permissions and routing on some documents.

Active Kuali User

A flag to indicate that the user is active

Financial System User

A flag to indicate that the user has basic permissions tin the KFS. They can initiate most basic documents and perform general searches.

Origination Code

Required. The origination code that corresponds to the version of the KFS this user interacts with.

Approval Chart of Accounts Code

This is the Chart of Accounts to which the KFS user is assigned for document approval.

Approval RC:

This is the code of the responsibility center to which the KFS user is assigned for document approval.

Employee Status

A code indicating whether this employee is Active or Terminated. This value defaults in after the User ID is selected.

Employee Type

A code indicating the type of employees this user represents. Many values are possible but examples might include Professional Exempt staff (P) or Nonexempt Staff (N).

Chart-Org

The Chart and Organization associated with this user's position in the Universal User ID table.

Email Address

The default email address for this user

Business Rules

Process Overview

The Kuali User Document routes to Org Review routing based on the Fiscal Chart and Organization on the document.

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Object Code

This Object Code Maintenance Document is used to establish new Object Codes or to copy or edit existing Object Codes. Object Codes represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify what type of transaction is taking place. Examples might include travel expenditures, student fee income, accounts receivable, and invoices payable. Many of the attributes of an Object Code automatically are filled in based on the Object Code that it reports to at the next higher level chart. This happens because these attributes have to be the same in order to maintain the integrity of the data.� Object Codes are specific to a Chart and a Fiscal Year and contain several attributes throughout the KFS for financial reporting at detail and consolidated levels.

Edit Object Code Tab

The Object Code Maintenance Document includes Edit Object Code tab, which contains all the required fields for the Object Code.

Title

Description

Fiscal Year

Required. Enter the fiscal year of this Object Code or search for it from the Fiscal Year lookup� . The KFS is set up so that the Object Code table is by fiscal year - therefore each year can have a different set of Object Codes.

Chart Code

Required. Select the Chart of Accounts to which this Object Code belongs from the Chart list, or search for it from the lookup .

Object Code

Required. Enter the code to identify this Object Code which must be unique within the Chart and Fiscal Year to which it belongs.

Object Code Name

Required. Enter the long descriptive name of this Object Code which appears on the accounting line in financial documents as well as in searches and reports

Object Code Short Name

Required. Enter the shortened version of the Object Code name for use on reports where space is limited

Reports to Chart Code

Required. This value automatically defaults to the Reports to Chart of Accounts Code associated with account's Chart Code.

Reports to Object Code

Required. Enter the Object Code in the chart higher than the current chart that this Object Code reports to, or search for it from the Object Code lookup .. For example, the Object Code of book sales in an auxiliary chart might reports to the Object Code of sales and services in the campus chart

Object Type Code

Required. Enter the specific code used to identify an Object Code as an asset, liability, income not cash, cash no income, cash receipt, expenditure/ expense, expense not expenditure, expenditure not expense, or fund balance or other type code designation; or search for it from the Object Type lookup .

Level Code

Required. Enter the summary code for a given range of detailed Object Codes classifications, or search for it from the Level lookup ..This identifies the level to which this Object Code belongs.

Object Sub-type Code

Required. Enter the Sub-types designation assigned to similar groups of Object Codes, or search for it from the Sub-type lookup .. Sub-types are often leveraged in the KFS to apply business rules or to help with reporting.

Historical Financial Object Code

Optional. Enter the Historical Financial Object Code which provides for reference of a different code previously used for this purpose and can be used for historical reporting, or search for it from the Object Code lookup .

Active Code

Optional. Select the check box if the Object Code is active and can be used on financial documents. Clear the check box if it is inactive.

Budget Aggregation Code

Required. Enter the code to indicate whether the Object Code on the budget side can be used for budgeting at the Object Code level (O), the consolidation level (C), or the level (L) itself.

Mandatory Transfers or Elimination Code

Required. Enter The code to identify for a mandatory transfer code (M), elimination code (E), or neither (N). This value is used by the KFS for the application of business rules where mandatory transfer or elimination codes are either required or prohibited, or search for it from the Mandatory Transfers or Elimination Code lookup .

Federally Funded Code

Optional. Select the indicator to show whether this is an Object Code for capital equipment from the Federally Funded Code list, or search for it from the lookup . Examples of values might include non-federally funded, university owned (N), federally funded, university owned (O), or federally funded, federally owned (F).

Next Year Object Code

Select the check box if this attribute allows the referencing of a subsequent year code in a previous chart year. Clear the check box if it does not.

Business Rules

Process Overview

The Object Code Maintenance Document routes to the Chart Manager for the Chart associated with the Object Code, followed by routing to the University Chart Manager.

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Organization Code

This Organization Maintenance Document is used to establish new Organization Codes or to copy or edit existing Organization Codes. An organization can represent units at many different levels within the institution (i.e. a department, responsibility center, campus). The document collects important identifying information about an Organization and defines it�s place in the organization hierarchy. Organization is an important part of the Chart of Accounts and the organization hierarchy is frequently leveraged by the KFS for use in Workflow and reporting.

The Organization Maintenance Document includes Edit Organization tab, Edit Plant Account tab, and Edit HRMS Unit tab.

Edit Organization Tab

The Edit Organization tab contains all the required fields for the Organization Code.

Title

Description

Chart Code

Required. Enter the Chart of Accounts to which this Organization belongs, or search for it from the Chart lookup .

Organization Code

Required. Enter the code you use to identify this organization. It must be unique within the Chart to which it belongs.

Organization Name

Required. Enter the long descriptive name of this Organization Code.

Organization Manager

Required. Enter the UserID of the manager responsible for this organization, or search for it from the UserID lookup .

Responsibility Center Code

Required. Enter The responsibility Center to which this Organization belongs, or search for it from the Responsibility Center lookup .

Organization Physical Campus Code

Required. Enter the campus code which represents the physical location of this organization, or search for it from the Campus lookup .

Organization Type

Required. Select the type of organization from the Organization Type list , or search for it from the lookup .. Examples might include campus (C), responsibility center (R), university chart organization (U), and other organizations (O), and not official (N).

Organization Default Account Number

Required. Enter the primary account used for any account reference for an organization, or search for it from the Account lookup .

Organization Postal Code

Required. Enter the zip code assigned by the US Postal Service which relates to the city where this organization is located, or search for it from the Zip Code lookup .

Organization Address 1

Required. Enter the street address where correspondence can be sent on issues identified to the organization.

Organization Address 2

Optional. Enter the second line of the street address where correspondence can be sent on issues identified to the organization.

Organization City Name

Required. Enter the city where correspondence can be sent on issues identified to the organization.

Organization State/Province Code

Required. Enter the state where correspondence can be sent on issues identified to the organization.

Organization Country Code

Required. Enter the country where correspondence can be sent on issues identified to the organization, or search for it from the Country lookup .

Organization Begin Date

Required. Enter the date this organization began operations as the new unit. For new organization this defaults to today's date.

Organization End Date

Optional. Enter the date this organization was dissolved.

Reports to Chart

Required. Enter the Chart associated with Organization this Organization reports to in the hierarchy

Reports to Organization

Required. Enter the code designating the organization within the hierarchy to which this organization reports or search for it from the Organization lookup .

Active Indicator

Select the check box if the Organization Code is active and can be used on other KFS documents. Clear the check box if it is inactive.

Edit Plant Accounts

Plant accounts record special entries related to capitalization. These fields identify the plant accounts associated with this organization and with the campus. Some types of entries use the Organization Plant Account (such as entries generated related to movable equipment) while others use the Campus Plant Account (such as entries generated related to non-movable equipment). This section must be completed before the document is fully approved but can only be modified by the University Chart Manager.

Title

Description

Organization Plant Chart

Optional. Select the Chart of the Organization Plant Account associated with this organization from the Chart list or search for it from the lookup .

Organization Plant Account

Optional. Select the Organization Plant Account for this organization from the Account list, or search for it from the lookup .

Campus Plant Chart

Optional. Select the Chart of the Campus Plant Account associated with this organization from the Chart list, or search for it from the lookup .

Campus Plant Account

Optional. Enter the Campus Plant Account for this organization, or search for it from the lookup .

Edit HRMS Unit Tab

The Edit HRMS Unit tab identifies important values for this organization as it relates to a Human Resources Management System that might interact with the KFS. This information is only pertinent if your institution has an HRMS system that is interfacing with Kuali. The fields may differ depending on the type of HRMS system your institution is using.

Title

Description

HRMS Company

Optional. Enter the company in the HRMS system to which this organization belongs

Address 1

Optional. Enter the first line of address where correspondence can be sent related to HRMS issues for this organization.

Address 2

Optional. Enter the second line of address where correspondence can be sent related to HRMS issues for this organization.

Campus

Optional. Enter the campus where correspondence can be sent related to HRMS issues for this organization.

Building

Optional. Enter the building where correspondence can be sent related to HRMS issues for this organization.

Room

Optional. Enter the room where correspondence can be sent related to HRMS issues for this organization.

Position Allowed

Optional. Select the check box if this organization can have positions associated with it in the HRMS system. Clear the check box if it cannot.

Tenure Allowed

Optional. Select the check box if this organization allows titled positions. Clear the check box if it does not.

Title Allowed

Optional. Select the check box if this organization allows titled positions. Clear the check box if it does not.

Occupation Unit Allowed

Optional. Select the check box if this organization allows occupational units. Clear the check box if it does not.

Personnel Approver UserID

Enter the User ID of the individual responsible for approval for personnel actions for this organization, or search for it from the lookup .

Fiscal Approver User ID

Enter the User ID of the individual responsible for approval of financial obligations related to personnel actions for this organization, or search for it from the lookup .

Business Rules

Process Overview

The Organization Maintenance Document routes to Org Review routing based on the Organization on the document. It also routes to the Chart Manager for the Chart associated with the Organization followed by routing to the University Chart Manager.

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Project Code

This Project Code Maintenance Document is used to establish new Project Codes or to copy or edit existing Project Codes. Project Codes are an optional part of the accounting string that allows you to assign an identifier to particular transactions that might span multiple accounts. Because Project Code is not specific to an account it can be used to track project activity that is shared across multiple accounts within an organization or even across multiple organizations.

The use of this code allows individuals to run reports using the code and get a listing of all revenues and expenditures that have been assigned to the project.� Because the project code is unique across all charts, it can be used across charts, fund groups, and account numbers.

Edit Project Code Tab

The document includes Edit Project Code tab.

The Edit Project Code tab contains all the required fields for the Project Code.

Title

Description

Project Code

Required. Enter the unique code to identify a project

Project Name

Required. Enter the long descriptive name of this Project Code. This name appears on the accounting line in financial documents as well as in searches and reports.

Project Manager UserID

Required. Enter the User ID of the person responsible for this project. This person must be a KFS user, or search for it from the UserID lookup .

Chart Code

Required. Enter the Chart Code associated with organization assigned to this Project Code, or search for it from the Chart lookup .

Organization Code

Required. Enter the Organization Code associated with this Project Code, or search for it from the Organization lookup .. Note that while Project Code is assigned a Chart and Organization Code, it can be used in conjunction with accounts from other Charts and Organizations.

Project Description

Required. Enter the text description describing the purpose of this Project Code.

Active Indicator

Required. Select the check box if the Project Code is active. Clear the check box if it is inactive.

Business Rules

All fields on the Edit Project Code tab are required.

Process Overview

The Project Code Maintenance Document routes to Org Review routing based on the Organization associated with this Project.

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Sub-Account

The Sub-account Maintenance Document is used to establish new Sub-accounts or to copy or edit existing Sub-accounts. Sub-accounts are an optional part of the accounting string that allows you to track financial activity within a particular account at a finer level of detail. Instead of associating budget, actuals and encumbrances with an account, you can specify a Sub-account within that account to apply these entries to. Sub-accounts are often used to help track expenses when several different activities may be funded by the same account.

For example, a large organization may have money in a general account that is used by several different areas of that organization. They might create Sub-accounts to segregate the budgets for each of this areas into Sub-accounts such as �Marketing,� �Research,� and �Recruitment.� When expenses are applied to the account they can be applied to the Sub-account level, allowing direct comparisons between the budget and the actual income and expenditures of these smaller areas. Because all the activity within a single account they can still easily report on the finances of the account overall.

Sub-accounts take on most of the attributes of the account that it reports to, including fiscal officer, account supervisor, fund group, and function code.�

The KFS also has a system that uses special Sub-accounts to help track cost share associated with Contract and Grant accounts. This works by establishing specially coded Sub-accounts as part of a Contract or Grant account. These Sub-accounts also have a designated �Cost Share Account.� The Cost Share Account is the account that is actually sharing costs with the grant. Expenses applied to the cost share Sub-account are automatically reimbursed by the cost share account via an automatic Transfer of Funds generated by the KFS cost share batch process. This allows you to track what has been cost shared for a particular contract or grant account while still appropriately applying the expense to a different account.

Sub-accounts also allow you to take advantage of the Financial Reporting Code. This an optional Sub-account attribute that can be defined by a particular organization and retrieved from the KFS via Decision Support queries.

The Sub-account Maintenance Document includes Edit Sub-account Code tab, Edit CG Cost Sharing tab, and Edit CG ICR tab.

Edit Sub-Account Code Tab

The Edit Sub-account Code tab contains all the required fields for the Sub-account. If you are not establishing a Cost Share Sub-account or using the Financial Reporting Code, this and the Document Overview are the only required tabs on the document.

Title

Description

Chart Code

Required. Enter the Chart Associated with the account associated with this Sub-account, or search for it from the UserID lookup .

Account Number

Required. Enter the account number on which you wish to create this Sub-account or search for it from the Account lookup .. If you wish to use the same Sub-account code on several accounts, you will need to process an additional document for each additional account on which you wish to use that Sub-account.

Sub-account Number

Required. Enter the code to define this Sub-account. This is the code to be entered in the Sub-account field of the accounting line of financial documents.

Sub-account Name

Required. Enter the long descriptive name of this Sub-account code. This name appears on the accounting line in financial documents as well as in searches and reports.

Active Indicator

Optional. Select the check box if the Sub-account is active. Clear the check box if it is inactive.

Sub-account Type Code

Optional. Select the code to indicate the purpose of this Sub-account from the Sub-account Type list. Your institution�s values may vary, but standard examples would include �EX� to indicate this a Sub-account to be used to segregate budget and actuals on an account or �CS� to indicate this is a Sub-account that will be used to track cost share expenses on a contract or grant account.� Your institution may limit who can create cost share Sub-accounts, allowing only members of a particular workgroup (KUALI_CGSACCT ) to do so. In that case, this field may be view-only.

Edit Financial Reporting Code Tab

This Financial Reporting Code tab is optional but can be used to associate this Sub-account with a Financial Reporting Code. The associated reporting code could then be retrieved via Decision Support tools.

Title

Description

Financial Reporting Chart Code

Optional. Enter the Chart Code associated with the organization that owns the assigned Financial Reporting Code, or search for it from the Chart lookup .

Financial Reporting Org Code

Optional. Enter the code for the organization that owns the assigned Financial Reporting Code, or search for it from the Org Code lookup .

Financial Reporting Code

Optional. Enter the reporting code assigned to this Sub-account or search for it from the Financial Reporting Code lookup . Financial Reporting Codes are specific to a Chart and Organization.

Edit CG Cost Sharing Tab

The CG Cost Sharing tab is only required if the Sub-account Type Code value has been set to �CS.� Fields in this tab may only be available to members of a particular workgroup.

Title

Description

Cost Sharing Chart of Accounts Code

Optional. Select the Chart associated with the Cost Sharing Account assigned to this Sub-account from the Chart list.

Cost Sharing Account Number

Optional. Enter the account number that bears the cost share expenses applied to the Cost Share Sub-account.

Cost Sharing Sub-account Number

Optional.� Enter the Account Number the cost share expenses should be applied to a particular Sub-account on the Cost Sharing Account. If this box is blank, cost share expenses is applied directly to the Cost Sharing Account with no Sub-account assigned.

Edit CG ICR Tab

The CG ICR tab is only required if the Sub-account Type Code value has been set to �CS.� Fields in this tab may only be available to members of a particular workgroup.

Title

Description

Financial ICR Series Identifier

Optional. Enter the Series ID that indicates at what percentage indirect cost recovery should be applied to expenses on this Sub-account.

ICR Chart of Accounts Code

Optional. Select the chart code associated with the account to which the indirect cost recovery revenue will be applied from the Chart list.

ICR Account Number

Optional. Enter the account number to which indirect cost revenue should be applied.

ICR Type Code

Optional. Select the type code which defines what kind of direct costs generate indirect costs on this Sub-account from the ICR Type Code list.

Off Campus Indicator

Optional. Select the check box if the indirect cost recovery associated with this account reflects an off campus rate (off campus rates often differ from regular on campus rates). Clear the check box if it does not.

Business Rules

Process Overview

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Sub-Object Code

The Sub-object Maintenance Document is used to establish a new Sub-object Code. Sub-object Codes are an optional part of the accounting string that allows you to create finer distinctions within a particular Object Code on an account. For example, your institution may have an Object Code for �In-State Travel� but you would like to track travel expenses at a greater level of detail. You could create Sub-object Codes to reflect �faculty travel,� �staff travel,� �student travel,� or any other designation you required.

Sub-object Codes are specific to an account and a fiscal year and take on most of the attributes of the Object Code to which they report, including Object Code type and sub type.

Edit Sub Object Code Tab

The Sub-object Code Maintenance Document contains Edit Sub Object Code tab.

Title

Description

Fiscal Year

Required. Enter the fiscal year in which you wish to use this Sub-object Code, or search for it from the Fiscal Year lookup .

Chart Code

Required. Enter the Chart of the account to which this Sub-object Code belongs, or select it from the Chart lookup .

Account Number

Required. Enter the account number on which you wish to use this Sub-object Code, or select it from the Account lookup . If you wish to use the same Sub-object Code on several accounts, you need to process an additional document for each additional account on which you wish to use that code.

Object Code

Required. Enter the Object Code to which this Sub-object Code belongs, or select it from the Object Code lookup ..The Sub-object Code has it�s own name and code, but otherwise inherits all attributes of the Object Code to which it belongs.

Sub-Object Code

Required. Enter the code to define this sub-object. This is the code that should be entered in the sub-object field of the accounting line on financial documents. The code can be alphanumeric and up to three characters in length.

Sub-Object Code Name

Required. Enter the long descriptive name of this Sub-object Code. This name will appear on the accounting line in financial documents as well as in searches and reports.

Sub-Object Code Short Name

Required. Enter the abbreviated name for this Sub-object Code. This name may be used in reports where there is not enough space to accommodate the Sub-object Code Name.

Active Indicator

Optional. Select the check box if the Sub-object Code is active. Clear the check box if it is inactive.

Business Rules

Process Overview

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Available Balances Lookup

The Available Balances inquiry displays the cumulative balances for an account by object code. The drill-down pattern is as follows:

1

General Ledger Balance

2

GL Entry Lookup

3

eDoc

Lookup Criteria

Fill in at least Fiscal Year, Chart Code and Account Number. Use lookup� as necessary to complete your lookup criteria. Select the Consolidation option and the Included Pending Entry option.

Available Balances

The cumulative balances by object code are displayed. You may drill into the amount column to view the details that make up the total amount.

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Balances by Consolidation Lookup

This inquiry displays account balances at the highest reporting level and allows you to drill down to the next reporting level. You can continue this drill down process all the way down to the actual eDoc where the transaction began. You must specify on the report criteria window the account number you wish to view. The current fiscal year is entered as the default, and you may also include a sub-account if you are interested in the level of detail.

The "Consolidation" setting defaults to show information for all sub-accounts on the selected account. If you select "Detail" and do not include a sub-account in your selection criteria then the report excludes any information assigned to a sub-account and only return information pertaining to the main account.

The system defaults to exclude activity on Cost Share sub-accounts. If you wish to view activity on these special sub-accounts select "Include Cost Share."

The drill-down pattern of this inquiry is as follows:

1

Balances by Consolidation

2

Balances by Level

3

Balances by Object

4

General Ledger Balance

Lookup Criteria

Fill in at least Fiscal Year, Chart Code and Account Number. Use lookup as necessary to complete your lookup criteria. Select the Consolidation option, Include Cost Share Sub-Accounts, and Include Pending Ledger Entry option.

Balances by Consolidation

The highest level of summary you see in this inquiry is by account consolidation. You may drill-down into the summary by level by clicking the Drill Down link.

Balances By Level

Click the Drill Down link to view the balances by Object Code.

Balances by Object

Click the hyperlinks for the displayed amount to drill down into the General Ledger Balances.

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Cash Balances Lookup

The Cash Balance inquiry displays the beginning, year to date and available cash balances for an account and/or sub-account specified by the user. It gives you a bottom line picture of your account at a glance. The report was designed for those accounts that produce income/revenues through sales and services, and cash accounts. In most cases, Fiscal Officers of auxiliary or service accounts or non-budgeted accounts are concerned with their cash balances. However, Fiscal Officers of general fund accounts and some budgeted accounts would not need to use the Cash Balance Report.

The formula for calculation of cash balance is as follows:

 

Beginning Cash

+

Income

-

Expenses

-

Increase in Assets

+

Increase in Liabilities

+

Increase in Fund Balance

=

Current Cash

There is no drill-down available in this inquiry.

Cash balance should not be confused with available balance that compares actual transactions and encumbrances to budget figures.

Lookup Criteria

Fill in at least Fiscal Year, Chart Code and Account Number. Use lookup as necessary to complete your lookup criteria. Select the Consolidation option and Include Pending Ledger Entry option.

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General Ledger Balance Lookup

This General Ledger Balances inquiry displays balances on a specific account you wish to review.

The drill-down pattern of this inquiry is as follows:

1

General Ledger Balances

2

General Ledger Entry

3

eDoc

Lookup Criteria

Fill in at least Fiscal Year and Account Number; and select Chart Code and Balance Type Code from the list. Use lookup as necessary to complete your lookup criteria. Select the Consolidation option, Include Cost Share Sub-Accounts, and Amount View option.

General Ledger Balances

The General Ledger Balances includes the summary balances by Account Number and Object Code followed by monthly transaction amount.

View Accumulate Amount

By default, the General Ledger Balances inquiry result displays the distinct amount of activity for each month. However, clicking the View Accumulate Amount button accumulates the activity by adding all pervious months in the fiscal year to a given month, thus, you are able to view the year-to-date total per month.

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General Ledger Entry Lookup

The General Ledger Entry report displays detailed transactions based on the criteria entered by the user. It is the same report displayed as the General Ledger Balances report. However, instead of drilling down from the General Ledger Balances screen you can go directly to this report by selecting it from the General Ledger Balance Inquires menu.

The drill-down pattern of this inquiry is as follows:

1

General Ledger Entry

2

eDoc

Lookup Criteria

Fill in at least Fiscal Year, Chart Code, Account Number, and Fiscal Period. The lookup criteria default to the current Fiscal Year, Balance Type of AC, and the current fiscal period. There are no required criteria for the pending entries lookup.

Use lookup as necessary to complete your lookup criteria. Select the Pending Ledger Entry Approved Indicator option to exclude or include pending ledger entries.

General Ledger Entry

The inquiry result lists the transactions that meet your lookup criteria and allows you to drill down into the eDoc which created this transaction.

E-Doc Drill-Down

Clicking the document number link from the General Ledger Entry inquiry result allows you to open the underlying eDoc which makes up the transaction. You may view, copy or perform error correction once the document is open.

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General Ledger Pending Entry Lookup

The General Ledger Pending Entry Lookup is identical to the General Ledger Entry lookup except that it displays General Ledger Pending Entry transactions. Transactions remain in the pending ledger until the document has made its way completely through the approval process. This inquiry returns transactions that currently reside there.

The drill-down pattern of this inquiry is as follows:

1

General Ledger Entry

2

eDoc

Lookup Criteria

The lookup criteria default to the current Fiscal Year, Balance Type of AC, and the current fiscal period. There are no required criteria for the pending entries lookup.

Use lookup as necessary to complete your lookup criteria. Select the Pending Ledger Entry Approved Indicator option.

General Ledger Pending Entry

The General Ledger Pending Entry lookup behaves identical to the General Ledger Entry lookup once the initial result is displayed.

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Open Encumbrance Lookup

The Open Encumbrances inquiry displays the detail on open encumbrances according to the criteria entered by the user. At least the fiscal year account number must be entered by the user. The valid values you may choose from the encumbrance report include EX (external encumbrances), IE (internal encumbrance), and PE (pre-encumbrance). External encumbrances are those that are set up in an external system such as a purchasing system or travel system. Internal encumbrances are established within the university system, such as encumbrances from a payroll system integrated with the KFS. Pre-encumbrances are established within the KFS via the Pre-encumbrance document.

No further drill-down is available in this inquiry.

Inquiry Criteria

Fill in at least Fiscal Year, Chart Code and Account Number. Use lookup as necessary to complete your lookup criteria. Select the Include Pending Ledger Entry option. The lookup criteria default to the current fiscal year and the Document Type, EX. To display all encumbrances including IE and PE, clear the Document Type box.

Open Encumbrances

The system returns a list of open encumbrances. There is no drill-down available from this inquiry.

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Documentation Location

The Documentation Location Maintenance document is used to establish Documentation Locations for the submission of supporting documentation related to the Disbursement Vouchers. The values in this table are valid selections for the Documentation Location value on the DV document. The document includes the Edit Documentation Location tab.

To access the Location Maintenance Document select Location Maintenance from the Disbursement Voucher menu on the Administration tab.

Edit Documentation Location Tab

Title

Description

Documentation Location Code

Required. Enter a code that uniquely identifies the documentation location. The value is often referenced when establishing rules related to documentation location.

Documentation Location Name

Required. Enter the descriptive name of the documentation location. The value appears in the Documentation Location selection box on the DV document.

Documentation Location Address

Required. Enter the full address to which supporting documentation for this location should be sent. This value appears on the DV Document Cover Sheet when the documentation location is selected.

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Non Resident Alien Tax Percent

The Non Resident Alien Tax Percent Maintenance document is used to establish the valid Federal and State tax percents that can be used on Nonresident Alien Tax tab of the Disbursement Voucher Document. Tax percents must be associated with an Income Class Code and an Income Tax Type. The document includes the Edit Non Resident Alien Tax Percent tab. To access the Location Maintenance Document select Non Resident Alien Tax Percent from the Disbursement Voucher menu on the Administration tab.

Edit Non Resident Tax Percent Tab

Title

Description

Income Class Code

Required. Enter a code to reflect the type of activity this disbursement is for, applying a category to the services or goods for which funds are being disbursed.

Income Tax Type Code

Required. Enter a code to indicate if the tax is State or Federal.

Income Tax Percent

Required. Enter the tax percentage to be applied for this combination of Income Class Code and Income Tax Type.

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Ownership Type Code

The Ownership Type Code Maintenance document is used to establish the valid Ownership Types that may be selected when establishing a payee on the Payee document. These values define the Payee for tax and reporting purposes, indicating for example, that the Payee is an individual, corporation or non-profit entity. The document includes the Edit Ownership Type Code tab.

To access the Ownership Type Code Maintenance Document select Ownership Type Code from the Disbursement Voucher menu on the Administration tab.

Edit Ownership Type Code Tab

Title

Description

Ownership Type Code

Enter a code to uniquely identify the ownership type.

Ownership Type Name

Enter a descriptive name of this ownership type.

Income Tax Percent

The tax percentage to be applied for this combination of Income Class Code and Income Tax Type.

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Payee

The Payee Maintenance Document is used to add non-employees that you wish to pay on the DV document. It collects important information about the Payee such as their address and tax information. It can also be used to modify existing payees, such as updating an address or removing a payee that is no longer needed or a duplicate.

Once a Payee document is fully approved that Payee can be used immediately on a DV document. You cannot process a DV document using a Payee that has not yet been approved.

The document has two Edit tabs: Edit Payee tab and Edit IRS tab.

Edit Payee Tab

The Edit Payee tab contains details about the Payee.

Title

Description

Payee Number

Enter a unique identifying number assigned by KFS

Ownership Type

Required. Select the appropriate ownership type that reflects the type of payee you are establishing.

Employee Paid Outside of Payroll

Select the checkbox, if you wish to flag this payee as an employee. This could be used to indicate an employee of your institution that also operates their own business, represented by the Payee you are creating. Your institution may establish business rules that limit the types of payments that can be made to Payees flagged in this way.

Revolving Fund Payee

Select the checkbox, if you wish to flag this payee as a Revolving Fund Payee. This is used to indicate that the Payee represents a cash fund that can be reimbursed via the DV document.

Tax ID Number

Fill in the tax ID number (either the Social Security Number for an individual or the Federal Employee Identification Number for a business) and click on the SSN or FEIN �Tax Payer Type.� Based on your institution�s requirements, you may not have a SSN or FEIN for all payees you add through the Payee document.� If you do not have an SSN or FEIN, leave this field blank.

Nonresident Alien?

Select the checkbox to indicate that this payee is a nonresident alien.

Name

Enter the payee's name to be displayed on the DV document. It is also used to search for a payee.

Address Lines (Address 1, Address 2, City, State, Zip, Country)

Address 1, City and Country are required. Use the address lines to indicate the Payee's remit to address. This is the default address that populates the DV document when this Payee is selected.

W-9/W-8BEN Complete?

Select the checkbox to indicate that you have a W-9 or W-BEN (for a nonresident alien) completed.

Active Indicator

Select the checkbox if the payee is active and available for use as a Payee on the DV document. Deselect if the payee is inactive. The box is automatically selected.

Edit IRS Tab

Title

Description

Tax Address Lines (Tax Address 1, Tax Address 2
Tax City, Tax State
Tax Zip Code, Tax Country)

If tax information for this Payee should be sent to a different address, enter that address in this section, otherwise, leave blank.

Control Set

 

Select the checkbox if this payee is subject to any special backup withholding. It is normally completed by someone in a central administrative or tax area based on the information supplied about the Payee.

OK to Pay?

 

Select the checkbox if it is okay to pay. If the Control Set is selected, this flag may be checked by a central administrative or tax area based on the information supplied about the payee.

When you leave the tax address lines blank and submitting the document, you are prompted to copy their regular address to their Tax Address. If you wish to complete this section manually you should select �No� when prompted.

If you do not check the W-9/W-8BEN complete check box you receive a warning that the taxpayer identification number is needed. The message explains the possible ramifications of not supplying this information and gives you a choice to continue without it. Select Yes to submit the document. Select No to return to the document to enter this information.

If the KFS identifies the Tax ID Number for this Payee as matching a Tax ID Number of an employee then the document routes to a Payee Audit workgroup for approval. Otherwise, the document goes to FINAL status once the initiator routes it.

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Payment Reason Code

The Payment Reason Code Maintenance Document is used to establish the valid Payment Reasons that may be selected on the Disbursement Voucher document. The Payment Reason broadly defines the purpose for a particular disbursement. These reasons can be used for the creation of business rules (restricting various attributes on the DV Document by payment reason) and for reporting purposes. The document includes the Edit Payment Reason Code tab. To access this document, select Payment Reason Code from the Disbursement Voucher menu on the Administration tab.

Edit Payment Reason Tab

Title

Description

Payment Reason Code

Required. Enter a code that uniquely identifies this payment reason. This value will often be referenced when establishing rules related to payment reason.

Payment Reason Name

Enter a descriptive name of this payment reason. This name will appear in the Payment Reason selection box on the DV Document.

Payment Reason Description

Enter a text description describing this payment reason and its restrictions. After a payment reason is selected on the DV Document you may click the Question Mark button to view the selected payment reason�s description.

Active Indicator

Select the check box if this payment reason is active. Deselect if it is inactive. Only active payment reasons will appear in the Payment Reasons selection box on the DV Document.

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Tax Control Code

The Tax Control Code Maintenance document is used to establish the valid Tax Control Codes that appear on the Payee document. These values identify if there is any special withholding required from this payee. The document includes the Edit Tax Control tab. To access this document select Tax Control Code from the Disbursement Voucher menu on the Administration tab.

Edit Tax Control Tab

Title

Description

Tax Control Code

Required. Enter a code that uniquely identifies this Tax Control option. This value will often be referenced when establishing rules related to the Tax Control Code.

Tax Control Name

Required.� The descriptive name of this Tax Control Code. This name will appear in the Control Set selection box on the Payee Document.

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Tax Income Class Code

The Tax Income Class Code Maintenance Document is used to establish the valid Income Class Codes that appear on the Nonresident Alien Tax tab of the DV Document. This code reflects the type of activity this disbursement is for, applying a category to the services or goods for which funds are being disbursed. Examples might include Fellowships or Royalties. The document includes the Edit Tax Income Class tab. To access the Tax Income Class Code Maintenance Document select Tax Income Class Code from the Disbursement Voucher menu on the Administration tab.

Edit Tax Income Class Tab

Title

Description

Income Class Code

Required. Enter a code that uniquely identifies this Income Class option. This value will often be referenced when establishing rules related to Income Class Code.

Income Class Name

Required. Enter a descriptive name of this Income Class Code. This name will appear in the Income Class Code selection box on the DV Document.

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Travel Company

The Travel Company Maintenance Document is used to add company names that can be selected on the Traveler Expenses or Pre Paid Expenses sections of the Non-Employee Travel Expense tab on the DV Document. It can also be used to modify or copy existing Travel Companies. The document includes the Edit Travel Company tab. To access the Travel Company Code Maintenance Document select Travel Company from the Inquiry and Maintenance - General User menu on the Main Manu tab.

Edit Travel Company Code Tab

Title

Description

Company Type Code

Required. Enter the general purpose of a company. The values can be customized. Some examples might include "airfare" or "lodging."

Travel Company Name

Required. Enter a defined name of a given travel company.

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Travel Expense Type Code

The Travel Expense Type Code Maintenance Document is used to establish the valid Travel Expense Codes that appear on the Non-Employee Travel Expense tab of the DV Document. These codes identify general types of travel expenses which can then be associated with specific travel companies to describe a Non-Employee�s out of pocket or prepaid expenses. The document includes the Edit Travel Expense Type tab.

To access the Travel Expense Type Code Maintenance Document select Travel Expense Type Code from the Disbursement Voucher menu on the Administration tab.

Edit Travel Expense Type Tab

Title

Description

Travel Expense Type Code

Required. Enter a code that uniquely identifies this Travel Expense Type.

Travel Expense Type Name

Required. Enter a descriptive name of this Travel Expense Type. This name will appear in the Type selection box on the Non-Employee Travel Expense tab of the DV Document.

Prepaid Expense Indicator

Select the checkbox this Travel Expense Type should appear as an option in the Type selection box on the Pre-Paid Expenses sub-section of the Non-Employee Travel Expense tab. If not checked, this Travel Expense Type will only appear as an option in the Type selection box on the Traveler Expenses sub-section.

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Travel Mileage Rate

The Travel Mileage Rate Maintenance document is used to establish the mileage rates that will be used to calculate the Personal Vehicle expenses on the Non-Employee Travel Expense tab of the DV Document. Different mileage rates can be established based on the number of miles traveled, allowing for example, a higher rate to be paid on the first 500 miles and a lower rate on subsequent miles. Rates are also effective dated to allow for the planned change of mileage rates at a given point in time. The document includes the Edit Travel Mileage Rate tab.

To access the Travel Mileage Rate Maintenance Document select Travel Mileage Rate from the Disbursement Voucher menu on the Administration tab.

Edit Travel Mileage Rate Tab

Title

Description

Rate Effective Date

Required. Enter the calendar date on which this mileage rate will become effective. The required format is mm/dd/yyyy.

Travel Mileage Limit Amount

Required. Enter the maximum number of miles for which this rate is paid. Miles above this amount will not be calculated at this rate, but may be calculated at a different rate in the table with a higher mileage limit amount.

Travel Mileage Rate

Required. Enter the rate, in dollars and cents that should be calculated for mileage per mile.

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Travel Per Diem

The Travel Per Diem Maintenance document is used to establish the Per Diem categories that is available in the Per Diem expenses sub-section on the Non-Employee Travel Expense tab of the DV Document. Each category is associated with a URL to direct the DV initiator to a website that lists Per Diem information for that category. Per Diem categories are also associated with a Fiscal Year in which they are valid. The document includes the Edit Travel Per Diem tab. To access the Travel Per Diem Maintenance Document select Travel Per Diem from the Disbursement Voucher menu on the Administration tab.

Edit Travel Per Diem Category Tab

Title

Description

Fiscal Year

Required. Enter the fiscal year in which this category is valid.

Per Diem Category/Country Name

Required. Enter the descriptive name of this Per Diem Category. This name will appear in the Category selection box of the Per Diem expenses sub-section on the Non-Employee Travel Expense tab.

Per Diem Category/Country URL

Required. Enter the website that users are directed to when they choose this Category and click the Per Diem Links link in the Per Diem expenses sub-section on the Non-Employee Travel Expense tab.

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Wire Charge

The Wire Charge Maintenance Document is used to establish information that will be used to generate a charge for the processing of wire transfer payments on a DV document. Wire transfer charge information is specific to a fiscal year and defines what account receives the income and in what Object Codes the expense and income will be generated. Wire transfer charges are applied to the first account listed in the Accounting Lines tab of a DV Document. The document includes the Edit Wire Charge tab. To access the Wire Charge Maintenance Document select Wire Charge from the Disbursement Voucher menu on the Administration tab.

Edit Wire Charge Tab

Title

Description

University Fiscal Year

Required. Enter the fiscal year in which this wire charge information is valid.

Chart Code

Required. Enter or select from the Chart lookup� a Chart associated with the wire transfer income account.

Account Number

Required. Enter or select from the Account lookup� an Account to which income received from wire transfer charges should be applied.

Income Object Code

Required. Enter or select from the Object Code lookup� an Object Code to which income from wire transfer charges should be applied.

Expense Object Code

Required. Enter or select from the Object Code lookup� an Object Code to which the wire transfer charge should be applied as an expense.

Domestic Charge Amount

Required. Enter the dollar amount that should be charged for wire transfers flagged as domestic.

Foreign Charge Amount

Required. Enter the dollar amount that should be charged for wire transfers flagged as foreign.

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Account Type

The Account Type Maintenance Document is used to categorize accounts for reporting. The document includes Edit Account Type tab.

Edit Accounting Type Tab

Title

Description

Account Type Code

Required. Enter the code to describe types of Accounts.

Account Type Name

Required. Enter the familiar title of a specific Account Type.

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Accounting Period

The Accounting Period Maintenance Document is used to define the accounting year, its subdivisions and their attributes to be used throughout the Kuali Financial System. These usually correspond to calendar months, but may include special processing periods, such as a period �thirteen� for the processing of year end closing transactions. These are the periods to which financial transactions of any type are posted. The document includes Edit Accounting Period tab.

Edit Accounting Period Tab

Title

Description

Fiscal Year

Required. Enter the Fiscal Year for the Accounting Period, or search for it from the Fiscal Year lookup .

Fiscal Period Code

Required. Select the code assigned to a subdivision of the fiscal year, or select it from the Fiscal Period Code list.

Fiscal Period Name

Required. Enter the familiar name associated with the coded subdivision of the fiscal year.

Fiscal Period Status Code

Required. Select the status of a fiscal period from the Status Code list:

O: Open
C: Closed.

Budget Rollover

Required. Select a check box to indicate to the sufficient funds process that the promised budgetary funds have been carried over into the current fiscal year. Clear the check box if they have not.

Fiscal Period End Date

Required. Enter the last day of the fiscal period.

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AICPA Function

The AICPA Function Maintenance Document is used to maintain AICPA Function which is an attribute of Higher Education Function Code that can be used for reporting. The document includes Edit AICPA Function tab.

Edit AICPA Function tab definition

Title

Description

AICPA Function Code

Required. Enter the code assigned to specific AICPA functions.

AICPA Function Name

Required. Enter the familiar title of an AICPA function.

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Balance Type

The Balance Type Maintenance Document defines the different types of balances supported by the application.� Common examples might include actuals, current budget, and encumbrances.� Posted transactions are assigned a balance type. These different types facilitate balance reporting and financial queries. The Balance Type Maintenance Document includes Edit Balance Type tab.

Edit Balance Type Tab

Title

Description

Balance Type Code

Required. Enter the code to categorize different balances

Balance Type Name

Required. Enter the familiar title of a specific balance type

Short Name

Required. Enter the abbreviated name used in reporting where there is limited space available

Offset Generation

Optional. Select the check box to indicate that the offsets are to be automatically system generated for this balance type. Clear the check box if they should not.

Encumbrance

Select the check box to indicate that this balance type represents a type of encumbrance. Clear the check box if it does not.

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Bank

The Bank Maintenance Document defines banking institutions doing business with the university. These codes are used in transactions that require bank-specific information, such as the Advance Deposit. The document includes the Edit Bank tab.

Edit Bank Tab

Title

Description

Bank Code

Required. Enter the unique code identifying a bank.

Bank Name

Required. Enter the familiar name of a specific bank.

Bank Short Name

Required. Enter the shortened name for the bank used in reporting where space is limited.

Bank Routing Number

Optional. Enter the bank�s unique routing number.

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Bank Account

The Bank Account Maintenance Document is used to define particular accounts and their operating attributes. The Bank Account is used in conjunction with the values from the Bank table to indicate a specific account at a given bank. The document includes the Edit Bank Account tab.

Edit Bank Account tab definition

Title

Description

Bank Code

Required. Enter a unique code identifying a bank.

Bank Account Number

Required. Enter the Account Number which identifies a particular account at a bank, or search for it from the Account lookup .

Bank Account Description

Required. Enter a description of the bank account

Cash Offset Chart Code

Optional. Enter the specific Chart Code to be used for cash offsets related to this bank account, , or search for it from the Chart lookup

Cash Offset Account Number

Optional. Enter the specific Account Number to be used for cash offsets related to this bank account, or search for it from the Account lookup

Cash Offset Sub-account Number

Optional. Enter the specific Sub-account Number to be used for cash offsets related to this bank account, or search for it from the Sub-account lookup

Cash Offset Object Code

Optional. Enter or search for the specific Object Code to be used for cash offsets related to this bank account, search for it from the Object Code lookup

Cash Offset Sub-object Code

Optional. Enter or search for the specific Sub-object to be used for cash offsets related to this bank account, or search for it from the Sub-object lookup

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Campus

The Campus Maintenance Document is used to identify the different fiscal and physical operating entities of an institution for use in the KFS. Campuses can be identified as �fiscal,� �physical,� or �both�. The document includes the Edit Campus tab.

Edit Campus Tab

Title

Description

Campus Code

Required. Enter a unique identifying code assigned to a campus, or search for it from the Campus lookup

Campus Name

Required. Enter the familiar title for a specific university campus.

Campus Short Name

Required. Enter an abbreviated name for a specific campus used in reporting where space is limited.

Campus Type Code

Required. Select an attribute to indicate if this is a fiscal or physical campus, or both from the Campus Type list.

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Chart

The Chart Maintenance Document is used to define the valid charts that make up the high-level structure of the KFS Chart of Accounts. It also defines who has management responsibilities for that chart and which Object Codes are used for system generated accounting lines for the chart. The document includes Edit Chart tab.

Edit Chart Tab

Title

Description

Chart Code

Required. Enter the unique identifying code assigned to a Chart , or search for it from the Chart lookup

Chart Manager UserID

Required. Enter or search for a User ID of a Chart Manager using the UserID lookup .

Chart Description

Required. Enter the descriptive name of a Chart.

Chart Active Indicator

Optional.� Select the check box if the Chart is active. Clear the check box if it is inactive.

Cash Object Code

Optional. Enter the default Object Code that represents cash on this chart, or search for it from the Object Code lookup .

Accounts Payable Object Code

Optional. Enter the default Object Code for accounts payables entries on this Chart or search for it from the Object Code lookup�

Income Budget Elimination Object Code

Optional. Enter default Object Code for income on system generated Transfer of Funds documents, such as those generated by a Budget Adjustment document between two accounts with different income stream accounts, or search for it from the Object Code lookup .

Expense Budget Elimination Object Code

Optional. Enter the default Object Code for expense on system generated Transfer of Funds documents (similar to Income Budget Elimination Object Code above), or search for it from the Object Code lookup .

Reports to Chart of Accounts Code

Required. Enter the Chart to which this chart reports in the Chart of Account hierarchy, or search for it from the Object Code lookup .

Accounts Receivable Object Code

Optional. Enter the default Object Code for accounts receivable entries on this Chart, or search for it from the Object Code lookup�

Internal Encumbrances Object Code

Enter the default Object Code to offset internal encumbrances on this Chart, or search for it from the Object Code lookup .

External Encumbrances Object Code

Enter the Default Object Code for an Object Code to offset external encumbrances on this Chart, or search for it from the Object Code lookup .

Pre Encumbrances Object Code

Enter the default Object Code for an Object Code to offset encumbrances created via the Pre Encumbrance document on this Chart, or search for it from the Object Code lookup .

Indirect Cost Recovery Income Object Code

Enter the default Object Code for an Object Code for indirect cost income entries on this Chart or search for it from the Object Code lookup .

Indirect Cost Recovery Expense Object Code

Enter the default Object Code for indirect cost expense entries on this Chart, or search for it from the Object Code lookup .

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Country

The Country Maintenance Document is used to assign specific identifying codes to country names. The document includes Edit Country tab.

Edit Country Tab

Title

Description

Country Code

Required. Enter a unique identifying code assigned to a country.

Country Name

Required. Enter the familiar name of a specific country.

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Document Type

The Document Type Maintenance Document is used to define various types of documents that can be created in the KFS as well as those that can be recorded in the KFS (such as those that are fed into the General Ledger through external systems). The document includes the Edit Document Type tab.

Edit Document Type Tab

Title

Description

Document Type Code

Required. Enter a short code to identify a document type.

Document Group Code

Required. Enter the document group to which the specified document type belongs.

Document Name

Required. Enter a long name of the document type.

Eliminations Eligibility

Optional.

Document Type Active

Optional. Select the check box if this document type is active. Clear the check box, if it is inactive. Only active documents can be initiated.

Routing Rule Code

Required. Enter the code to indicate the type of routing the document does.

Automatic Approval Days

Required. Enter the number of days a document remains Enroute before the system automatically approves it. A value equal to zero means it is not automatically approved.

Document Balanced

Optional. Select the check box if the document has two sides that must balance to each other. Clear the check box if it does not.

Transaction Scrubber Offset Generation

Optional. Select the check box if the documents of this type need to have offsetting entries generated by the transaction scrubber. Clear the check box if they do not.

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Federal Function

The Federal Function Maintenance document is used to maintain the attribute of Higher Education Function Code that is used for federal reporting purposes. The document includes the Edit Federal Function tab.

Edit Federal Function Code Tab

Title

Description

Federal Function Code

Required. Enter the code to identify specific federal functions.

Federal Function Name

Required. Enter the familiar title of a specific federal function

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Federal Funded Code

The Federally Funded Code Maintenance document is used to maintain an attribute used to categorize capital equipment. It is an attribute of Object Code. The document includes the Edit Federally Funded Code tab.

Edit Federally Funded Code Tab

Title

Description

Federally Funded Code

Required. Enter the code to indicate if the Object Code is for capital equipment. Designated funding and ownership may be:

N: non-federally funded, university owned

O: Federally funded, university owned

F: Federally funded, federally owned

Federally Funded Name

Required. Enter the name/description of the Federally Funded code.

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Financial Reporting Code

The Financial Reporting Code Maintenance Document is used to maintain an optional attribute of Sub-account that can be used for reporting. This table establishes Financial Reporting Codes and, like organizations, maps these codes to other Financial Reporting Codes, creating a hierarchy. Codes can then be assigned to sub-accounts and decision support queries can be written to leverage information by this Financial Reporting Code hierarchy. The document includes the Edit Financial Reporting Code tab.

Edit Financial Reporting Code Tab

Title

Description

Chart Code

Required. Enter a Chart code for the Organization that owns this Financial Reporting Code, or search for it from the Chart lookup .

Organization Code

Required. Enter the Organization Code that owns this Financial Reporting Code, or search for it from the Organization lookup .

Financial Reporting Code

Required. Enter a unique code to be used for reporting.

Financial Reporting Code Description

Required. Enter the familiar title of a Financial Reporting Code.

Financial Reporting Code Manager UserID

Required. Enter the User ID responsible for the activity represented by this Financial Reporting Code, or search for it from the User ID lookup .

Reports to Financial Reporting Code

Required. Enter the User ID that this code answers to, or search for it from the Reporting Code lookup . A code may answer to itself.

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Fund Group

The Fund Group Maintenance Document is used to maintain Fund Group, which is the broadest category of funds and is used for reporting and business rules. Examples of fund groups include General Funds and Contract and Grant Funds. Though Fund Group is the broadest category of funds it is an attribute of a narrower group: Sub-fund. For example, accounts have an assigned Sub-fund and from that Sub-fund a fund group is derived. The document includes the Edit Fund Group Code tab.

Edit Fund Group Code Tab

Title

Description

Fund Group Code

Required. Enter the code to uniquely identify a specific fund group.

Fund Group Name

Required. Enter the familiar title of a specific fund group.

Financial Reporting Sort Code

Required. Enter the code to place fund groups in a particular sequence on reports.

Budget Adjustment Restriction Code

Required. Select the code to define the level at which business rules on the budget adjustment document are checked, from the Budget Adjustment Restriction Code list.

F: Fund
C: Chart
O: Organization,
A: Account.

Active Indicator

Required. Select the check box if the Fund Group is active. Clear the check box if it is inactive.

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Higher Education Function

The Higher Education Function Code Maintenance Document is used for classifying the purpose of an account. The code indicates whether the activities associated with an account are for purposes such as instruction or research. This information aids in reporting and in some cases may determine applicable business rules. The document includes the Edit Higher Education Function tab.

Edit Higher Education Function Tab

Title

Description

Higher Education Function Code

Required. Enter the code to identify a specific higher education function.

Higher Education Function Name

Required. Enter the familiar title of a specific higher education function.

University Budget Office Function Code

Required. Enter the code to identify a specific university Budget Office function, or search for it from the Budget Office Function Code lookup ,

AICPA Function Code

Required. Enter the code to identify a specific AICPA function, or search for it from the AICPA Function Code lookup .

Federal Function Code

Required. Enter the code to identify a specific federal function, or search for it from the Federal Function Code lookup .

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Home Origination

The Home Origination Maintenance Document is used to define the Origination Code of the KFS. This Origination Code is used to indicate that eDoc transactions sent to the general ledger were created and processed in the KFS. The document includes the Edit Home Origination tab.

Edit Home Origination Tab

Title

Description

Home Origination Code

Required. Enter the code to identify KFS transactions.

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Indirect Cost Recovery Automated Entry

The Indirect Cost Recovery Automated Entry Maintenance Document is used to define all valid Series ID codes for a given fiscal year, their corresponding indirect cost rates and Object Codes. Each account that needs to have automated indirect cost entries applied to it (as part of batch processing) should have a Series ID assigned. The document include Edit the ICR Automated Entry tab.

Edit ICR Automated Entry Tab

Title

Description

Fiscal Year

Required. Enter a fiscal year or search for it from the Fiscal Year lookup .

Fiscal Series ID

Required. Enter the unique ID to identify which record of the Automated Indirect Cost Recovery table is used to determine indirect cost percentage, and expense and income account(s).

Balance Type Code

Required. Enter the Balance Type of transactions for which indirect cost recovery should be calculated, or search for it from the Balance Type lookup .

ICR Entry Number

Required. Enter the ID number to make a row unique in the table.

Chart Code

Required. Enter the Chart Code to identify the chart of accounts for an account.

Account

Required. Enter an identifier for a pool of funds assigned to a specific university entity for a specific purpose the account number to which the automated indirect cost entries should be posted.

@: The entry should be applied to the same account that the direct expense is applied to.

#: The entry should be derived from the indirect cost recovery account associated with the account to which the direct expense is applied

Sub-Account

Required. Enter the Sub-account Number to which the automated indirect cost entries should be posted.

Object Code

Required. Enter the Object Code to which the automated indirect cost entries should be posted.

Sub-object Code

Required. Enter the Sub-object Code to which the automated indirect cost entries should be posted.

Offset Object

Required. Enter the Object Code in which offsetting entries for the automated indirect cost entries should be generated.

Transaction Debit/Credit Code

Required. Select the code to indicate whether the automated entry should be recorded against the account as a debit or a credit from the Debit Credit list.

ICR Percent

Required. Enter the percentage of direct costs at which the automated indirect cost should be calculated.

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The Indirect Cost Recovery Automated Entry Maintenance Document is used to define all valid Series ID codes for a given fiscal year, their corresponding indirect cost rates and Object Codes. Each account that needs to have automated indirect cost entries applied to it (as part of batch processing) should have a Series ID assigned. The document include Edit the ICR Automated Entry tab.

Edit ICR Automated Entry Tab

Title

Description

Fiscal Year

Required. Enter a fiscal year or search for it from the Fiscal Year lookup .

Fiscal Series ID

Required. Enter the unique ID to identify which record of the Automated Indirect Cost Recovery table is used to determine indirect cost percentage, and expense and income account(s).

Balance Type Code

Required. Enter the Balance Type of transactions for which indirect cost recovery should be calculated, or search for it from the Balance Type lookup .

ICR Entry Number

Required. Enter the ID number to make a row unique in the table.

Chart Code

Required. Enter the Chart Code to identify the chart of accounts for an account.

Account

Required. Enter an identifier for a pool of funds assigned to a specific university entity for a specific purpose the account number to which the automated indirect cost entries should be posted.

@: The entry should be applied to the same account that the direct expense is applied to.

#: The entry should be derived from the indirect cost recovery account associated with the account to which the direct expense is applied

Sub-Account

Required. Enter the Sub-account Number to which the automated indirect cost entries should be posted.

Object Code

Required. Enter the Object Code to which the automated indirect cost entries should be posted.

Sub-object Code

Required. Enter the Sub-object Code to which the automated indirect cost entries should be posted.

Offset Object

Required. Enter the Object Code in which offsetting entries for the automated indirect cost entries should be generated.

Transaction Debit/Credit Code

Required. Select the code to indicate whether the automated entry should be recorded against the account as a debit or a credit from the Debit Credit list.

ICR Percent

Required. Enter the percentage of direct costs at which the automated indirect cost should be calculated.

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Indirect Cost Recovery Exclusion by Account

The Indirect Cost Recovery (ICR) Exclusion Account Maintenance Document is used to exclude transactions for specific Object Codes on an Account from generating indirect cost expenses. Normally, this would only be used if the existing Indirect Cost Recovery Exclusion by Type codes is not granular enough to achieve the desired exclusions. The document includes the Edit ICR Exclusion Account tab.

Edit ICR Exclusion by Account Tab

Title

Description

Chart Code

Required. Enter the Chart Code of the Account to which the exclusion applies, or search for it from the Chart lookup.

Account Number

Required. Enter the Account Number to which the exclusion applies, or search for it from the Account lookup.

Object Chart

Required. Enter the Chart Code associated with the particular Object Code used, or search for it from the Object lookup.

Object Code

Required. Enter an Object Code to which the exclusion applies, or search for it from the Object lookup.

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Indirect Cost Recovery Exclusion by Type

The Indirect Cost Recovery (ICR) Exclusion by Type Maintenance Document defines the indirect cost exclusions associated with a defined Indirect Cost Type Code. These exclusions are used to indicate what Object Codes should be excluded from the automated indirect cost calculation on an account for a given ICR Type Code. ICR Type Code is assigned as an attribute of the account generating indirect cost and all Object Codes associated with the ICR Type Code in this table are excluded from that automated generation process. This document is inquiry only and cannot be added, edited or copied via a maintenance document.

Edit ICR Exclusion Type Code Inquiry Tab

Title

Description

Indirect Cost Recovery Type Code

Required. Enter the code to identify a unique collection of indirect cost recovery exclusions, or search for it from the ICR Type lookup .

Chart Code

Required. Enter the code to identify the Chart of Accounts of the Object Code to be excluded, or search for it from the Chart lookup .

Object Code

Required. An Object Code to be excluded, or search for it from the Account lookup .

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Indirect Cost Recovery Type Code

The ICR Type Code Maintenance Document is used to establish a list of valid values by which indirect cost Object Code exclusions can be made. ICR Type code is an attribute of account that can be assigned to accounts that need to automatically generate indirect cost recovery entries. Specific exclusions for an ICR Type Code are defined on the ICR Exclusion by Type table. The document includes the Edit ICR Type Code tab.

Edit ICR Type Code Tab

Title

Description

Indirect Cost Recovery Type Code

Required. Enter the code to identify a unique collection of indirect cost recovery exclusions.

Indirect Cost Recovery Type Name

Required. Enter the descriptive name reflecting the nature of the code.

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Mandatory Transfer Elimination Code

The Mandatory Transfer Elimination Code Maintenance document is used to maintain an attribute of Object Code that can be used to indicate whether that Object Code is considered a mandatory transfer code, an elimination code, or neither. This attribute is used for reporting purposes to easily identify Object Codes that need to be excluded or handled in a special way. The document includes the Edit Mandatory Transfer Elimination tab.

Edit Mandatory Transfer Elimination Tab

Title

Description

Mandatory Transfer Elimination Code

Required. Enter the code to identify this specific option for mandatory transfer eliminations.

Mandatory Transfer Elimination Name

Required. Enter the familiar title of this specific mandatory transfer elimination code.

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Object Consolidation

The Object Consolidation Maintenance Document is used to maintain an attribute of Object Level that represents a general category of Object Codes for reporting. One Object Consolidation includes the Object Codes belonging to several Object Levels. The document includes the Edit Object Consolidation tab.

Edit Object Consolidation Tab

Title

Description

Chart Code

Required. Enter the Chart of Accounts Code for the associated Object Consolidation, or search for it from the Chart lookup .

Consolidation Object Code

Required. Enter the Object Code assigned to a particular reporting group of Object Levels.

Consolidation Object Name

Required. Enter the familiar title of a specific Object Consolidation.

Consolidation Object Short Name

Required. Enter the abbreviated name of the Object Consolidation used in the reporting where space is limited.

Elimination Object Code

Optional. Enter the Object Code, or search for it from the Object lookup .

Active Indicator

Select the check box if the Object Consolidation is active. Clear the check box, if it is inactive.

Reporting Sort Code

Required. Enter the code to determine the default sort sequence on reports.

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Object Level

The Object Level Maintenance Document is used to maintain an attribute of Object Code that is used to group similar Object Codes into categories for reporting. The document includes the Edit Object Level tab.

Edit Object Level Tab

Title

Description

Chart Code

Required. Enter the Chart of Accounts Code for the associated Object Level, or search for it from the Chart lookup .

Object Level Code

Required. Enter the code assigned to a particular reporting group of Object Codes.

Object Level Name

Required. Enter the familiar title of a specific Object Level.

Object Level Short Name

Required. Enter the abbreviated name of the Object Level that may appear on reports used in reporting where space is limited.

Consolidation Object Code

Required. Enter the Consolidation Object Code associated with this Object Level, or search for it from the Object Code lookup ,.

Active Indicator

Optional. Select the check box if the Object Level is active. Clear the check box if it is inactive.

Reporting Sort Code

Required. Enter the code to determine the default sort sequence on reports.

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Object Sub-Type

The Object Sub-type Maintenance Document is used to maintain an attribute of Object Code that is used to further refine Object Type. Object Sub-type can be used for reporting and in some instances for the establishment of business rules on eDocs (for example, documents that might restrict the use of Object Codes belonging to a certain object Sub-type). The document includes the Edit Object Sub-type tab.

Edit Object Sub-type Tab

Title

Description

Object Sub-type Code

Required. Enter the code assigned to a particular subdivision of Object Type.

Object Sub-type Name

Enter the familiar title of a specific Object Sub-type.

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Object Type

The Object Type Maintenance Document is used to maintain an attribute of Object Code that is used to identify its general use, such as income, asset, expense, or liability. The document includes the Edit Object Type tab.

Edit Object Type Tab

Title

Description

Object Type Code

Required. Enter the code assigned to a particular general Object Code use.

Object Type Name

Required. Enter the familiar title of a specific Object Type.

Object Type Debit/Credit Code

Required. Select if this Object Type has a default balance of debit or credit from the Debit/Credit lit.

ICR Selection Indicator

Optional. Select the check box if the transactions with this object type are eligible for automated indirect cost calculation. Clear the check box if they are not.

Fund Balance Indicator

Optional. Select the check box this Object Type Code reflects Fund Balance. Clear the check box, if it does not.

Reporting Sort Code

Required. Enter the code to determine the default sort sequence of object types on certain reports.

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Offset Definition

The Offset Definition Maintenance Document establishes the types of offsetting entries that the Kuali Financial System General Ledger generates for each Document Type as part of the batch process. When a generated offset is required, the Document Type, Fiscal Year, and Chart Code of the transaction are matched to these Offset Definition entries. The Offsetting transaction is built using the Balance Type and Object Code in the Offset Definition. The document includes the Edit Offset Definition tab.

Edit Offset Definition Tab

Title

Description

Fiscal Year

Required. Enter the Fiscal Year of the transaction being evaluated, or search for it from the Fiscal Year lookup.

Chart Code

Required. Enter the Chart Code of the transaction being evaluated, or search for it from the Chart lookup.

Document Type Code

Required. Enter the Document Type Code of the transaction being evaluated, or search for it from the Document Type lookup.

Balance Type Code

Required. Enter the Balance Type used in the offset entry generated by the KFS G/L process, or search for it from the Balance Type lookup.

Object Code

Required. Enter the Object Code used in the offsetting entry generated by the KFS G/L process, or search for it from the Object lookup.

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Organization Type

The Organization Type Maintenance Document is used for categorizing organizations for reporting purposes. The document includes the Edit Organization Type tab.

Edit Organization Type Tab

Title

Description

Organization Type Code

Required. Enter an identifier to describe types of organizations.

Organization Type Name

Required. Enter the familiar title of a specific organization type.

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Origination Code

The Origination Code Maintenance Document is used to indicate the system from which a transaction originates. The KFS can accept transactions from external systems (such as a payroll or an external billing system). Each external system is identified by a specific Origination Code. This information is recorded in the General Ledger and can be used in reporting. The document include Edit Origination Code tab.

Edit Origination Code Tab

Title

Description

Origination Code

Required. Enter the code assigned to a particular system

Next Document Number

Required. Enter the next number to be assigned by the system in this series

Server Name

Required. Enter the name of the Server on which this system resides

Database Name

Required. Enter the name of the Database for this system.

Database Description

Optional. Enter the description of the database for this system.

Next Capital Asset Number

Optional. Enter the next capital asset number to be assigned by the system in this series.

Next Contract and Grants Proposal Number

Optional. Enter the next C&G Proposal number to be assigned by the system in this series.

Next Contract and Grants Agency Number

Optional. Enter the next C&G Agency number to be assigned by the system in this series.

Next Contract and Grants Subcontractor Number

Optional. Enter the next C&G Subcontractor number to be assigned by the system in this series.

Next Disbursement Voucher Payee Id Number

Optional. Enter the next DV number to be assigned by the system in this series.

Next Attachment Identifier

Optional. Enter the next Attachment Identifier number to be assigned by the system in this series.

Next Accounts Receivable Customer Number

Optional. Enter the next A/R Customer number to be assigned by the system in this series.

Next Item Identifier

Optional. Enter the next Item Identifier number to be assigned by the system in this series.

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Postal Code

The Postal Code Maintenance document defines the Zip Code to City and State cross-reference. City and State can be looked up from the zip code. The document includes the Edit Postal Code tab.

Edit Postal Code Tab

Title

Description

Zip Code

Required. Enter the U.S. Postal Service zip code

State Code

Required. Enter or select from the State lookup� the U.S. Postal Service code for the zip code entered.

City Name

Required. Enter the name of the city for the zip code entered.

Building Code

Enter a university identifier.

Building Room Number

Enter additional detail for a university location.

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Program

The Program Maintenance Document is used to maintain an account transaction attribute distinct from account, object, and source of funds. It is used by community colleges to separate instructional disciplines and administrative functions according to a defined taxonomy to support required reporting. The document includes the Edit Program tab.

Edit Program Tab

Title

Description

Program Code

Required. Enter the code assigned to a particular Program.

Program Name

Required. Enter the familiar title of a specific Program.

Active Indicator

Select the check box if the Program Code is active. Clear the check box, if it is inactive.

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Responsibility Center

The Responsibility Center Maintenance Document maintains an attribute of Organization. This table is used to assign an identifying number and description to a Responsibility Center, which is then associated with organizations to indicate where responsibility for that organization resides. Responsibility Centers generally represent large Colleges or Schools within an institution but can be established to represent any high-level organization required for reporting purposes. The document include the Edit Responsibility Center tab.

Edit Responsibility Center Tab

Title

Description

Responsibility Center Code

Required. Enter the unique code identifying this Responsibility Center.

Responsibility Center Name

Required. Enter the familiar title of a specific Responsibility Center.

Responsibility Center Short Name

Required. Enter the abbreviated name of a Responsibility Center used in reporting where space is limited.

Responsibility Center Active Indicator

Optional. Select the check box if the Responsibility Center is active. Clear the check box if it is inactive.

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Restricted Status

The Restricted Status Maintenance Document is used to maintain an attribute of Account that is used to indicate if the funds within an account are �restricted,� �unrestricted,� or �temporarily restricted.� Some KFS business rules refer to Restricted Status when determining the validity of an eDoc transaction. The document includes the Edit Restricted Status tab.

Edit Restricted Status Tab

Title

Description

Restricted Status Code

Required. Enter an identifier for a particular Restricted Status.

Restricted Status Name

Required. Enter the familiar title of this Restricted Status.

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State

The State Maintenance Document maintains the U.S. Postal Service codes used to identify states. The document includes the Edit State tab.

Edit State Tab

Title

Description

State Code

Required. Enter the state code assigned by the U.S. Postal Service.

State Name

Required. Enter the full name of the state.

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Sub-Fund Group

The Sub-fund Group Maintenance Document defines an attribute of Account used to designate the type or purpose of funds that are found in that Account. Sub-fund Group can be used for reporting purposes and for business rules on the KFS eDocs. The document includes the Edit Sub-fund tab.

Edit Sub-Fund Group Tab

Title

Description

Sub-Fund Group Code

Required. Enter a code for a particular Sub-fund Group.

Sub-Fund Group Description

Required. Enter the familiar title of this Sub-fund Group.

Fund Group Code

Required. Enter the larger Fund Group to which the Sub-fund Group is associated, or search for it from the Fund Group lookup .

Active Indicator

Required. Select the check box if the Sub-fund Group is active. Clear the check box if it is inactive.

Type Code

Required. Select a Sub-fund Group category from the Type list, or search for it from the lookup.. Example might include: �Auxiliary,� �Internal Service Organizations,� or �Neither.�

Financial Reporting Sort Code

Required. Enter a code to determine the default sort sequence on reports.

Sub-Fund Group Wage Indicator

Optional. Select the check box if this Sub-fund group is one that is expected to pay compensation expenses. Clear the check box if it is not.

Budget Adjustment Restriction Code

Required. Select the code to determine at what level the KFS checks for restrictions when an account of this Sub-fund Group is used on a Budget Adjustment eDoc from the Budget Adjustment Restriction Code list.

C: chart
O: organization

A: account
S: Sub-fund
N: None

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Sub-Fund Group Type

The Sub-fund Group Type Maintenance Document is an attribute of Sub-fund that can be used to further categorize Sub-funds. Common group types might include �Auxiliary,� �Internal Service Organization,� or �Neither.� The document includes the Edit Sub-Fund Group Type tab.

Edit Sub-Fund Group Type Tab

Title

Description

Sub-Fund Group Type Code

Required. Enter a code identifying this type.

Sub-Fund Group Type Description

Required. Enter the familiar title of this Sub-fund Group Type.

Sub-Fund Group Type Active Indicator

Select the check box if the Sub-fund Group Type is active and available to be assigned to Sub-funds. Clear the check box if it not.

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University Budget Office Function

The University Budget Office Function Maintenance Document defines an attribute of Higher Education Function code that is used to identify a function for budget reporting. The document includes the Edit University Budget Office Function tab.

Edit University Budget Office Function Tab

Title

Description

University Budget Office Function Code

Required. Enter an attribute to identify university budget office functions.

University Budget Office Function Name

Required. Enter the name used to describe a specific university budget office function.

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University Date

The University Date Maintenance Document is used to map individual dates to Fiscal Years and Fiscal Periods. The document includes the Edit University Date tab.

Edit University Date Tab

Title

Description

University Date

Required. Enter a Calendar date.

Fiscal Year

Required. Enter the Fiscal Year that corresponds to the University Date, or select from the Fiscal Year lookup .

University Fiscal Accounting Period

Required. Enter the Fiscal Period that corresponds to the University Date, or select from the Accounting Period lookup .

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Credit Card Type

The Credit Card Type Maintenance document defines the types of credit cards that are valid in the system. It generally defines a Company name associated with the credit card issuing company and is often used in conjunction with values from the Credit Card Vendor table. The document includes the Edit Credit Card Type tab.

Edit Credit Card Type Tab

Title

Description

Credit Card Type Code

Required. Enter the unique code identifying this credit card type.

Company Name

Required. Enter the descriptive name for this credit card type code.

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Credit Card Vendor

The Credit Card Vendor Maintenance Document defines values for units that accept credit card transactions for Credit Card Receipt documents.

Edit Credit Card Vendor Tab

Title

Description

Vendor Number

Required. Enter the unique number that identifies this Credit Card Vendor.

Vendor Name

Required. Enter the A descriptive name hat identifies this Credit Card Vendor.

Credit Card Type

Required. Enter a code identifying the type of credit card accepted by this vendor number.

Income Chart

Required. Enter the chart of the account used to collect income for this vendor.

Income Account Number

Optional. Enter the income account used to collect income for this vendor.

Income Object Code

Optional. Enter the income object code used to record income transactions associated with this vendor.

Income Sub-Object Code

Optional. Enter the sub-object code used to record income transactions associated with this vendor.

Income Sub-Account Number

Optional. Enter the sub-account number used to record transactions associated with this vendor.

Expense Chart

Required. Enter the chart of the account used on expense transactions for this vendor.

Expense Account Number

Required. Enter the income account used on expense transactions for this vendor.

Expense Object Code

Required. Enter the expense object code used to record expense transactions associated with this vendor.

Expense Sub-Object Code

Optional. Enter the sub-object code used on expense transactions associated with this vendor.

Expense Sub-Account Number

Optional. Enter the sub-account number on expense transactions associated with this vendor.

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Custom Attributes

This table is used to define custom attributes and the attribute options associated with them. There are two tabs, the Custom Attribute tab which defines the attribute values and the Edit Attribute Options tab which associates particular options with this attribute.

Custom Attribute Tab

Title

Description

Attribute Name

Required. The name of this custom attribute.

Description

Optional. Enter the description of this custom attribute indicating what it should be used for.

Business Object Name

Optional. Select the technical name of the attribute from the Business Object Name list.

Edit Custom Attribute Tab

Title

Description

Sequence Number

Required. Enter the unique number for this attribute option.

Option Value

Required.. Enter a valid value for this attribute.

Description

Required. The description of this valid attribute.

Active Indicator

Optional. Select the check box if this attribute option is active or inactive. Clear the check box if the attribute option is inactive.

Click the add button to add the defined attribute option to the table.

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Fiscal Year Function Control

The Fiscal Year Function Control Maintenance Document defines whether a given Function Control code is active for a specific fiscal year. These values determine whether certain actions related to budgets can be taken in the defined fiscal year. The document includes the Edit Fiscal Year Function Control tab.

Edit Fiscal Year Function Control Tab

Title

Description

University Fiscal Year

Required. Enter the fiscal year for which the function control code is being defined.

Financial System Function Control Code

Required. Enter the Function Control code whose active status is being defined for this fiscal year.

Financial System Function Active Indicator

Optional. Select the check box if the Financial System Function Control Code is active for this fiscal year. Clear the check box if it is inactive for this fiscal year.

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Function Control Code

This table defines the different types of Financial System Function Control codes that may be activated for a given fiscal year on the Fiscal Year Function Control table. The document includes the Edit Function Control Code tab.

Most of the codes relate to the Budget Module of the KFS. Standard codes are:

Title

Description

BAACTV

Indicates if the budget adjustment document is active for a fiscal year

BASEAD

Indicates if base budget adjustments can be performed for a fiscal year

BCACTV

Activates budget construction for a given year

BCGENE

Enables the KFS to accept the budget construction genesis process

BCUPDT

Controls the ability to make updates to budget construction data

CSFUPD

Enables the updating of the calculated salary foundation (CSF)

PSSYNC

Enables the KFS to accept synchronization data from the PeopleSoft HR system for budget construction

Edit Function Control Code Tab

Title

Description

Financial System Function Control Code

Required. Enter the code that uniquely identifies this Function Control value.

Financial System Function Default Indicator

Optional. Select the check box if the default value is active. Clear the check box if it is inactive.

Financial System Function Description

The text description associated with this Function Control code.

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Labor Benefit Calculation

This table associates a position benefit type code with a chart, fiscal year, object code and fringe benefit percentage. The percentage is then charged as a pooled benefit rate to the specified object code. The document includes the Edit Benefit Calculation tab.

Edit Benefit Calculation Tab

Title

Description

University Fiscal Year

Required. Enter the fiscal year associated with this benefit type and object code.

Chart Code

Required. Enter the Chart code associated with the object code for which the benefit type on this line is being defined.

Object Code

Required. Enter the Object code that is charged the associated percentage to represent this type of benefit.

Position Fringe Benefit Percent

Optional. The percent is charged to the defined object code to reflect this benefit type.

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Labor Benefits Type

The Benefits Type Maintenance Document defines position benefit types. These benefits can then be associated with benefit percentages on the Labor Benefits Calculation table and with specific labor object codes on the Labor Object Benefit table. The document includes the Edit Benefit Code tab.

Edit Benefit Code Tab

Title

Description

Position Benefit Type Code

Required. Enter the code that uniquely identifies this benefit type.

Position Benefit Type Description

Required. Enter the descriptive name for this benefit type.

Position Benefit Retirement Indicator

Optional. Select the check box if this is a retirement benefit type. KFS does not use this information but it may be referenced by an outside payroll or HR system. Clear the check box if it is not.

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Labor Object Benefit

This Labor Object Benefit Maintenance Document associates defined position benefit type codes with labor object codes for a given chart and fiscal year. This information is used in conjunction with the values in the Labor Benefits Calculation table to generate pooled benefits related to salary expenses charged to object codes specified in the Labor Object Benefit table. The document includes the Edit Labor Object Benefit tab.

Edit Labor Object Benefit Tab

Title

Description

University Fiscal Year

Required. Enter the fiscal year associated with this benefit type and object code.

Chart Code

Required. Enter the Chart code associated with the object code for which the benefit type on this line is being defined.

Object Code

Required. Enter the Object code that should generate the associated benefit type.

Position Benefit Type Code

Enter the Code used to identify a type of benefit associated with the specified object code.

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Message of the Day

The Message of the Day Maintenance Document updates a message that appears in the upper-left-hand corner of the KFS main menu page. It is an easy way to share information with KFS users and can be updated at any time.

Edit Message of the Day Tab

Title

Description

Financial System Origination Code

 

Required. Enter the origination code that identifies the instance of KFS you wish this message to appear in.

Message of the Day

 

Optional. Enter the text you wish KFS users to see as the message of the day.

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Offset Account

This Offset Account Maintenance Document allows you to specify flexible offsets for KFS accounts. Normally offsetting entries generated by the KFS are applied to the same account that generated the offset. But with this table you can direct an account�s offsets to another account. The document includes the Edit Offset Account tab.

Edit Offset Account tab definition

Label

Description

Chart Code

 

Required. Enter the Chart code that the account generating the offsetting entry belongs to.

Account Number

 

Required. Enter the Account generating the offsetting entry.

Offset Object Code

Required. Enter the object code identifying the types of offsets that need to go to another account.

Offset Chart

Required. Enter the Chart code that the offset account entry belongs to.

Offset Account

Required. Enter the account that offsets for the specified account should be applied to.

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Organization Reversion

The Organization Reversion Maintenance Document is used to define how budget and cash balances should revert at the end of a fiscal year. It defines the account numbers that budget and cash should revert to for a given organization. It also defines how defined Organization Reversion Categories should revert for this organization. The document includes the Edit Organization Reversion and Edit Organization Reversion Details tabs.

Edit Organization Reversion Tab

Title

Description

University Fiscal Year

Required. Enter the Fiscal Year to which this Organization Reversion information pertains, or select it from the Fiscal Year lookup� .

Chart Code

Required. Select the Chart Code to which this Organization Reversion information pertains from the Chart list or search for it from the lookup .

Organization Code

Required. Enter the Organization Code to which this Organization Reversion pertains, or select it from the Organization lookup� .Accounts belonging to this Organization will be subject to the Organization Reversion information defined here.

Budget Reversion Chart

Required. Select the Chart Code associated with the account to which Budget should revert from the Chart list, or search for it from the Chart lookup .

Budget Reversion Account

Required. Enter the Account to which Budget for this organization should revert, or search for it from the Account lookup .

Cash Reversion Chart

Required. Select the Chart Code associated with the account to which Cash should rever from the Chart list, or search for it from the Chart lookup .

Cash Reversion Account

Required. Enter the Account to which Cash for this organization should revert, or search for it from the Account lookup .

Carry Forward by Object Code Indicator

Optional. Select the check box if the balances should be carried forward to the Organization Reversion Object Code. Clear the check box if the carry forward should occur in a default object code.

Edit Organization Reversion Details Tab

Title

Description

Organization Reversion Category

Required. Enter the category to which this Object Code and Org Reversion Code apply.

Organization Reversion Object Code

Required. Enter the Object Code that the balances should carry forward to for this category, or search for it from the Object Code lookup .

Org Reversion Code

Required. Select the code that identifies exactly how reversion should occur for this category from the Category list.

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Organization Reversion Category

This Organization Reversion Category Maintenance Document defines the different categories for which Organization Reversion can be specified. Examples might include �Salaries/Fringes� or �Travel.� The reversion for these categories can then be defined using the Organization Reversion table. The document includes the Edit Organization Reversion Category tab.

Edit Organization Reversion Category Tab

Title

Description

Category Code

 

Required. Enter the unique code used to identify this Organization Reversion Category.

Category Name

 

Required. Enter the descriptive name of this Organization Reversion Category.

Sort Code

Required. Enter the alphanumeric code that determines the order in which Categories appear in Organization Reversion table.

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Edit Organization Reversion Detail