Staff can copy an
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existing account in the Account section of the Chart of Accounts page in Kuali Financial Systems (KFS).
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Copying an Existing Account
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Navigate to
‘Account’Account.
In the Account Lookup fields, enter any known information about the account you wish to copy.
Click Search.
Click
onCopy.
Enter a description for the account.
Info |
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This description appears in the approver’s action list |
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and in eDoc searches. |
Account Maintenance Tab
The Account Maintenance tab is tab is divided into two sections, : left and right.
The left side is for the previous (i.e., existing) or copied account.
The right side is for the
“proposed”proposed (i.e., new) account. On the right side of the Account Maintenance tab, you can change the data as needed for the new account.
Tip |
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Chart Manager TipRemember to create a name for your new account and enter it over the copied account’s name. |
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Data Entry: Miscellaneous Notes
In the
‘Chart Code’Chart Code field,
enterenter UC.
In the ‘Account Number’, enter the Org Number, followed by 001In the Account Number field, enter the Org Number followed by 001, 002,
etcetc.
- For example, you might enter the
Example: 7-digit number
, 1549001– 1549001.
A central office will fill in the final account number later.
- For example, you might enter the
In
the ‘Account Name’ field, enter a newthe Account Name field, enter a new title for the account.
In
the ‘Organization Code’the Organization Code field, enter
a 4a 4-digit KFS department number.
Select the appropriate
‘Campus Code’Campus Code from the
dropdowndrop-down menu.
In
the ‘Account Effective Date’the Account Effective Date field, you can enter a future date.
If you enter a date in the
‘Expiration Date’Expiration Date field,
thenyou
willalso need to enter a continuation account in the Account Responsibility tab.
The account’s postal code, city name, and state code can all be changed as needed.
In the
‘AccountAccount Street
Address’Address field, enter the Unit Number.
If
thethe Closed?
checkbox is checked, it indicates that (1) you are requesting to close the existing account and (2) acheckbox is checked, it indicates that you are requesting to close the existing account and a continuation account needs to be selected.
SelectingSelecting this checkbox
would notNote Intitle Note will not close a new account.
Note: In filling any
ofof these fields, use your best
judgementjudgment. The Chart
Manager can change or correct theManager can change or correct the fields if needed.
You can select NYou can select N/A whenever it is appropriate to do so.
The
‘AccountAccount Type
Code’Code further identifies the classification of the account.
The
‘SubSub-Fund Group
Code’Code identifies the type of funding for the account.
The
‘HigherHigher Ed Function
Code’ is used for classifyingCode classifies accounts for financial statement purposes.
Info For The ‘Account Restricted’title Info For guidance on choosing a code, review the
Accounting Office’s Account Setup page.The Account Restricted field is used for identifying restricted, temporarily restricted, and unrestricted accounts.
UConn Custom Extended
AttributesAttributes
- ‘Bank Code’ and ‘Fund SID’ fields are
The
Bank Code and Fund SID fields are required. You
will be able tocan select a bank code or a fund
SID fromSID from a drop-down list.
The ‘ The Department Account Owner Code
’ field is optional. You will be able tofield is optional. You can select the appropriate department account owner code
or typeor type code from a drop-down list.
The
‘DepartmentDepartment Ref
1’1 and
“DepartmentDepartment Ref
2”2 fields
are optional. Thisare optional. This field is free-form,
which means that it enables you enter information without having to selectwhich means you can enter information without having to select it from a
dropdowndrop-down list.
- ‘Bank Code’ and ‘Fund SID’ fields are
Account Responsibility Tab
Below is an overview of the roles involved in managing accounts.
Fiscal Officer
A Fiscal Officer has an oversight role for the account.
Each transactional document requires Fiscal Officer approval.
Fiscal Officers may delegate approval authority.
Account Supervisor
Account supervisors Supervisors act as Department Heads or the Principal as Department Heads or the Principal Investigator. These These individuals usually have Department or Division-level management of the account.
Account Manager
The account manager is responsible for Account Manager is responsible for ensuring that funds are spent and managed according to the goals the goals and objectives of the University.
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The Fiscal Officer and Account Manager may be the same individual. |
Contracts and Grants / Plant Tab
Only the appropriate the appropriate offices should complete the fields on the Plant tabsPlant tabs, Contracts and Grants tabsGrants tabs, and the Budget Construction tabConstruction tab. Do not edit the information on these tabs.
Guidelines and Purposes Tab
For this tab, enter information about the accounts that will be used. These descriptions will help the Chart Managers determine certain attributes for financial reporting and for future reference in your department. See the example below.
Account Description Tab
The Account Description Tab provides information about the on-campus location. Each Each building is identified by the Building Campus Code and a Building Code. This tab is only required for construction project accounts.
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