Page Comparison

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

To copy an existing account,

Navigate to
‘Account’
Account.
In the Account Lookup fields, enter any known information about the account you wish to copy.
Click Search.
Click
on
Copy.

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Enter a description for the account.
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Info
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.

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Tip

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Chart Manager Tip

Remember 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,
enter
enter UC.
In the ‘Account Number’, enter the Org Number, followed by 001
In the Account Number field, enter the Org Number followed by 001, 002,
etc
etc.
- For example, you might enter the
  Example: 7-digit number
  , 1549001
  – 1549001.
- A central office will fill in the final account number later.
In
the ‘Account Name’ field, enter a new
the Account Name field, enter a new title for the account.
In
the ‘Organization Code’
the Organization Code field, enter
a 4
a 4-digit KFS department number.
Select the appropriate
‘Campus Code’
Campus Code from the
dropdown
drop-down menu.
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In the ‘Account Effective Date’
In the Account Effective Date field, you can enter a future date.
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If you enter a date in the
‘Expiration Date’
Expiration Date field,
then
you
will
also 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
‘Account
Account Street
Address’
Address field, enter the Unit Number.
If
the
the Closed?
checkbox is checked, it indicates that (1) you are requesting to close the existing account and (2) a
checkbox is checked, it indicates that you are requesting to close the existing account and a continuation account needs to be selected.
Selecting
Selecting this checkbox
would not Note
title Note
In
will not close a new account.
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Note: In filling any
of
of these fields, use your best
judgement
judgment. The Chart
Manager can change or correct the
Manager can change or correct the fields if needed.

You can select N
You can select N/A whenever it is appropriate to do so.
The
‘Account
Account Type
Code’
Code further identifies the classification of the account.
The
‘Sub
Sub-Fund Group
Code’
Code identifies the type of funding for the account.
The
‘Higher
Higher Ed Function
Code’ is used for classifying
Code classifies accounts for financial statement purposes.

Info
title Info
For The ‘Account Restricted’
For guidance on choosing a code, review the
Accounting Office’s Account Setup page.
Higher Education Function Codes page.
The Account Restricted field is used for identifying restricted, temporarily restricted, and unrestricted accounts.

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UConn Custom Extended
Attributes
Attributes
- ‘Bank Code’ and ‘Fund SID’ fields are
  The
  
  Bank Code and Fund SID fields are required. You
  will be able to
  can select a bank code or a fund
  SID from
  SID from a drop-down list.
  The ‘
- The Department Account Owner Code
  ’ field is optional. You will be able to
  field is optional. You can select the appropriate department account owner code
  or type
  or type code from a drop-down list.
- The
  ‘Department
  Department Ref
  1’
  1 and
  “Department
  Department Ref
  2”
  2 fields
  are optional. This
  are optional. This field is free-form,
  which means that it enables you enter information without having to select
  which means you can enter information without having to select it from a
  dropdown
  drop-down list.
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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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Note

title	Note

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.
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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.
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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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Versions Compared

Old Version 4

New Version Current

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