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Staff can copy an existing account in the Account section of the Chart of Accounts page in Kuali Financial Systems (KFS).  

Copying an Existing Account

To copy an existing account, 

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

  5. Enter a description for the account. 

    This description appears in the approver’s action list, as well as in eDoc searches. 


Account Maintenance Tab

The Account Maintenance 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” (i.e., new) account. On the right side of the Account Maintenance tab, you can change the data as needed for the new account.

    Chart Manager Tip

    Remember to create a name for your new account and enter it over the copied account’s name.  


Data Entry: Miscellaneous Notes

  • In the ‘Chart Code’ field, enter UC.  
  • In the ‘Account Number’, enter the Org Number, followed by  001, 002, etc. 
    • For example, you might enter the 7-digit number, 1549001. 
    • A central office will fill in final account number later. 
  • In the ‘Account Name’ field, enter a new title for the account. 
  • In the ‘Organization Code’ field, enter a 4-digit KFS department number. 
  • Select the appropriate ‘Campus Code’ from the dropdown menu.

  • In the ‘Account Effective Date’ field, you can enter a future date.
  • If you enter a date in the ‘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 Street Address’ field, enter the Unit Number.  

  • If the Closed? checkbox  is checked, it indicates that (1) you are requesting to close the existing account and (2) a continuation account needs to be selected. Selecting this checkbox would not close a new account.

    Note

    In filling any of these fields, use your best judgement. The Chart Manager can change or correct the fields if needed.  

    You can select N/A whenever it is appropriate to do so. 


  • The ‘Account Type Code’ further identifies the classification of the account.  
  • The ‘Sub-Fund Group Code’ identifies the type of funding for the account.  

  • The ‘Higher Ed Function Code’ is used for classifying accounts for financial statement purposes.

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

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 act as Department Heads or the Principal Investigator. These individuals usually have Department or Division-level management of the account. 

Account Manager

The account manager is responsible for ensuring that funds are spent and managed according to the goals and objectives of the University.  


The Fiscal Officer and Account Manager may be the same individual. 

Contracts and Grants/Plant Tab

Only the appropriate offices should complete the fields on the Plant tabs, Contracts and Grants tabs, and the Budget Construction 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 on campus location. Each building is identified by the Building Campus Code and a Building Code.  This tab is only required for construction project accounts. 

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