Staff can access the Account Delegate, Account Delegate Global, and Account Delegate Inactivation Global eDocs under the Chart of Accounts page in Kuali Financials (KFS).
The Account Delegate and Account Delegate Global eDocs are used to establish new or copy/edit existing Account Delegates. The Account Delegate Inactivation Global is used to inactivate existing delegations. Delegated users are authorized to take workflow actions on documents on behalf of the fiscal officer.
Actions taken by delegates are the responsibility of the Fiscal Officer.
Fiscal Officers may wish to set up a permanent secondary delegate for emergency situations. The Office of the Controller recommends delegating “up” to a supervisor. This secondary delegate can filter their action list to retrieve items that are waiting to be approved by the Fiscal Officer.
Creating a New Single Account Delegate
Click on the Account Delegate link to search for an existing delegation by account number, Document Type, and/or by the delegate’s NetID. Delegations may be copied by clicking Copy, or to set up a new delegation, click Create New.
Enter the Chart Code (UC).
Enter the Delegate Account Number.
Enter the Document Type. Use KFS as the document type for all documents. For individual eDoc types, see Short Names by eDoc Type.
Note: When you create new accounts, delegations will not automatically copy over from other accounts; you must create delegations for the new accounts. Enter the new delegation's NetID.
Alternatively, you can click on the magnifying glass icon to search for the person’s NetID.
If you wish, select an Approval From/To Amount; this is optional.
Be careful with the approval thresholds. If the document is one penny over, it will not delegate.
Creating a Delegation for Multiple Delegates, Document Types, and/or Accounts
Click on the Account Delegate Global link to open a new eDoc.
Enter a Description.
Complete the Edit Global Delegate tab.
For all document types, use KFS or enter a specific eDoc type.
For primary delegations, check the Account Delegate Primary Route box (see Types of Delegations below).
In the Account Delegate Principal Name box, enter the delegate's NetID.
Click the ADD button, and enter additional delegations if desired.
Complete the Edit List of Accounts tab.
Enter each account individually or use the Look Up/Add Multiple Account Lines to search for multiple accounts.
Select the appropriate accounts and return values.
If not completed by the Fiscal Officer, the eDoc will route to the FO for approval.
The Account Delegate Global will over-write all existing delegations. To retain existing delegations, they must be included on the Account Delegate Global eDoc.
Inactivating Delegations
Click on the Account Delegate Inactivation Global link to open a new eDoc. (Chart of Accounts ~ under Activities)
Enter a Description.
Complete the Edit List of Account Delegates tab:
Click the Look Up/Add Multiple Account Delegate Lines icon:
Enter the search criteria, such as Delegate Name or Fiscal Officer:
c. From the search results, select the delegations to inactivate, and Return Selected.
Submit the eDoc. It will route to the Chart Manager and the Fiscal Officer for approval (if not completed by the Fiscal Officer).
Types of Delegations
Primary Delegation
The Primary Delegation eDoc appears on the primary delegate’s action list. The fiscal officer (FO) must filter the action list to see it.
Click on the box for the Account Delegate Primary Route.
Only one primary delegation is allowed per eDoc type.
Secondary Delegation
The secondary delegation eDoc (recommended) appears on the fiscal officer’s action list. The secondary delegate must filter the action list to see it.
See the filter information below.
Leave the Account Delegate Primary Route box unchecked for Secondary Delegation
Multiple secondary delegations are allowed.
The action list filter shown above is located at the top right of your action list. It will only appear if there is something that you can approve on behalf of the delegator.