KFS Project Codes

Owned by Sarah Nguyen (Deactivated)
Last updated: Apr 02, 2022
2 min read

In Kuali Financials, Sub-Accounts, Sub-Object Codes, and Project Codes are used to define activity or flag transactions when an Account or Object Code does not provide enough detail.

  • If you need details for transactions that span numerous object codes and only a few accounts, Sub-Accounts may be a handy alternative to opening new accounts.

  • If the type of income or expense is limited to a few object codes but spans several accounts, use Sub-Object Codes.

  • If spanning multiple accounts across multiple organizations and activity is not limited within those accounts, use Project Codes.

KFS Project Codes

Pros

  • Allow you to assign an identifier to particular transactions that may span multiple accounts.

  • Are not particular to any account.

  • Can be used by any account/user in the University.

  • Each project has a Project Manager.

    • No routing attached to Project Manager.

    • Can be used as a tool for Reporting.

Cons

  • Initiator and/or approving Fiscal Officer must remember to add coding on Accounting Line.

Project Code Example

Suppose UConn needs to track all expenses relating to the COVID-19 pandemic and all expenses for equipment sent directly to staff or faculty's homes. The expenses are in several accounts across the University.

Project Codes

  • COVID19 (Coronavirus 2020)

  • HOME (Items Shipped to Homes)

A WebFocus report can be written to capture Project Code activity.

Project Code Lookup (GLT)

Project Code transaction details can be extracted from KFS by specifying criteria in a search. A WebFocus report can also be created to include a particular Project Code.

project code lookup

Project Code Setup

  1. From the Chart of Accounts Menu, navigate to Activities and then to Project Code.

  2. Click Create New.

  3. Complete the Edit Project Code section by filling out the following fields.

    1. Project Code

    2. Project Name

    3. Project Manager Principal Name (UConn NetID)

    4. Chart Code

    5. Organization Code

    6. Project Description

  4. Click Submit.

The Project Code will not route for approval.

Inactivating a Project Code

  1. Search for the Project Code.

  2. Select Edit.

  3. Uncheck the Active Indicator box.

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