Funding Support: Selecting the Appropriate eDoc

Owned by Former user (Deleted)
Last updated: Apr 19, 2022 by Sarah Nguyen (Deactivated)
2 min read

Staff can review the examples below for help with determining which eDoc to use for funding support in Kuali Financials (KFS).  

Funding Support Examples 

Funding support occurs when one University department sends funds to another department. Often, one department is sponsoring an event, and another department has agreed to partially fund the event. These are often referred to as “Co-Sponsorships.” The method used to move funding from one department to another depends on the type of accounts involved in the transaction. 

In each of the examples below, the department receiving the funding is the “Receiving Department.” The department providing funds is the “Funding Department.” 

If the Receiving Department is hosting an event and accepting revenue/funding from various sources (internal and/or external to UConn), it is preferable to have a separate 4-ledger account set up for this purpose. The Receiving Department can initiate Internal Billings to the other departments and receive the funding in advance of the event (see Example 2). 

Example 1

Suppose both the Receiving Department and the Funding Department are using the same type of account (e.g., both are 2-ledger accounts, both are 4-ledger accounts, both are GUF accounts, etc.).  

To proceed, use the Transfer of Funds (TF) eDoc.  

  • Either department can initiate the TF.  

  • The Funding Department is on the FROM side of the transaction, and the Receiving Department is on the TO side of the transaction.

This will move cash, and transfers in or out will only show in the 32xx and 33xx object codes.

If the Receiving Department is a 3-ledger or 4-ledger account, the IB can also be used (see Example #2).  

Example 2

Suppose the Receiving Department’s account is a 3-ledger or 4-ledger account; the Funding Department’s account can be any type of account.  

To proceed, the Receiving Department should initiate an Internal Billing (IB) eDoc. 

  • The Receiving Department should record revenue (3-ledger uses 4659, 4-ledger uses 4735) on the Income line. 

  • The Expense line would be the Funding Department’s account + 6260 Co-Sponsorships or other applicable expense object codes.

Example 3

Suppose the Receiving Department only has a 2-ledger available, and the Funding Department wants to use funds from another type of account (3-ledger, 4-ledger, 6-ledger, etc.).  

To proceed, use the Distribution of Income and Expense (DI) eDoc. 

  • After the expenses have been posted in the Receiving Department’s accounts, a DI can be done to move expense(s) to the Funding Department’s account. 

  • Either department can initiate the DI, but it will most often be the department where the expense originally occurred. 

  • The “FROM” side account is where the transaction was originally posted (the Receiving Department); the “TO” side account is the Funding Department’s account. 

  • The object code should be the same on both sides and should be the object code of the original expense.

Expenses cannot be moved if they have not yet been posted. Wait until the expenses have been posted before trying to move them to the Funding Department’s account. 

The DI method is the least preferred method for the following reasons: 

  • The Receiving Department will not get the “funding” or reimbursement until after they have paid the expense, and an expense cannot be moved until it has been paid. 

  • By removing the expense from their account, the Receiving Department will not have a record of all expenses relating to an event, if applicable. 

Related Articles