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 Setup
- From the Chart of Accounts Menu, navigate to Activities and then to Project Code.
- Click Create New.
- Complete the Edit Project Code section by filling out the following fields.
- Project Code
- Project Name
- Project Manager Principal Name (UConn NetID)
- Chart Code
- Organization Code
- Project Description
- Click Submit.
The Project Code will not route for approval.
Inactivating a Project Code
- Search for the Project Code.
- Select Edit.
- Uncheck the Active Indicator box.