university of california, irvine 2012. all rights reserved kfs contracts & grants university of...
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University of California, Irvine 2012. All Rights Reserved
KFSContracts & Grants
University of California, IrvineAccounting Systems
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
Agenda
Award Doc Chart of Accounts Cost Share
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
Award Doc
Basic information on an Award Fed from SPA database Not a replacement for e-Synopsis
Used for creating KFS accounts for C&G
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
COA – Chart of Accounts
The basis for recording, organizing, and reporting of financial information in KFS
The elements are required for transactions and will appear on reports
COA Elements Account OrganizationSub Fund Group CodeHigher Education CodeObject Code
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
KFS Transaction
Where (Funding Source) – Sub Fund Group Code Who – Organization What – Object Code/Description Why – Higher Education Code When – Date How (much) – Amount
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
What is an Account?
KFS Account is a seven digit codeUCI receives money, commonly referred to as “funding” from a wide variety of sources
State of California Student Fees Contracts and Grants Gifts and Endowments Self-Supporting Activities
KFS Account is a unique accounting entity that has its own Assets, Liabilities, Income and Expense
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
Major Fund Group Types at UCI
Sub Fund Group Code
Description
PLXXXX Plant Funds
LNXXXX Loan Funds
GENXXX State Funds
SFXXXX Student Fees
FEXXXX Federal Contracts and Grants
PRXXXX Private Gifts/Grants/Contracts
SSXXXX Self Supporting Activities
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
What is an Object Code? What the Money was used for? KFS Object Code is 4 a digit number Classifies transactions in KFS
KFS Object Codes
09XX = Revenue
1XXX-9XXX= Expense
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University of California, Irvine 2012. All Rights Reserved
Expenditure Object CodesExpenditure Object Codes are categorized by
Object Level ConsolidationDescription Object Code Level Consolidation
Academic Salaries 10XX SWAC SWG0
Staff Salaries 11XX SWST SWG1
General Assistance 12XX SGEN SWG2
Benefits 16XX BENF BENE
Supplies 8XXX SUPP GNEX
Travel 83XX TRAV TRVL
Equipment 9XXX EQUP EQIP
Overhead - ICR 38XX INDC OVHD
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
Higher Education Function CodeFS Function Code KFS HEFC Description
40 INST Instruction41 SUMM Summer Session42 TEHS Teaching Hospitals43 ACAD Academic Support
44-59 RESR Research60 LIBR Academic Support: Libraries61 UNEX Instruction: University Extension62 PBSV Public Service64 MOPP Maintenance & Operation of Physical Plant66 GADM Institutional Support: General Administration68 STSR Student Services72 INST Institutional Support76 AUXE Auxiliary Enterprises77 UNFI Financial Aid78 GRFI Graduate Financial aid79 POST Post Doc Financial aid80 PROV Provision for Allocations
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
KFS Cost Share
The Kuali Financial System supports cost sharing with the use of special Sub-accounts.
CS – Cost share EX – Expense Sub Account
School
Dept
Project A
Account A
Sub-Account (CS)
Sub Account (EX)
Account B
Sub-Account (CS)
Sub-Account (EX)
Project B
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
KFS Cost Share
The appropriate sub-account type, Cost Share, is linked from the C&G KFS Account to the cost sharing account.
When a purchase is made that will be classified as a cost share, the cost share sub-account on the C&G KFS Account is used on transaction line.
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
KFS Cost Share Transaction Example
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
KFS Cost Share - Phase I
Payroll portion of Cost Share will be done using the current Cost Share System
Supplies and Expenses will be processed through KFS Cost Share
The Current Cost Share System reporting will be available and will combine both Current and KFS Cost share Information
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
KFS Cost Share - Phase II
UC Path is scheduled to go live October 2014 KFS Labor Ledger will be implemented All the Cost Share will be processed in KFS New Reporting tools will follow
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
THANK YOU !
Kuali Financial SystemKuali Financial System
Maria Lieggi, Accounting Systems
Rebecca Tangen, Subject Matter Expert
Daniel Wang, OIT Technical Staff
University of California, Irvine 2012. All Rights Reserved
Resources
Kuali @ UCIhttp://www.kuali.uci.edu
KFS Demo Sitehttps://thea.adcom.uci.edu/kfs-dmo/portal.jsp
Kuali Foundationhttp://www.kuali.org/
Kuali Financial SystemKuali Financial System
University of California, Irvine 2012. All Rights Reserved
Q&A
Kuali Financial SystemKuali Financial System