The Account and Account Global E-Documents

Account Document with all tabs hidden.The Account Maintenance Document is a KFS Document that allows users to copy or edit an existing Account. The image to the right shows the Account document with all of the tabs hidden (typically these are all expanded when you open an account document). The tables below list every field in the Account document. Each table on this page represents a tab in the Account eDoc.

For more general information about accounts, see the accounts page on this website.

Account Document Tabs and Fields

The Account document in KFS includes the following tabs and fields. Note that some of the default KFS tabs like "Document Overview" are not discussed here.

Account Maintenance Tab

Field

Description

Chart Code

One of five KFS charts

 

Example: The Chart Code for Irvine Campus is IR and the Chart Code for the Medical Center is MC.

Account Number

The account number is a unique value of seven alphanumeric characters that identifies the account

 

The actual KFS account number will be assigned by the system after the account document goes through workflow. The fiscal officer will receive an FIY when the KFS account number is assigned.

Account Name

A name that can be used to identify the account. Each Organization will decide on a naming convention for their Accounts.

 

An Account name can be as simple as “Smith NIH” or can include more information depending on the tracking needs of the Organization. This field is limited to 40 characters.

Organization Code

The number for the organization to which the account belongs.

Account Effective Date

The Date that the account became effective.

Account Expiration Date

The Date that the account expires. System rules on transactions may prevent the use of expired accounts, or provide warnings when an expired account is being used.

Account Award Begin Date

The Account Award Begin Date is only for accounts associated with Contracts & Grants

 

The Account Award Begin Date is the Period of Performance Begin date found on the Award Synopsis. Same as the Start Date on the Award Maintenance eDoc.

Account Award End Date

If this account is associated with a Contracts and Grants Award, then the Award end date would be entered here.

Account Off Campus Indicator

If the Account Off Campus Indicator is checked this means that the research supported by the account is being conducted at a non-UCI facility.

 

Closed?               

               

Closing an account is more permanent than expiring. Transactions cannot use a closed account.

Account Type

The account type indicates the kind of funds associated with the account.

Sub Fund Group Code

The Sub Fund Group is an attribute of Account used to designate the type or purpose of funds that are found in that account. It defines the source of funds that are found in that account. It can also be used for reporting purposes, in defining business rules, and routing.

The Sub-Fund Group Code will enable data to be consolidated into specific segments for reporting purposes.

Fringe Benefits Allowed

Fringe Benefit diversion will process in the labor ledger. If benefits are not allowed on an account, a “fringe benefit diversion” account must be cited on the Account document. Accounts that do not allow benefits and do not have a fringe benefit diversion account are not allowed on the Salary Expense Transfer document.

 

Note this feature will not be active at UCI.

Fringe Benefit Account Number

Account number that Fringe Benefits will be charged to if they are not allowed on the account that is being created.  NOTE: this feature will not be active until UC Path is implemented.

Account Restricted Status Code

The account restricted status code indicates whether account funds are one of the following:

N = Not Applicable

R = Restricted

T = Temporarily Restricted

U = Unrestricted

G = General Fund

Account Restricted Status Date

The date used if the Accounts Restricted Status Code above is “T.” This date signifies when the funds are targeted to become unrestricted.

Control Chart of Accounts Code

The Control Chart of Accounts Code is the campus location for the Control Account.

 

Example: If the Control Account is an Irvine campus account, then the Control Chart of Accounts Code would be IR

Control Account Number

The Account number for the Control Account associated with the account that is being created.

Account Responsibility Tab

Inquiry

Description

Fiscal Officer Principal Name

The UCINetID of the individual who is responsible for the financial transactions of a particular account and ensuring that they are compliant with university policies and procedures.

Account Supervisor Principal Name

The UCINetID of the individual at the departmental level who oversees the management of an account at a level higher than the fiscal officer. The account supervisor cannot be the same person as the fiscal officer or the account manager.  This role will rarely receive direct requests for action from KFS.

Account Manager Principal Name

The UCINetID of the individual who is responsible for ensuring that funds are spent and managed according to the goals, objectives, and mission of the organization. This field is primarily used for identification and reporting purposes. This is usually the Principal Investigator or the Fiscal Officer.

Continuation Chart of Accounts Code

These fields are required if the account has an expiration date. The continuation account is the account that accepts transactions being processed on the account after the account expiration date.

Continuation Account Number

This is not a continuation of the account, but a default account. This must be an unrestricted departmental account. This is only for Contracts and Grants (restricted) accounts. A Chart must be chosen and an account number must be chosen.

Income Stream Chart of Accounts Code

This feature will not be active.

Income Stream Account Number

This feature will not be active.

Budget Recording Level Code

Code that indicates how the account budgets expenses and income (details how a budget was set up). In KFS budget and expenses are usually reported either by Consolidation Code, Object Code, etc. (the drop down box choices indicates the method of budgeting)

 

Choose the appropriate code from the drop down box to identify how the accounts budget is to be reported or recorded.

 

A = Account

C = Consolidation

L = Level

M = Mixed

N = No Budget

P = Object Code

S = Sub-Account

 

An account in the General Fund group cannot have a budget record level code of 'Mixed.'

Account Sufficient Funds Code

Code that indicates how sufficient funds will be checked on the account. Sufficient funds checking can restrict expenditures made on the account based on the balance indicated. For example, Cash balance or Object Code balance.

 

This feature will not be active.

Transaction Processing Sufficient Funds Check

Select this option if sufficient funds check should be performed on the account. If this box is checked then a selection has to be made from the Account sufficient funds code drop down box.

 

This feature will not be active.

External Encumbrance Sufficient Funds Indicator

When this box is checked, external encumbrances will NOT be accounted for when an account balance lookup is done.

 

This feature will not be active.

Internal Encumbrance Sufficient Funds Indicator

When this box is checked, internal encumbrances will NOT be accounted for when an account balance lookup is done.

 

This feature will not be active.

Pre-Encumbrance Sufficient Funds Indicator

When this box is checked, pre-encumbrances will NOT be accounted for when an account balance lookup is done.

 

This feature will not be active.

Object Presence Control Indicator

This feature will not be active.

Guidelines and Purpose Tab

Inquiry

Description

Account Expense Guideline Text

A description of the type of expenditures that take place in the account, explicitly stating expenditures that are unallowable in the account.

Account Income Guidelines Text

A description of the types of income (source of funds) that take place in the account, explicitly stating revenues that are unallowable in the account.

Account Purpose Text

A description of the overall purpose of the account and the function it supports

Account Expense Guideline Text

A description of the type of expenditures that take place in the account, explicitly stating expenditures that are unallowable in the account.

Account Description Tab

Inquiry

Description

Campus Description

Campus description

Organization Description

Usually the school or unit name

 

Example: The School of Biological Sciences

Unit Example: Cancer Research Institute

Responsibility Center Description

Usually the school or unit name

Contracts And Grants Tab

Inquiry

Description

Account Indirect Cost Recovery Type Code

Code to identify a particular indirect cost recovery type. This code identifies a certain set of object codes that are excluded from indirect cost charges. Required if the fund group code or Sub-Fund Group Code identifies the account as Contracts and Grants account; otherwise not allowed.

Indirect Cost Rate

Cost recovery rate relative to direct costs spent in a particular fiscal year on Contracts and Grants that covers the cost of indirect expenses, such as light, heat, central administration, etc.,that cannot be directly allocated to any particular sponsored project but nonetheless are real costs incurred by the institution as a result of participating in the sponsored project. Required if the fund group code or Sub-Fund Group Code identifies the account as a Contracts and Grants account; otherwise not allowed.

Indirect Cost Recovery Chart of Accounts Code

Chart code for the indirect cost recovery account that is receiving the indirect cost charged. Required if the fund group code or Sub-Fund Group Code identifies the account as a Contracts and Grants account; otherwise not allowed.

Indirect Cost Recovery Account Number

Account number that is receiving the indirect cost recovery income generated by the account. Required if the fund group code or Sub-Fund Group Code identifies the account as a Contracts and Grants account; otherwise not allowed.

CG Account Responsibility Id

The CG Account Responsibility ID identifies the Central Contracts and Grants Accountant assigned to the account.

Plant Fund Accounting Tab

Inquiry

Description

Building Campus Code

Chart code for the building associated with the account.

Building Code

Chart code for the building associated with the account.

Capital Category Code

The code that identifies how the account will be used

 

Capital Category Name:

C0 = LAND ACQUISITION-CAMPUS

C1 = BUILDINGS AND STRUCTURES CAMPUS

C2 = GENERAL IMPROVEMENTS-CAMPUS

C3 = EQUIPMENT-CAMPUS

C4 = INFRASTRUCTURE-CAMPUS

H0 = LAND ACQUISITION-HOSPITAL

H1 = BUILDINGS & STRUCTURES-HOSPITAL

H2 = GENERAL IMPROVEMENTS-HOSPITAL

H3 = EQUIPMENT-HOSPITAL

H4 = INFRASTRUCTURE-HOSPITAL

XX = PLANT ACCOUNT PRIOR TO JUNE 2004

Capitalizable

Selecting the check box indicates that the account is capitalizable

Medical Center Tab

Inquiry

Description

OSHPD Sub Type Code

The OSHPD (Office of Statewide Health Planning & Development) Sub Type Code indicates how the accounts will be used.

 

The Choices are:

OSHPD Sub Type Name

      0 = Not Applicable (for main campus)

1 = Asset

2 = Liability

3 = Administrative Expenses

4 = Daily Hospital Patient Revenue

5 = Deductions from revenue and other operating revenue

6 = Daily Hospital Departmental Expense

7 = Ancillary and Outpatient Expense

8 = Administrative Expenses

9 = Non-Operating Income/Expense

Accounting Systems Tab

Inquiry

Description

UC Location Code

Code that indicates the UC Campus associated with the account. Example: 9 Irvine campus.

UC Account Number

UC Account number associated with this account.

 

Example: 400701

UC Fund Number

UC Fund number associated with this account.

 

Example: 19933

Higher Education Function Code

Standardized reporting classifications for higher education as defined by the National Association of College and University Business Officials (NACUBO). In the Kuali Financial System, a 4-digit code assigned to each account to define the overall purpose of the account. The 4-digit code is driven by the first 2 digits of the UC Account number. Example: INSP = Institutional Support (72).

Recharge Credit Indicator?

Departments must either be approved by the Budget Office as a Recharge Unit or have a Letter of Agreement from General Accounting in order to submit an Internal Billing (IB) e-document. If yes, the account can be used to earn recharge income.

Account Global Document

The Account Global document is similar to the Account document, but it is used to assign identical attributes to multiple accounts on a single document.

Global Account Maintenance Tab

The Global Account Maintenance tab works the same as the Edit Account tab of the Account document except that it contains only the fields that can be modified from this tab. There are no required fields in this tab. Instead, you only need to complete the fields that you want to update on the selected accounts. If an account attribute is to remain as is, leave that field blank.

Edit List of Accounts Tab

There are two ways to populate the accounts that you want to update globally in the Edit List of Accounts tab. One is by manually entering or selecting one Account at a time from the normal Account lookup icon-magnifying-glass, the other is by using a special multiple value lookup called the Look Up / Add Multiple Account Lines icon-magnifying-glass to return multiple values.