The Fiscal Officer Role and Account Responsibility

Humanities Building

Each account in KFS can have three different roles associated with it. Unlike other roles, which are granted via KSAMS, these three account roles are changed and recorded via the Account Maintenance or Account Global Documents. Each role is described below.

The Fiscal Officer Role

The Fiscal Officer role is an essential internal control at UCI and should be someone who can responsibly manage departmental financial resources.

The Fiscal Officer is responsible for approving day-to-day activity on an account. As a Fiscal Officer, you should review each transaction for accuracy and completeness, approving documents in a timely manner according to UCI and departmental best practices. The Fiscal Officer may have backup individuals or delegates called the Account Delegate.

Other Roles on an Account

These roles have no workflow approval responsibility:

  • Account Supervisor

The Account Supervisor has very little workflow responsibility and is typically a high-level administrator who ensures that the account meets its University purpose. This can be the Dean, a Dean’s delegate, Director, or Organization Administrator. The Account Supervisor receives an FYI notification on all Account document changes.

  • Account Manager

The Account Manager has no workflow responsibility and is primarily used for information purposes. It is recommended to populate the Principal Investigator for Contract and Grant accounts or the Fiscal Officer for non-Contract and Grant Accounts.

Changing Account Roles

Users can change the roles on an Account or multiple Accounts by using the Account Maintenance document or using the Account Global Document. It is generally recommended to use the Account Global Document to make changes to role assignments on Accounts, even for a single Account change.

  • Account Maintenance Document - Account Responsibility Tab

From the Account lookup, users can search for the Account they wish to edit, then click on the edit link to the left of the Account in the results. Instructions

  • Account Global Document

The Account Global Document can be used to modify multiple Accounts or a single Account at once. In the Global Account Maintenance Tab, users would enter the UCINetIDs of the users they would like to fill in the Account roles. Users may manually enter in Accounts in the Edit List of Accounts tab, then select add, or click on the lookup magnified glass on the top right of the tab to search for a set of Accounts to edit. Instructions

Setting Up Backup Fiscal Officers

Fiscal Officer Delegates—sometimes called Account Delegates—are KFS users that are authorized under certain circumstances to take workflow actions on a document as a backup to an account's Fiscal Officer. An authorized delegate can take any action that is available to a Fiscal Officer, including the power to approve and disapprove transactions.

To setup backup Fiscal Officers or delegates, take a look at the delegates guide.