Account Delegate

Account Delegate 

Account Delegate is a role in which an individual is assigned by a Fiscal Officer to approve documents on their behalf at the Fiscal Officer route node. There are two types of Account Delegates:

Primary Delegate - documents are routed directly to the Primary Delegate instead of to the Fiscal Officer. This is used for extended period replacement and long term absence.

Secondary Delegate - documents are not routed directly to the Secondary Delegate, but the S.D. will be able to access the Action List of the F.O.  This is used for temporary replacement, e.g. vacation, sick time coverage. Each Fiscal Officer should have at least one Secondary Delegate assigned on each of their accounts to prevent delays in document processing. 

Create an Account Delegate

In KFS, select the Chart of Accounts portlet and click on the Account Delegate link.

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Click the Create New button. Users who do not see the Create New button do not have the Chart of Accounts Maintenance User Role, and will need to have this role assigned, typically the user’s Department Security Administrators (DSA).

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In the Document Overview tab, enter a description and explanation.

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Edit Account Delegate Required Fields

Chart Code: The Chart Code of the KFS account entered into the Account Number field.

Account Number: Enter the KFS account number of the account that the delegate will be approving transactions for. If more than one account number need to be added, either create additional Account Delegate eDocs, or use the Account Delegate Global eDoc to assign multiple delegates and/or multiple accounts at once.

Document Type Name: Use the lookup to choose the type of document that the delegate will be authorized to approve. A list of KFS document types can be found in our Fiscal Officer web page. (Document type “KFS” includes all document types)

Account Delegate Principal Name: Input the UCInetID of the designated delegate.

Account Delegate Start Date: The delegate will not be able to take action on eDocs on behalf of the Fiscal Officer until this date. Delegates cannot take action on eDocs that have routed to the Fiscal Officer before they became an approved delegate, regardless of Start Date.

Example: An Account Delegate eDoc is created and finalized on August 2nd at 1:04 pm assigning Peter as a delegate. Even if the Account Delegate Start Date is set to August 1st Peter cannot take action on any eDocs that routed to the Fiscal Officer node before August 2nd at 1:04 pm. 

Edit Account Delegate Optional Fields

Approve From This Amount: The delegate will not be able to take action on eDocs with an amount that is less than the amount entered.

Approval To This Amount: The delegate will not be able to take action on eDocs with an amount that exceeds the amount entered.

Account Delegate Primary Route: Checking this box will make the assignee a Primary Delegate. Leaving the box unchecked will make the delegate a Secondary Delegate (default).

Primary Delegates are only recommended if the Fiscal Officer is on a long leave of absence. Most delegates should be Secondary.

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Save and Submit the eDoc.

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Account Delegate Global

The Account Delegate Global eDoc removes all currently assigned delegates to chosen account(s) and replaces them with a new delegate set up.  It allows initiators to assign multiple delegates at once, and/or select multiple accounts at a time for Fiscal Officer Delegations.

Go to https://systems.oit.uci.edu/kfs/portal.do and log in. In the Chart of Accounts portlet click on the Account Delegate Global link.

Document Overview Tab

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In the Document Overview tab, enter a Description and Explanation.

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Edit Global Delegate Tab

Document Type Name: Use the lookup to choose the type of document that the delegate will be authorized to approve. A list of KFS document types can be found on our Fiscal Officer web page.

Common Document Types

Document Type Code

Document Type Description

KFS

All KFS Documents 

KFSM

Maintenance Documents are used to establish and maintain a table record (for example, account, sub-account, object code, sub-object code, project, or delegates).

KFST

Transaction documents are documents that involve financial data (for example, General Error Correction, Disbursement Voucher, and the Budget Adjustment).

Account Delegate Primary Route: If this checkbox is not selected (default), it indicates the delegate is a secondary delegate.  (They can use a filter in their workflow action list to see documents they are authorized to approve.) Only select the checkbox if the delegate is to be set as a primary delegate (long term).

If this checkbox is not selected, it indicates the delegate is secondary and has to use a filter in their Action List to see documents they are authorized to approve.

Account Delegate Start Date: The delegate will not be able to take action on eDocs on behalf of the Fiscal Officer until this date. Delegates cannot take action on eDocs that have routed to the Fiscal Officer before they became a delegate regardless of Account Delegate Start Date.

Account Delegate Principal Name: The UCInetID of the person being assigned to the Account Delegate role.

Approval From This Amount(optional): This field is optional. Enter the minimum dollar amount of a transaction for which the delegate is authorized. 

Approval To This Amount (optional): This field is optional. Enter the maximum dollar amount of a transaction for which the delegate is authorized.

Note that not all KFS transaction documents have a dollar amount associated with them.

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Once the ADD button is selected, new fields will appear so that more delegates can be added.

Each new Account Delegate Global Document will replace all previously set up delegates, so ensure that all delegates needed for the account are added to the eDoc you are working on. 

Edit List of Accounts tab

Select the Chart Code and KFS Account to assign an account to the delegate.

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Once the ADD button is selected, new fields will appear so that more accounts can be added.

To add multiple accounts at once, click on the Look Up/Add Multiple Account Lines magnifying glass.

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Use the Account Lookup to select and return accounts to the Edit Lis of Accounts tab.

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