KFS Contracts & Grants

University of California, Irvine 2012. All Rights Reserved

KFSContracts & Grants

University of California, IrvineAccounting Systems

Kuali Financial System


Agenda

Award Doc Chart of Accounts Cost Share



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



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



KFS Transaction

Where (Funding Source) – Sub Fund Group Code Who – Organization What – Object Code/Description Why – Higher Education Code When – Date How (much) – Amount



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



Major Fund Group Types at UCISub Fund Group Code

Description

PLXXXX Plant FundsLNXXXX Loan FundsGENXXX State FundsSFXXXX Student FeesFEXXXX Federal Contracts and GrantsPRXXXX Private Gifts/Grants/ContractsSSXXXX Self Supporting Activities



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



Expenditure Object CodesExpenditure Object Codes are categorized by

Object Level ConsolidationDescription Object Code Level ConsolidationAcademic 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



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



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



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.



KFS Cost Share Transaction Example



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



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



THANK YOU !


Maria Lieggi, Accounting Systems

Rebecca Tangen, Subject Matter Expert

Daniel Wang, OIT Technical Staff


Resources

Kuali @ UCIhttp://www.kuali.uci.edu

KFS Demo Sitehttps://thea.adcom.uci.edu/kfs-dmo/portal.jsp

Kuali Foundationhttp://www.kuali.org/


http://www.kuali.uci.edu/



https://thea.adcom.uci.edu/kfs-dmo/portal.jsp

https://thea.adcom.uci.edu/kfs-dmo/portal.jsp

http://www.kuali.org/


Q&A


Documents

KFS Contracts & Grants