Kuali Financial System
KFS
Contracts & Grants
University of California, Irvine
Accounting Systems
University of California, Irvine 2012. All Rights Reserved
Kuali Financial System
Agenda
Award Doc
Chart of Accounts
Cost Share
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Kuali Financial System
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
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Kuali Financial System
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
Organization
Sub Fund Group Code
Higher Education Code
Object Code
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Kuali Financial System
KFS Transaction
Where (Funding Source) – Sub Fund Group Code
Who – Organization
What – Object Code/Description
Why – Higher Education Code
When – Date
How (much) – Amount
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Kuali Financial System
What is an Account?
KFS Account is a seven digit code
UCI 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
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Kuali Financial System
Major Fund Group Types at UCI
Sub Fund
Group Code
PLXXXX
Description
LNXXXX
GENXXX
SFXXXX
Loan Funds
State Funds
Student Fees
FEXXXX
PRXXXX
SSXXXX
Federal Contracts and Grants
Private Gifts/Grants/Contracts
Self Supporting Activities
Plant Funds
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Kuali Financial System
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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Kuali Financial System
Expenditure Object Codes
Expenditure Object Codes are categorized by
Object
Level
Consolidation
Description
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
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Kuali Financial System
Higher Education Function Code
FS Function Code KFS HEFC
Description
40
INST
Instruction
41
SUMM
Summer Session
42
TEHS
Teaching Hospitals
43
ACAD
Academic Support
44-59
RESR
Research
60
LIBR
Academic Support: Libraries
61
UNEX
Instruction: University Extension
62
PBSV
Public Service
64
MOPP
Maintenance & Operation of Physical Plant
66
GADM
Institutional Support: General Administration
68
STSR
Student Services
72
INST
Institutional Support
76
AUXE
Auxiliary Enterprises
77
UNFI
Financial Aid
78
GRFI
Graduate Financial aid
79
POST
Post Doc Financial aid
80
PROV
Provision for Allocations
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Kuali Financial System
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 B
Project A
Account A
Sub Account
(EX)
Sub-Account
(CS)
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Account B
Sub-Account
(EX)
Sub-Account
(CS)
Kuali Financial System
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.
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Kuali Financial System
KFS Cost Share Transaction Example
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Kuali Financial System
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
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Kuali Financial System
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
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Kuali Financial System
THANK YOU !
Maria Lieggi, Accounting Systems
Rebecca Tangen, Subject Matter Expert
Daniel Wang, OIT Technical Staff
University of California, Irvine 2012. All Rights Reserved
Kuali Financial System
Resources
Kuali @ UCI
http://www.kuali.uci.edu
KFS Demo Site
https://thea.adcom.uci.edu/kfs-dmo/portal.jsp
Kuali Foundation
http://www.kuali.org/
University of California, Irvine 2012. All Rights Reserved
Kuali Financial System
Q&A
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