1. Fiscal Close Workshop May 2018
Detailed instructions and deadlines are found in the Fiscal Year Close Information and Dates memo.
The memo and more information can be found at
Important information will also be posted to the “KFS Year-End Close News” portlet located on the KFS tab in Zotportal.
Detailed fiscal close information will also be ed to the KFS-Update list. Sign up to get these messages by going to maillists.uci.edu/ and subscribing to KFS-Update. If you have questions or need help, please contact or
Slides from this workshop will be available online later this week at

2. Agenda Introduction and Overview – John Douglas Transactions
Fiscal Closing Transactions – Victor Cesario
AP/Disbursements & Travel – Karen Miller
Encumbrances & Purchasing – Melissa Lee
Payroll – Ashley Penny
Contracts & Grants – Beata Najman
Decision Support – Kevin Chung
Questions
REGARDING DEADLINES:
The information in this workshop and the information included in the Fiscal Year Close Information and Dates memo do not cover cutoff dates and deadlines from the Budget Office.
This workshop also does not cover departmental deadlines or cutoffs. Keep in mind that your school or unit may have earlier cutoffs or additional rules compared to those communicated in this workshop.

3. What is Fiscal Close? Fiscal Close is the process of:
Ensuring that our financial data is accurate for the ending fiscal year;
Organizing the campus financial records for inspection by auditors;
Creating our yearly financial statements which are then consolidated with the other UC campuses into system-wide statements and reports for the Regents and the public.
UC must prepare consolidated financial statements in accordance with Generally Accepted Accounting Principles (GAAP) every year. Irvine’s records need to be in line with these accounting rules so that they can be incorporated by UC Office of the President into accurate financial statements.
General Rules:
Revenues must be recorded when they are earned.
Expenses must be recorded when incurred.

4. UC Annual Financial Report

5. What’s new for the 2017-18 close
KFS Upgrade to version 7
Almost all fiscal close processes should be unchanged.
There are some behind-the-scenes changes and screens will look/feel different.
Many key dates this year will be on Wednesdays instead of Fridays (e.g. Period 12 close, final close).
Changes in budgeting requirements for some income.
GECs – new button.
YERA document – new document to accrue recharges.
Excel documents can now be uploaded in the Notes and Attachments tab.

6. Responsibilities
Departments and their coordinating points are responsible for seeing that all income and expense is recorded accurately and that all accounts close in a solvent condition.
The Accounting Office is responsible for consolidating data, preparing year end reports and statements for the Office of the President, and producing the final ledger. There are over 130 close steps this year from UCOP.
It is the responsibility of each department to close its books in a timely manner.
Each department must ensure that it ends the year with all its accounts solvent.
Effectively this means that your total budget must be greater than or equal to your total actuals. More on this later.

7. Key Dates July 6 – Recharges complete July 11 – Prelim
July 18 – Interim – Period 12 will close in KFS, and certain non-final docs will be canceled (GEC, BA, BAT, YEDA).
August 01 – Final
August 7 – July will close
Recharges must be completed by July 6. Users will not see recharges that post on the 6th on the ledger until the 7th.
What we sometimes call the “Preliminary” ledger will be ready after July 11. You need to have all regular business complete before we get to the end of the preliminary period at the end of business on July 11.
The departments have the “Interim” week from July 12 to 18 to make adjustments and corrections.
Period 12 closes on July 18.
Period 13 is principally for the central accounting department to prepare the financial information for transmission of the Final ledger to the Office of the President. The Period 13 “Final” ledger will be complete/available in early August.

8. Fiscal Close
What to Expect

9. What You Need to Know to Close the Year
June 29 – Deposits: CR, CCR, COD
June 29 – Last day to initiate any KFS Maintenance Changes
July 2-July 18 Accounting Reviewer Bypass
(BA, BAT, GEC & DI documents ONLY)
Fiscal Officer still required to approve GEC & DI
July 2-July 18 Action List Reminder/Daily
All cash deposits to the Irvine Central Cashier need to be done by 1p.m. on June 29. Specific details are in the fiscal close deadlines and instructions memo.
The Medical Center are the primary users of the CR and CCR documents. COD is what is used by the main campus.
June 29 is the last day to do any maintenance like changes to accounts or fiscal officers. After that, changes can’t be made again until Period 13 ends.
Expedited workflow for BA, BAT, GEC, DI
Action list reminder changed to DAILY

10. What You Need to Know to Close the Year
July 11 – Last day for KFS initiated documents where Fiscal Period 12 has been selected (drop down). These must be FINAL except for the documents listed on the next slide.
If documents are not final by July 11, they will be canceled.

11. What You Need to Know to Close the Year
July 18 – Last Day for Fiscal Period 12 FINAL KFS initiated documents:
BAs & BATs
GECs
YEDAs (Available July 12 – July 18)
Sometimes documents will say they are “Processed” rather than final. That’s OK and the document can be treated as though it were final.
Processed means it’s been recorded to the ledger but is still in workflow. (For example, it is in someone’s action list as a simple Acknowledge.)
From July 12-18, users will still be able to process budget documents (BA/BAT) and General Error Corrections (GEC) as needed to get your accounts in order.
You will also be able to use the Year-End Department Accrual/Deferral (YEDA) document to handle deferrals and accruals over $10,000, but only for that one week.

12. Credit Balances on Expense Objects
Beginning in early May, departments should start reviewing their Object Codes for any Credit Balances.
Using the Object Code Balance Report and selecting Credits Only, you will be able to return a list of all Credit Objects.
Departments cannot close the Fiscal Year with a Credit Balance in an Object Code for Year-To-Date (Non-C&G) accounts.

13. Quick Guide to Processing Accruals & Deferrals
(Year to Date Funds)
Fiscal Close
This section covers what accruals and deferrals are and how we record them.

14. Why Accruals & Deferrals?
In accordance with UCOP Accounting Policies & Procedures, financial activity must be recorded in the Fiscal Year that relates, corresponds, or supports that activity.
Accruals and deferrals are used when a revenue or expense item should be moved from one fiscal year into another. For example, a department might provide a service in June and prepare an invoice for that service after the cutoff (in July). In this case, the revenue should be accrued in June. If a department receives a payment for a service in June but the service is not provided until July (or later), that revenue should be deferred into the new fiscal year.

15. Recording Accruals & Deferrals
KFS Document available July 12 = YEDA
(Year End Department Accrual/Deferral)
Minimum amount ≥ $10,000
(Expenses per Invoice)
Minimum amount ≥ $5,000
(Capitalized Equipment)
Minimum amount ≥ $35,000
(Plant - Capitalized Construction costs)
The Year End Department Accrual/Deferral (YEDA) Document will be used to process accruals and deferrals during the interim week of July 12 to 18.
General rule: you only need to do a YEDA for amounts equal to or greater than $10k.
There are exceptions to this rule for capitalized equipment and plant/capitalized construction costs.
Anything under $10k doesn’t need to be accrued or deferred (subject to the exceptions). Those transactions will simply be recorded in the new fiscal year.

16. What is an Accrual?
Income Income earned for the previous Fiscal Year but not posted until the new Fiscal Year.
Expense Expenses for activity incurred in the previous Fiscal Year but not posted until the new Fiscal Year.
Recharge (New for FY18) EE type expenses for activity incurred in June but will not be recharged until July. Exceptional circumstances must exist such as expiring funds.
An example of an income accrual would be a department that provides a service in June but doesn’t prepare an invoice (record revenue) until after the cutoff (in July). This income should be accrued in June (in the fiscal year).
An example of an expense accrual would be receiving goods or services in June but not recording the invoice/expense until after the cutoff (in July). This expense should be accrued in June (in the fiscal year).

17. Income Accrual
Income submitted for services rendered in fy1718 but payment outstanding or received after check deposit deadline
An example of an income accrual would be a department that provides a service in June but doesn’t prepare an invoice (record revenue) until after the cutoff (in July). This income should be accrued in June (in the fiscal year).

18. Expense Accrual
PO#xx-xxxx, Inv#1xxxxx Vendor: ANTEATER DELICIOUS FOOD Goods Received: 6/29/18 Contact: Anteater
After July 9th
An example of an expense accrual would be receiving goods or services in June but not recording the invoice/expense until after the cutoff (in July). This expense should be accrued in June (in the fiscal year).

19. Recharge Accrual (YERA)
Available only the first 2 days of YExx documents. (7/12-13)
Recharge Accruals are only allowed if special circumstances exist such as FY (June) expiring funds.
Both departments (sides of the transaction) must agree prior to the initiation of the YERA.
Document will not be finalized by Accounting until the FO’s accept the FYI route log/workflow nodes.
Budget documents must be processed if applicable.

20. YERA Route Log/Workflow

21. What is a Deferral?
Income Income that you received in the previous Fiscal Year but relates/corresponds/supports activity that will not happen until the new Fiscal Year.
Expense Expenses that you paid for in this Fiscal Year but relates/corresponds/supports activity that will not happen until the new Fiscal Year.
An example of an income deferral would be if you planned to have a conference in July but you were already receiving registration fees in June. This income should be deferred so that it is recorded in the fiscal year.
An example of an expense deferral would be paying in advance for a conference facility. You pay the fee in June even though the conference isn’t until July. The expense should be deferred so that it is recorded in the fiscal year.

22. Income Deferral
Event: Summer Pre-Med Program - revenue received in May 2018 but event expenses will not be recorded until September 2018.
Event: MOCA course revenue received in Jan-June 2018, but expense will not be recorded until September-November 2018.
Department Contact: Anteater
An example of an income deferral would be if you planned to have a conference in July but you were already receiving registration fees in June. This income should be deferred so that it is recorded in the fiscal year.

23. Expense Deferral
Defer CMSF Lab Expenses for Summer Session I 2018 to FY Revenue for SS2018 will post FY
An example of an expense deferral would be paying in advance for a conference facility. You pay the fee in June even though the conference isn’t until July. The expense should be deferred so that it is recorded in the fiscal year.

24. Appropriating/Budgeting Income
New Process This Year:
Control Accounts (UC # # # # #) vs. Operating Accounts
Less BATs

25. Control Account Income Object Balances
$0 Balance by Chart, Account & Object

26. Control Account Income Object Balances
$0 Balance by Chart, Account & Object

27. Operating Accounts Income Balances
The new fiscal year starts on July 1 for new business.
Carryforward balances are determined by calculating your budget minus your actuals for expenses, actuals minus budget for income. Encumbrances are not factored in.
You do not need to balance your expense budget object codes against expense consolidations. Just make sure your overall account is not in overdraft.
Income object codes on Control Accounts must have a variance of zero at the end of the fiscal year.
We will have a Beginning Balances (BB) period where you will see the carryforward balance.
CB stands for Contracts & Grants Balance.
Summary reports include the BB or CB period in the totals.
In other reports you will have to select BB or CB from the bottom of the Fiscal Period drop down to include those periods.

28. Operating Accounts Income Balances
The new fiscal year starts on July 1 for new business.
Carryforward balances are determined by calculating your budget minus your actuals for expenses, actuals minus budget for income. Encumbrances are not factored in.
You do not need to balance your expense budget object codes against expense consolidations. Just make sure your overall account is not in overdraft.
Income object codes on Control Accounts must have a variance of zero at the end of the fiscal year.
We will have a Beginning Balances (BB) period where you will see the carryforward balance.
CB stands for Contracts & Grants Balance.
Summary reports include the BB or CB period in the totals.
In other reports you will have to select BB or CB from the bottom of the Fiscal Period drop down to include those periods.

29. New Fiscal Year
What to Expect

30. New Fiscal Year July 1 (KFS Transactions) Carry Forward Balances =
EXPENSE: Budget minus Actuals
INCOME: Actuals minus Budget
Goes to Expense Object Code 0008
Consolidation Code UNAL
Fiscal Period BB vs. CB
The new fiscal year starts on July 1 for new business.
Carryforward balances are determined by calculating your budget minus your actuals for expenses, actuals minus budget for income. Encumbrances are not factored in.
You do not need to balance your expense budget object codes against expense consolidations. Just make sure your overall account is not in overdraft.
Income object codes on Control Accounts must have a variance of zero at the end of the fiscal year.
We will have a Beginning Balances (BB) period where you will see the carryforward balance.
CB stands for Contracts & Grants Balance.
Summary reports include the BB or CB period in the totals.
In other reports you will have to select BB or CB from the bottom of the Fiscal Period drop down to include those periods.

31. Intercampus Expense Transfers (ICT Document)
The deadline for recharges to other campuses is June 29.
This is specifically for when you are charging another campus for something.
June 29, 4pm
Due in General Accounting

32. UC Campus Tab

33. UC Completed Campus Tab

34. AP/Disbursements Travel
Karen Miller

35. Invoices Deadlines
Invoices must be submitted to Accounts Payable no later than July 9th 4pm.
Invoices to
Invoices for FY that are not processed by July 9th must be accrued by the department if the expense is greater than $10K.
Do not hold on to invoices if you miss the deadline. Just get them in as soon as possible and Accounts Payable will make every effort to key them in.
Make sure you’re referencing your PO numbers.
Let Accounts Payable know if you have a situation where you want an invoice processed in this fiscal year but want the payment future dated/sent in July.

36. Invoices Tips
When sending invoices to AP to pay please ensure the PO has enough money and is ok to pay on.
Invoices must be submitted to Accounts Payable no later than July 9th. to accounts-

37. TEM and DV
All TEM and DV documents need to be submitted, scanned and approved by Travel Accounting by 4 p.m. on June 22nd to be recorded as expenses for
Continue to process your documents after June 22nd, Travel Accounting will make every effort to approve your documents by the June 29th deadline.
All TEM documents need to be submitted, scanned and approved by Travel Accounting by 4 p.m. on June 22nd to be recorded as expenses for
If you have something where it is essential that it be included in and you are close to the deadline, you may want to hand deliver your supporting documents to scanning to make sure they are done as quickly as possible.
Do not include personal/sensitive information in your documents. Contact Travel if something personal has made it’s way into the system and needs to be expunged.
Anything with a travel end date older than six months will need exceptional approval.
Any travel with an end date older than a year cannot be processed

38. TEM and DV Cont’d
Anything approved after June 29th will be posted in the next fiscal year.
Anything with a travel end date older than six months will need exceptional approval.
Any travel with an end date older than a year cannot be processed
For Travel Fiscal Close Questions contact travel-
All TEM documents need to be submitted, scanned and approved by Travel Accounting by 4 p.m. on June 22nd to be recorded as expenses for
If you have something where it is essential that it be included in and you are close to the deadline, you may want to hand deliver your supporting documents to scanning to make sure they are done as quickly as possible.
Do not include personal/sensitive information in your documents. Contact Travel if something personal has made it’s way into the system and needs to be expunged.
Anything with a travel end date older than six months will need exceptional approval.
Any travel with an end date older than a year cannot be processed

39. Upload Scanned Documents
Fastest and most reliable way to attach supporting documents to your reimbursement
You cannot upload files until the KFS document has been saved or submitted.
Make sure that sensitive or personal data is redacted. Files cannot be deleted, and no redaction can delay approvals.
You can Scan or take a photo to upload.
·         Documents must be scanned or photographed using one of the following formats: .pdf, .jpg, .jpeg, .bmp, .png, .tiff, or .tif.
·         Before uploading images, ensure sensitive and personal information is redacted. Files cannot be deleted after they are uploaded.

40. Encumbrances & Purchasing
Melissa Lee

41. Encumbrances Encumbrances are established by
Purchase Orders
Travel Authorizations
Pre-Encumbrance Documents
Departments are responsible for closing out leftover Encumbrance balances
Open Encumbrance= PO/TA is open with a balance
Leftover Encumbrance= No more activity is expected
Reference Document Number is the PO # or Trip #
From a central accounting perspective, encumbrances are not factored into determining whether an account is solvent or not.
Some schools/units may still want to account for encumbrances though. Each group may have its own rules to follow.
Centrally, we do not want to carry old/invalid encumbrances forward into a new year. Close out any dangling or leftover encumbrances in your accounts.
Please close out all encumbrances left over from a travel authorization or a Purchase Order where no more activity is expected to occur.
Note that Accounts themselves, including Contracts and Grants, cannot be closed if they have any encumbrances on them.

42. The Open Encumbrance lookup is useful for doing an encumbrance lookup for an Account Lookup or a PO lookup (one-off). Reference Document Number is the PO # or the Trip #. Balance Type is defaulted to EX for POs..... But you can leave it blank to return all balance types including Travel (IE- Internal Encumbrances)

43. Encumbrance Report
The Encumbrance Report (UCI Decision Support) contains all types of encumbrances and is up to date as of last night. This is the report/tool to use when determining what encumbrances should be cleared and what remains on an account or Org. This report shows the document type that is causing the encumbrance, the Reference Number (PO Number or TEM Number or KFS Doc/Feeder number).

44. Encumbrance Report
In the Encumbrance Report, you search by Organizations (including Roll-Ups) or Account(s).
You can select different document or encumbrance types, filter out POs that have already closed, or select a certain dollar threshold.
If the encumbrance stems from a Purchase Order- it will show whether it is open/closed and the type.

45. Encumbrance Carry Forward
Encumbrance Carry Forward by 7/18/18:
External Encumbrance (EX) = Carry Forward
Purchase Orders
Cost Share Encumbrance (CE) = Carry Forward
An encumbrance related to a cost-share account
Internal Encumbrance (IE) = Carry Forward
Travel Authorizations
Pre-Encumbrance (PE) = No Carry Forward
With the exception of pre-encumbrances, all encumbrances will be carried forward into the new fiscal year before 7/18/18. No encumbrance corrections can be done for FY 2017/18 after July 1st. Only select Payment Requests can post entries to FY 2017/18 between 7/1 and 7/9 (Prelim Ledger), depending on the invoice dates and entry by Accounts Payable (so please turn in all invoices by AP’s deadline)

46. Closing a PO Encumbrance
Perform a Custom Document Search for Purchase Order (PO)
The Reference Document Number is the PO#
Open the latest PO/PO Amend
Fiscal Officers & Contract Managers can select the “Close Order” button to close/clear out the encumbrance
Contract Managers can select “Void Order” button for POs with no activity
Purchase Orders can be closed by going into the current version of the Purchase Order/Purchase Order Amend and selecting the ‘close order’ button.
NOTHING should be closed unless the order has been fully fulfilled or the vendor has notified the unit that no further payments or credits are forthcoming.
Contract Managers and Fiscal Officers can close POs (that have had amends or partial payments).
Contract Managers (only) can void POs (that have had no payments).

47. Closing a TA Encumbrance
Perform a Custom Document Search for Travel Authorization (TA)
The Reference Document Number is the Trip Number #
Open the latest TA/TA Amend
Arrangers & Initiators can select the “Close Trip” button to close/clear out the encumbrance
For TAs with Cash Advances, Travel Accounting will close the TA when it is expensed out
Only Leftover Encumbrances should be closed

48. Purchasing Deadlines
Please see the Fiscal Year-End Close Information & Dates , for full deadlines & details
Special Purchasing Deadlines:
Last Day to submit FY 2017/18 High Value PO/POA to Central Purchasing: June 1
Last Day to close fulfilled Low Value Purchase Orders: June 29
Last Day to submit a PO Close request to Central Purchasing: June 22
All PO Amends must be final on June 29 to post to the Fiscal Year
Purchase Orders can be closed by going into the current version of the Purchase Order/Purchase Order Amend and selecting the ‘close order’ button. NOTHING should be closed unless the order has been fully fulfilled or the vendor has notified the unit that no further payments or credits are forthcoming.
Contract Managers and Fiscal Officers can close POs (that have had amends or partial payments).
Contract Managers (only) can void POs (that have had no payments).

49. Purchasing Deadlines Special PALCard Deadlines:
Last PALCard Feed from US Bank for FY 17/18: July 3
Last Day to review/finalize ALL pending PCDOs: July 11
All PCDOs enroute in the system will auto-approve at 8:00pm on July 11, no matter the create date.
Any corrections after this date must be done via GEC by July 18 for Fiscal Year
PCDOs for FY 18/19 will not be created until after Period 12 close

50. Purchasing Corrections
Do not Accrue Encumbrances
Only Accrue/Defer Payments (PREQ or CM) that hit the wrong fiscal year via the YEDA
Include the payment reference document in Explanation
All docs now accept PDF, CSV, and XLS (Excel) files in Notes and Attachments tab
General Error Correction = July 18 deadline
Check the Fiscal Year before approving!
Documents posted to July cannot ‘post back’ to June
Absolutely no corrections to fiscal year funds can be made after Period 12 Closes, no matter the age of the original ledger post

51. Purchasing Corrections
Reminder: GEC New Feature for mass/multiple corrections
New Feature for FY 17/18: The GEC has a new “repeat 1st FAU” button that is useful for users doing mass expense transfers to a single new Full Accounting Unit. If selected, the Account, Sub-Account, Object, Sub-Object, Project, and Org RefID of your 1st accounting line in the To section will ‘copy down’ to all other entries in the To section.

52. Payroll 2017-18 Fiscal Closing Dates
Ashley Penny

53. June Bi-Weekly (B1) Payroll Time Reporting Deadline
Pay hours and leave usage for 6/3/18 – 6/16/18 (biweekly)

54. June Bi-Weekly (B1) Payroll Cycle Cutoff
June 21st
First deadline for:
Payroll Expense Transfers
Late/Reduce Pay
Additional Pay transactions
Pay Cycle “B1” and Pay Period End date “061618”

55. June Monthly Payroll Time Reporting Deadline
June 22nd
May 2018 leave usage (monthly)

56. June Monthly Payroll Cycle Cutoff
June 25th – June Monthly payroll cycle cutoff
Second deadline for:
Payroll Expense Transfers
Late/Reduce Pay
Additional Pay transactions
Pay Cycle “MO” and Pay Period End date “063018”

57. Supplemental (XX) Payroll Cycle Cutoff
July 2nd –
Third deadline for
Payroll Expense Transfers
Late/Reduce Pay
Additional Pay transactions
Z payments (School of Medicine)
Pay Cycle “XX” and Pay Period End date “060118”

58. Time Reporting Deadline for Bi-Weekly Payroll Ending 06/30/18 (B2)
July 3rd –
Last day to enter leave usage for period 6/17– 6/30 on the biweekly IDTC roster.

59. Bi-Weekly (B2) Payroll Cycle Cutoff
July 5th –
Fourth deadline for Payroll Expense Transfers
Last Chance for:
Late/Reduced Pay
Additional Pay adjustment transactions
Use Pay Cycle “B2” and Pay Period End date “063018”

60. Payroll Expense Distribution Ledgers for June/July
July 6th –
PPP5302 payroll ledgers available in Electronic Document Library (EDL)

61. Supplemental (XX) Payroll Cycle Cutoff
July 9 - Final Deadline for Payroll Expense Transfers
In order to be reflected in June/July payroll ledger, these transactions should be prepared and scheduled for processing no later than July 9, using Pay Cycle “XX” and Pay Period End Date "063018" in the EDAT submenu in PPS.
Reminder: Only Payroll Expense Transfers encoded with a Pay Period End Date of 06/30/18 or earlier will be processed into the June/July payroll ledger. DO NOT process any other transactions on this cycle (LX, RX, AP, FT). THEY WILL BE DELETED.

62. Accruals for Transferring Payroll Already Paid in 2017-18 Fiscal Year
Work with Central Payroll – Susan Schwartz (GEC-R accrual)
Departments process Payroll Expense transfer
Provide Post Authorization Notification (PAN) to Central Payroll
Benefits must move with salary

63. Contracts & Grants Beata Najman
The C&G exceptions are awards that are under FDP/Research Terms and Conditions and there is another year or more of funding coming. These are funds such as NIH and NSF.
Clinical Trials are okay to be in overdrafts as long as the study is on-going and there is enough budget in account (unallocated budget), that is fine for fiscal close. The expense account may look overdraft but because of the overall account (including the ), the fund is solvent.
If an encumbrance is causing an overdraft, the fund is still considered solvent, so nothing needs to be done. Also, remember we’re looking at the whole account, and not by each particular expense account. If the overall account is solvent, it can close for the fiscal year with individual expense accounts being overdraft.
July 6th is last payroll expense transfer deadline, so important to clear overdrafts even before the Prelim if you’ll be moving payroll.

64. Closing Steps for Contracts and Grants
C& G Accounting sends a list of overdrafts to Finance Director
In May – based on April ledger
In June – based on May ledger
Departmental Responsibilities
Review accounts in overdraft
Clear all overdrafts in awards not expected to receive additional funds
fund accountant at C&G Accounting and request closing awards with a zero balance
Review and inactivate gift accounts that have no activities and will not be used in the future

65. Closing Steps for Contracts and Grants
Private Contracts ONLY
Fund Range
Overdrafts not cleared on June ledger will be zeroed out by Accounting so that the fiscal year can be closed. These entries will reverse on the July ledger, and the overdraft will be reinstated.

66. Request for Approval to Spend Funds (RAS)
RAS Definition
A request for authorization to spend funds in support of a sponsored project in advance of receiving a notice of an award from a sponsor and/or finalizing the award.
RAS Purpose
Allows the setup of a fund and account without an award in place
Allows expenses to be posted to the appropriate expense account
Prevents unnecessary cost transfers
admin/pre-award-admin/pre-award-spending.html

67. When to Request a RAS? Request a RAS when:
Essential expenses for an extramurally funded research award need to be incurred before the award is received and/or finalized allowing fund setup.
Do NOT request a RAS when:
You need to clear an overdraft
When the fund/account has already been established

68. Closing Steps for Contracts and Grants
C&G Accounting – Additional Responsibilities
Indirect cost recovery reconciliation
STIP review and posting (applicable if required for an award)
Refunds to the Federal government of unexpended fund balances
Final claim submittal for Special State Appropriations (through June 30, 2018)
Final closing entries and approvals, including final closing for gift deposits
Final intercampus transfers and Treasurer Financial Journals
Corrections to invalid transactions
Special reporting to the Budget Office
Reviews of overhead calculation and final accounting data
Reviews of contract and grant activity for income accruals and deferrals, including GASB 65 for contracts and grants.

69. Decision Support
Kevin Chung

70. Decision Support Tools
Toggle Encumbrances in Reports
DWQuery Ad-Hoc Query
Organization Account Status
You can query by the highest org
Groups Account Balances by Income and Expenses
Ensure that your Income categories for Control Accounts Budget and Actuals align so the variance is zero.
Object Code Balance Report (FS0219)
Shows Expense Object Codes that have credit balances
The Organization Account Status report is useful for aligning Control Account income budget and actuals so that they have a variance of zero. Remember that doing this is required for fiscal year end.
Utilize the report to create a csv to upload into KFS. For Details see
More details about working with this report are here:

71. Pre-Run Reports Reports being pre-run and saved: Ledger Reconciliation
Account Summary
Account Transactions
Fund Summary
Reports generated for July 2 – July 18

72. Questions? Online Resources
Workshop slides available online later this week.
Check the “KFS News and Announcements” Portlet on ZotPortal for deadlines.
More information is available on the Accounting and Fiscal Services website:

73. Thank You!