1. University of California, Irvine 2012. All Rights Reserved KFS Contracts & Grants University of California, Irvine Accounting Systems Kuali Financial System

2. University of California, Irvine 2012. All Rights Reserved Agenda  Award Doc  Chart of Accounts  Cost Share Kuali Financial System

3. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

4. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

5. University of California, Irvine 2012. All Rights Reserved KFS Transaction  Where (Funding Source) – Sub Fund Group Code  Who – Organization  What – Object Code/Description  Why – Higher Education Code  When – Date  How (much) – Amount Kuali Financial System

6. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

7. University of California, Irvine 2012. All Rights Reserved Major Fund Group Types at UCI Sub Fund Group Code Description PLXXXXPlant Funds LNXXXXLoan Funds GENXXXState Funds SFXXXXStudent Fees FEXXXXFederal Contracts and Grants PRXXXXPrivate Gifts/Grants/Contracts SSXXXXSelf Supporting Activities Kuali Financial System

8. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

9. University of California, Irvine 2012. All Rights Reserved Expenditure Object Codes Expenditure Object Codes are categorized by ObjectLevelConsolidation DescriptionObject CodeLevelConsolidation Academic Salaries10XXSWACSWG0 Staff Salaries11XXSWSTSWG1 General Assistance12XXSGENSWG2 Benefits16XXBENFBENE Supplies8XXXSUPPGNEX Travel83XXTRAVTRVL Equipment9XXXEQUPEQIP Overhead - ICR38XXINDCOVHD Kuali Financial System

10. University of California, Irvine 2012. All Rights Reserved Higher Education Function Code FS Function CodeKFS HEFCDescription 40INSTInstruction 41SUMMSummer Session 42TEHSTeaching Hospitals 43ACADAcademic Support 44-59RESRResearch 60LIBRAcademic Support: Libraries 61UNEXInstruction: University Extension 62PBSVPublic Service 64MOPPMaintenance & Operation of Physical Plant 66GADMInstitutional Support: General Administration 68STSRStudent Services 72INSTInstitutional Support 76AUXEAuxiliary Enterprises 77UNFIFinancial Aid 78GRFIGraduate Financial aid 79POSTPost Doc Financial aid 80PROVProvision for Allocations Kuali Financial System

11. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

12. University of California, Irvine 2012. All Rights Reserved 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. Kuali Financial System

13. University of California, Irvine 2012. All Rights Reserved KFS Cost Share Transaction Example Kuali Financial System

14. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

15. University of California, Irvine 2012. All Rights Reserved 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 Kuali Financial System

16. University of California, Irvine 2012. All Rights Reserved THANK YO U ! Kuali Financial System Maria Lieggi, Accounting Systems Rebecca Tangen, Subject Matter Expert Daniel Wang, OIT Technical Staff

17. University of California, Irvine 2012. All Rights Reserved 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/ Kuali Financial System

18. University of California, Irvine 2012. All Rights Reserved Q&A Kuali Financial System